Claim Capture AI (“we”, “us”, or “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website, platform, and services (collectively, the “Service”). By using our Service, you agree to the terms of this policy.

Privacy policy

We are dedicated to protecting the privacy of our Prospects (potential Clients) and our Clients; this document outlines our practices regarding your personal information. As a Data Controller, we are responsible for deciding how your personal information is processed. We are registered with the Information Commissioner’s Office (ICO), bearing application number C1452687, affirming our commitment to data protection and privacy. In this policy, you are referred to as either a Prospect or a Client, based on your current engagement with Claim Capture AI. This policy is organised into three parts for clarity:

• Prospect: Pertains to individuals who have not yet formalised their engagement with Claim Capture AI by signing any claim-related documents.
• Client: Applies once an agreement with Claim Capture AI is established through the signing of claim-related documents, whether done electronically or otherwise.
• Everyone: Addresses all individuals interacting with us, covering both Prospects and Clients.

Herein, “your data” refers to your personal information. The specific documents you are required to sign will vary depending on the service you select and may include, but are not limited to, a Letter of Authority, Agreement to Proceed, Claim Form, among others.

Why we need your data

By providing your data, you authorise us to:

• Reach out to you regarding our services using the contact details you have provided, which may include phone calls, text messages (SMS), messaging apps like WhatsApp, emails, and/or mail; and
• Manage our website, ensuring you can access and utilise the services offered on our site (including handling inquiries and complaints related to our site) and enhance your website experience through personalisation.

Additional details on how we utilise your data are available in the “Everyone” section of this Privacy Policy.

The data we collect

To process your inquiry, we need your full name, date of birth, phone number, email address, and postal address. Depending on the nature of the service you are inquiring about, we may require further information to support your claim(s), such as your National Insurance number. After receiving your data, we will attempt to contact you using the provided methods. If you choose not to provide the necessary personal details, we may be unable to offer some or all of our services to you.

Data retention

We will retain your contact information for a maximum of three years following an enquiry. Throughout this period, we may reach out to you using the contact details you have supplied to offer our services related to your initial enquiry. Communication methods may include:

• Telephone, text message (SMS), messaging platforms such as WhatsApp, email; and
• Mail.

We commit to implementing appropriate technical and organisational measures to safeguard your personal information against loss, misuse, or alteration. Your personal information will be stored on secure servers that comply with stringent security protocols.

Withdrawing your consent

At any point, you have the right to withdraw your consent for us to contact you through telephone, text message (SMS), messaging platforms such as WhatsApp, email, and/or mail. Consent can be withdrawn verbally over the phone or in writing via email or mail, using the contact details provided at the end of this policy. Furthermore, each electronic communication we send will include an option for you to opt-out.

Purpose of collecting your data

In engaging our services through the execution of our Claim Documents, you permit us to process your personal information for the following purposes:

• To make information requests and/or Data Subject Access Requests to third parties relevant to the financial products you have or had, to determine your eligibility for making a claim(s);
• To lodge claims on your behalf with financial institutions and/or HMRC as per your instructions;
• To provide updates through telephone, text message (SMS), messaging platforms such as WhatsApp, email, and post, given these contact details have been supplied; and
• To issue statements and invoices to you, and to process payments from you.

More detailed information on how we use your data is available in the “Everyone” section of this Privacy Policy.

Data retention post-contract

Following the conclusion of our agreement, your personal data will be retained for up to seven years. This retention period enables us to deliver our services, comply with legal and regulatory obligations, including but not limited to accounting requirements and handling complaints. We will adopt reasonable technical and organisational precautions to prevent the loss, misuse, or alteration of your personal information. All personal information provided will be stored on secure servers, adhering to strict security standards.

Updating your contact preferences

You have the option to opt-out of receiving communications via telephone, text message (SMS), messaging platforms such as WhatsApp, and/or email at any given time. However, if you are currently bound by an Agreement with us, you cannot opt out of postal communications. This is because we rely on this method to fullfill our contractual and regulatory obligations to you. You may update your contact preferences either verbally over the telephone or in writing via email or post, using the contact details provided at the end of this policy.

