Consultation Claims Privacy Policy
At Consultation Claims Ltd we take your privacy seriously and this privacy statement explains what personal data or information we collect from you, and from people who visit our website, and how we use it. We would encourage you to read the information below.
Who are we?
Consultation Claims Ltd is a private limited company registered in England and Wales (Company number: 07958095). Our registered address is 4 Granville Road, Dorridge, Solihull, England, B93 8BY. Consultation Claims Ltd is registered with the Information Commissioner’s Office (“ICO”) as a data controller (Z308493X).
What personal data or information do we collect?
We may collect personal data about clients, prospective clients, job applicants, visitors to our website, our current and former employees, suppliers, and external experts. If you would like to know more, please read below under:
- Clients
- Prospective Clients
- Job Applicants, Our Current and Former Employees
- Visitors to our Website
How do we collect data or information from you?
We collect personal information about you when you:
- Instruct us to act on your behalf.
- Make an enquiry via the forms on our website or via the telephone.
- Use our website.
- Enquire about a job opportunity.
- Work for or with the firm.
- Exchange business cards with a member of the firm.
We may also, in some circumstances, receive personal information about you from third parties involved in your claim process, such as lenders, car dealers or finance broker or from other third parties such as regulatory (including the Financial Ombudsman Service) or law enforcement agencies, credit reference agencies and agencies conducting background checks. Personal information may also be obtained from publicly accessible sources of information, such as public databases, industry associations, social media and online professional networks.
How is your information used?
We collect your personal data or information to operate the firm effectively and provide you with a high-quality service. We may use your information:
- To deliver our services to you on your instruction and to perform our contractual obligations to you.
- To answer enquiries that you make prior to any formal instruction.
- To conduct anti-money laundering customer due diligence.
- If you are a candidate for employment, to process a job application.
- If you are an employee, (i) to fulfil our obligations as an employer; (ii) to provide benefits to you as an employee; and (iii) monitor your performance.
- To maintain security of our office and IT infrastructure.
- To invoice you, and to track payments you make or payments made to you.
- To send you information which we believe may be of interest.
We will use one of the permitted grounds under the applicable law to process your information. Such grounds include instances where you have given your consent; or where your consent is not required under applicable law, such as if processing is necessary for a contract we have with you, where we are required to comply with a legal obligation, or where we, or a third party on our behalf, determine that it is necessary for our legitimate business interests to collect and use your personal information.
The legitimate business interests to process your personal information may include any of the purposes identified above and any other purpose where we or a third party have determined that you have a reasonable expectation for us or a third party to collect or use your personal information for such purpose.
You have the right to object to the use of your personal data for direct marketing purposes. Please contact us on [email protected] if you no longer wish to receive our marketing communications.
What are the consequences of failing to provide your personal information?
As a regulated claims management firm, we are subject to legal and regulatory obligations that may require us to collect and store your personal information, such as the requirements to comply with the applicable law on prevention of financial crime, tax and regulatory reporting, or the rules on recording and monitoring of communications.
We will also need to collect and use your personal information for the purposes of entering into or performance of a contractual arrangement between us.
A refusal to provide us with personal information may, depending on the purpose for which your personal information is required, have various consequences such as us being unable to communicate with you, the termination of any service or other contractual arrangement between us, or, where we have a reasonable suspicion of illegal activity, we may be required to make a report to regulatory or enforcement agencies.
Recording and monitoring of communications
We may record and monitor telephone conversations and electronic communications with you for the purposes of:
- ascertaining the details of instructions given or any other relevant circumstances;
- ensuring compliance with our regulatory obligations;
- staff training and development; or
- detecting and preventing the commission of financial crime.
Copies of recordings will be stored for a period of five years, or such other longer period as we may determine from time to time.
Clients
If you are a client, we will hold the following information about you:
- Name, date of birth, photograph, signature and contact information.
- Copies of government-issued ID documents (e.g. passport or driving licence).
- National insurance number.