What information do we collect?

We collect, process, and utilise the following types of information:

• Website Usage: Details of your interactions with our website, including the IP address, geographic location, type of browser, referral source, duration of visit, and pages viewed.
• Personal Information: Such as your name, date of birth, address, and contact details.
• Special or Sensitive Information: According to data protection legislation, certain information, such as your health data, is classified as ‘sensitive’. We will only collect and process such information with your explicit consent, and only when it is necessary to enhance the service provided to you.
• Financial Information: For the assessment of any potential claims relating to financial products or services, we may need details about your financial products, including the type of product (e.g., loans, credit cards), the product’s start and end dates, transactional data, or account statements.
• Employment and Tax Information: To assess potential Tax Refund claims, information related to your current and past employment, as well as details regarding your tax status, may be required.
• Interaction Information: Data on how you engage with electronic communications we send, such as emails, SMS, and messages via platforms like WhatsApp, to tailor and offer relevant services.
• Information about Others: If you provide us with personal information about another individual, such as in the case of a joint claim, you must ensure you have their consent. This information will be treated in accordance with this policy.

Data Sharing

We share your personal data with necessary 3rd parties as shown below:

If you do not agree with your sharing of data with any of these 3rd parties please do not submit your data to us, upon onboarding we cannot guarentee your details won't be passed to one of these companies as our systems are largely automated.

Valid8 IP Ltd for the provision of credit report information which may include Equifax Ltd, Experian Ltd, TransUnion. If you’d like to understand how the credit reference agencies use and share personal data (including the legitimate interests they pursue) please read the Credit Reference Agency Information. Notice (CRAIN) http://www.transunion.co.uk/crain; https://www.equifax.co.uk/crain/; https://www.experian.co.uk/legal/

PCP

Courmacs Legal - Solicitor on our panel - Applicable documentation your signature would apply to should your case move forward with this company is displayed here -> Letter Of Authority / No Win No Fee Agreement
This firm is authorised and regulated by the Solicitors Regulation Authority. SRA Number 819044. Privacy Policy

Elmwood Law - Solicitor on our panel - Applicable documentation your signature would apply to should your case move forward with this company is displayed here -> DBA - Client Care Letter
This firm is authorised and regulated by the Solicitors Regulation Authority. SRA Number 8004621. Privacy Policy

We may also share your personal information with the following named partner for the purpose of assessing and progressing a potential mis-sold vehicle finance claim on your behalf: MR Consumer Services Limited, trading as Mis-sold Expert, authorised and regulated by the Financial Conduct Authority (FRN: 838452), www.mis-soldexpert.co.uk. They may contact you by telephone, email, or SMS to discuss your potential claim.

HDR

First Legal - Solicitor on our panel - Applicable documentation your signature would apply to should your case move forward with this company is displayed here -> CFA - Mobile Phone Authority - Demands & Needs
This firm is authorised and regulated by the Solicitors Regulation Authority. SRA Number 634939. Privacy Policy

Veritas - Solicitor on our panel - Applicable documentation your signature would apply to should your case move forward with this company is displayed here -> CFA
This firm is authorised and regulated by the Solicitors Regulation Authority. SRA Number 472036. Privacy Policy

Systems and its usage

We engage third-party companies to support the operation of our business by providing essential data storage, software, and other IT services. These partnerships are crucial for maintaining and enhancing our service capabilities.

Administrative support

For certain aspects of your claim(s), we may outsource tasks such as document processing and telephone communication to specialised companies within the United Kingdom, ensuring all operations are conducted under rigorous supervision and adhere to our high standards of service.

Credit and information services

We collaborate with information services and credit reference agencies within the United Kingdom to verify your identity and address, ensuring compliance with the Money Laundering Regulations 2017. This may involve a “soft” credit check, which is conducted to identify additional financial products you may hold. Such checks are only visible to you and do not affect your credit rating. Notification will be provided before any “soft” check is performed.