- Information relating to your claim, including financial information such as credit agreements, finance agreements, payment records, statement of accounts, commission amounts.
- Credit history.
- Information about your vehicle, such as vehicle’s registration number, MOT test number, vehicle tax information.
- Information about your credit rating or social standing (e.g. insolvency, employment status. or social benefits).
- Information and documents relating to the service we are providing, including communications with you.
- Billing and payment information.
We store your information in our record management system and our accounting system on our secure servers based in the UK. We also hold paper copies of your information in the client matter files, stored in our offices and in a secure, offsite storage archive, managed by Restore.
We will retain your client matter file for the duration of our relationship with you, then for 6 years if you are an adult. Where there are specific retention periods relating to your matter file, we will make you aware of these at the time we open and close the file. We will retain financial records for 6 years, following the end of the current financial year.
Where we identify that you may be eligible to benefit from other products or services offered by the Consultation Claims Ltd, we may contact you by email, phone or letter to let you know. It is in our legitimate interest as a business to grow our business through existing clients, and we believe that it is also in your interest as you may benefit financially from that product or service. If you disagree and would prefer that we do not contact you about those products or services, you can opt-out at any time. We will remind you how to opt-out in any communication we send you, or you can contact us on: [email protected].
Prospective Clients
As a prospective client, we may hold the following information about you:
- Name, date of birth, and contact information.
- National insurance number.
- Financial Information.
- Brief information relating to your claim.
- Signposting information we may have provided to you if we are unable to provide you with a service.
We store your information in our record management system on our secure servers based in the UK. Communications with you relating to your initial enquiry may also be stored in our email system for a period of 6 years.
The information we collect as part of your enquiry can help us identify that you may be eligible to benefit from other products or services offered by Consultation Claims Ltd. If this is the case, we may contact you by email, phone or letter to let you know. It is in our legitimate interest as a business to do so, and we believe that it is in your interest as you may benefit financially from that product or service. If you disagree and would prefer that we do not to contact you about those products or services, you can opt-out at any time. We will remind you how to opt-out in any communication we send you, or you can contact us on: [email protected].
Job Applicants
When you apply for a job with us, we may hold the following information about you:
- Name, date of birth, and contact information.
- Information relating to your qualifications and experience.
- References where we take them up.
- Information and documents relating to the review, interview and selection process, including communications with you.
We store your information in our practice management system on our secure servers based in the UK. We will also store communications with you relating to the interview process on our email server, based in the UK. We will retain your personal data relating to the review, interview and selection process for a period of 2 years after the interview date.
Current and Former Employees
When you work for us, we may hold the following information about you:
- Name, date of birth, signature, photograph and contact information.
- Copies of government-issued ID documents.
- Evidence of the right to work in the UK.
- National insurance number and Unique Tax Reference (UTR).
- Information relating to your qualifications and experience.
- Information and documents relating to your performance and supervision as an employee of the firm, including communications with you.
- Your photograph, including Passport and Driving Licence.
- Financial information, such as bank details, pension scheme and salary details.
- Information about your next of kin.
- Health information and certain other special categories of personal data which we may collect in the context of fulfilling our obligations as an employer, including monitoring of absences, assistance with employee benefits and background checks.
We store your information in our record management system on our secure servers based in the UK and in hard copy in a secure filing cabinet in the office. We will also store communications with you on our email server, based in the UK. We will retain your personal data for the duration of your employment and for a period of 6 years after you leave the firm. We may store your hard copy file in our offsite storage location, managed by Restore. Beyond this point, we only retain minimal information about you to confirm the period of time you were employed by the firm for reference purposes. We share your information with HMRC, and our chosen pension / private healthcare providers.