Regulatory and legal obligations

We utilise professional legal, consultancy, and accountancy services based in the United Kingdom to meet our regulatory and legal obligations. There may be situations where we are required to share your data with regulatory bodies such as the Solicitors Regulation Authority, HMRC, credit reference agencies, fraud prevention agencies, the Legal Ombudsman Service, the Information Commissioner’s Office, or law enforcement agencies.

Sharing with third parties

Your data may be shared with other third parties when we believe it is in our legitimate interest, for purposes such as tracing, market research, or in the context of a business sale or restructuring.

Marketing and communication

We may contact you about products and services we believe may interest you through various channels, including email, SMS, messaging platforms like WhatsApp, post, social media, or through market research activities. This approach allows us to tailor our communications to better suit your interests.

Legal basis for processing

Our processing of your data is grounded in either your consent or our legitimate interests, ensuring our activities do not infringe upon your rights. You have the right to withdraw consent or object to our processing for marketing purposes at any time, which can be done verbally or in writing using the contact details provided at the end of this policy.

Profiling and legal requirements

We conduct profiling based on legitimate interest, which helps us tailor our services to your preferences without compromising your rights. Additionally, legal obligations may necessitate the use of your data for financial record-keeping, staff training, monitoring, and complaint handling. You will be informed if such requirements dictate the processing of your data. To ensure the effective handling of your claim(s) and to deliver our services, it is necessary for us to share your personal data with relevant individuals or organisations. We are committed to processing your personal data with the utmost confidentiality and will implement all reasonable measures to ensure that any third party involved maintains adequate security protocols.

Legal basis for processing

Our processing of your personal data is founded on one or more of the following legal bases: Performance of a Contract: Necessary for the execution or performance of a contract to which you are a party or to take steps at your request before entering into such a contract. Consent: You have given clear consent for us to process your personal data for a specific purpose. Legitimate Interests: The processing is necessary for our legitimate interests or the legitimate interests of a third party, except where such interests are overridden by your interests or fundamental rights and freedoms.

Legal requirements

If you request that we stop processing your data, we will also communicate this decision to relevant third parties if they are processing this data on our behalf. Should you have any concerns regarding these third parties, we are available to offer advice and support to help you manage your data preferences. We may also utilise your personal data for purposes beyond those necessary for our contractual obligations where we believe doing so aligns with our legitimate interests. When relying on legitimate interests, we carefully assess and balance any potential impact on you and your rights. Among our legitimate interests are the use of specialist technology, including artificial intelligence (AI), to enhance our marketing efforts and the efficiency of the services we provide to you. This technology aids in the accurate assessment and processing of information and/or documentation related to you or your claim(s). The adoption of AI allows us to significantly improve the precision and efficiency of our service delivery.

Profiling and automated decision making

The use of personal data to evaluate certain personal aspects or to predict behaviour is known as profiling. Automated decision-making occurs when AI technology makes a decision using personal information without human intervention. While profiling and automated decision-making can overlap, they are distinct processes. We engage in both profiling and automated decision-making primarily within our marketing strategies to ensure that we only communicate with you about services genuinely beneficial to you. You have the right to object to being profiled for marketing purposes or to any decisions made through automated decision-making. Objections can be raised using the contact details provided at the end of this policy.

Your rights over your data

You retain control over your personal data and are entitled to exercise various rights regarding it. Requests to exercise your rights can be made by reasonable means, including telephone, post, or email. We aim to respond to your request within one month, but for complex requests, this period may extend by an additional two months. Rights include accessing a copy of your personal data (Data Subject Access Request), correcting inaccurate or incomplete data, requesting a halt to specific processing activities, and asking for data deletion where its retention is unjustified. You may also request the transfer of your data in a common electronic format to another entity or person under certain conditions.

Legal and regulatory requirements

Certain legal and regulatory obligations may necessitate the use of your data, such as for financial record-keeping, staff training and monitoring, and complaint handling. In these instances, the law may require us to retain your data, and we will inform you accordingly.