Visitors to our Website
If you visit our website, we may collect certain information about you by using “cookies”. Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Unless you have set your browser to block cookies, this site will place the following cookies on your computer. Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
We use the following cookies on our websites:
- Internet Protocol (IP) address, Mobile Advertising ID (MAID) (which allows mobile app developers to identify who is using their mobile apps), mobile application ID, browser type, browser language, type of operating system, and the date and time the End User visited a Publisher Site or Toolbar User used the Toolbar;
- Behaviour on a Publisher Site, such as how long the End User visited the Publisher Site, End User sharing behaviour of content on a Publisher Site, and scrolling behaviour of an End User on a Publisher Site;
- The referring URL and the web search the End User used to locate and navigate to a Publisher Site;
Google Analytics, Adwords, Tag Manager
- Collects URL and Title of the page being visited, Browser Name, Size of Browser Window, Screen Resolution, Flash version, whether Java is enabled, location and language settings. The location is figured out from the IP Address though this is not stored as it is personally identifiable information which would violate the terms of Google Analytics. You can view the Google’s Privacy and Terms here.
Our websites are hosted on UK-based secure servers.
Who has access to your information?
We do not sell or rent your personal data or information to any third party or share your information with third parties for their marketing purposes.
We will disclose your data or information if required by law, for example by a court order or for the prevention of fraud or other crime.
We may share your personal information with our group companies, third party service providers, agents or subcontractors for the purposes of completing a task or providing services to you on our behalf. We may also share your personal data if we recommend a qualified law firm specialising in vehicle finance claims, if it is determined that you have a viable case. However, we disclose only the personal information necessary to deliver that service and have a contract in place that requires them to keep your information secure and not to use it for other purposes.
Third party service providers types who act as data processors on our behalf:
| Third Party Service Provider Type |
Service Provided |
| Chartered Accountants |
Provide us with payroll and company accounts services. They do not routinely access the data on our case management system. |
| IT and Cloud Storage Services Provider |
Technical support to Consultation Claims Ltd , data storage, and at times, are required to access our systems to provide maintenance, upgrade and support services. |
| Provider of Case Management System |
Technical support to Consultation Claims Ltd and at times are required to access our systems to provide maintenance, upgrade and support services |
Transfers outside of the United Kingdom
Your personal information in the United Kingdom is protected by the UK General Data Protection Regulation and other data protection rules applicable to us (collectively, “Data Protection Law”), but other countries do not necessarily protect your personal information in the same way. Consultation Claims Ltd stores personal data on servers in the UK, Germany & Ireland. We may share certain personal information with our funding partners ,investors and service providers located in other jurisdictions for the purposes of analysing our business activities, including statistical research. In these circumstances, we take steps to ensure that the recipient agrees to keep your information confidential and that it is held securely in accordance with the requirements of Data Protection Law, such as by requiring appropriate contractual undertakings in our legal agreements with service providers. We will provide you with further information about such legal agreements on request.
Your rights
You have certain rights over the processing of your personal information by Consultation Claims Ltd. These are:
- The right to be informed, which is what this privacy policy is for
- The right to access the data we hold about you
- The right to object to direct marketing
- The right to object to processing carried out on the basis of legitimate interests
- The right to erasure (in some circumstances)
- The right to data portability
- The right to have your data rectified if it is inaccurate
- The right to have your data restricted or blocked from processing
How you can update your information
The accuracy of your information is important to us. If you change your contact details or if you want to update any of the information we hold on you, please email us at: [email protected] or by post at First Floor, Building 8, Princes Parade, Liverpool, L3 1DL.
How you can access your personal information
You have the right to ask for a copy of the personal information Consultation Claims Ltd hold relating to you. To do this please contact [email protected] or by post at First Floor, Building 8, Princes Parade, Liverpool, L3 1DL.
You also have the right to lodge a complaint about our processing of your personal data with the UK’s Information Commissioner’s Office
Keeping your data secure
When you give us personal information we take steps to ensure that it’s treated securely and strive to protect it on our internal systems. Our secure server systems encrypt your information.
Contacting us via email
We use Proofpoint Secure Messaging to encrypt and protect email traffic in line with GDPR. If your email service does not support Proofpoint, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
More questions?
To contact Consultation Claims Ltd about a data protection query regarding the processing of your personal data, please use the contact us page or email [email protected] .
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 11th July 2025.