International data transfers

We will only transfer your personal information outside the United Kingdom (UK) with your consent, to fulfill a legal obligation, or when working with a third-party service provider that operates or processes information outside of the UK, ensuring all necessary protections are in place to safeguard your personal data according to UK data protection standards. When sharing your personal information outside of the United Kingdom, we ensure it receives the same level of protection as it would within the UK. This is achieved by ensuring any data transfer is either under an appropriate safeguard or the country in question has been deemed to have adequate data protection measures by the European Commission. Despite the UK’s departure from the European Union, the UK Government continues to recognise European Commission adequacy decisions made before the end of the transition period. This allows for the confident transfer of data to the European Economic Area (EEA) and other countries recognised by the European Commission as having adequate protections, ensuring your personal data remains secure. Further details can be found on the European Commission Justice website or the Information Commissioner’s Office website. Additionally, some of our third-party service providers may operate outside the UK or EEA, potentially necessitating the transfer of your data outside of the EEA. In any such cases, we guarantee that appropriate security measures, including technical protections like encryption and restricted data access, are in place. Our contracts with these providers are stringent, ensuring your data’s safety. For any inquiries regarding these processes, please reach out to us directly.

Cookies and their use

Cookies are small text files saved on your browser when you visit websites, facilitating the website’s ability to remember your preferences and actions over time. This eliminates the need to repeatedly input preferences when visiting or navigating a website. The use of cookies is a common practice across websites to enhance functionality and manage user preferences. We employ both session and persistent cookies on our website. Session cookies help track your activities during a single website visit and are deleted once you close your browser. Persistent cookies, on the other hand, recognise your device on subsequent visits and remain until they are deleted or reach their expiry date. Our use of cookies extends to remembering your device for more relevant advertising based on your site visits, showing ads tailored to your interests. This is part of our reliance on legitimate interests to process personal data for marketing, among other purposes outlined in this policy. Our legitimate interests include servicing client needs, marketing our services, understanding user behaviours, and improving our offerings. Your rights regarding personal data include accessing, correcting, deleting, or transferring your data, as well as restricting or objecting to its processing. These rights ensure you maintain control over your personal information in accordance with legal standards. For detailed information on how we utilise cookies, including for user preferences, authentication, analytics, and targeted advertising, please refer to the specific sections of this policy. Our approach to cookies involves a variety of types, each serving a specific purpose to enhance your online experience.

Here’s how we categorise and use cookies

Functional Cookies: Essential for basic site functionality and are always active. These cookies are necessary for navigating our website and using its features. While you cannot opt-out of these cookies through our site, you can manage them via your browser settings to control if and how they are accepted.

Performance Cookies

Utilised to gather insights about how you use our website, all on an anonymised basis. This data helps us enhance website performance, including loading times and content relevance. Opting out of these cookies might lead to a less optimised user experience, with slower site response and less personalised content recommendations.

Social Media and Advertising Cookies:

These cookies connect you to your social networks and allow for content sharing through social media. They also enable the delivery of targeted advertisements that align with your interests, both on our site and elsewhere. Opting out may result in less relevant ads and might affect your ability to share content on social media platforms.

Managing Cookies

You have control over the use of cookies on our site:

Via Our Cookie Banner

Choose to accept or reject cookies directly on our site through the options provided. Browser Settings: Visit www.aboutcookies.org for guidance on controlling or deleting cookies via your browser. Note that adjusting these settings may affect your experience, as some site functionalities might not work without cookies.

Third Party Websites

Our website may link to external sites not operated by us. Please be aware that we do not control and are not responsible for the content or privacy practices of such other sites.

Policy Updates

We may periodically update this Privacy Policy. For the latest version, please check our website at https://claimcapture.ai/privacy-policy. Stay informed of any changes to ensure you are always aware of how we manage and protect your personal information.

Complaints and contact information

If you have concerns: Contact us first. We’re here to address any issues regarding your personal data.

Making a complaint to the ICO

If you’re unsatisfied with our response, you have the right to complain to the Information Commissioner’s Office. Visit https://ico.org.uk/make-a-complaint/ for details on filing a complaint.