Draft for review. This is a draft policy provided as a starting point. It has not been reviewed by a legal professional and must be checked and completed before the site goes live.
This privacy policy explains how I-Assess Solutions collects, uses and protects personal data when you contact us, instruct an assessment, or use this website. We take privacy seriously and aim to comply with the General Data Protection Regulation (GDPR) and the Irish Data Protection Act 2018.
1. Who we are
I-Assess Solutions is an independent vehicle assessment practice led by Mark Cunningham, providing damage assessments, physical inspections and roadworthiness reports to insurers, brokers and bodyshops in Ireland.
For any questions about this policy or about how your data is handled, contact us at mark@iassess.ie.
- Data controller: [confirm registered legal entity name]
- Business address: [confirm address to publish]
- Data Protection Officer: [confirm whether one is required]
2. What information we collect
When you contact us or instruct an assessment, we may collect the following information directly from you:
- Your name and the company you represent
- Your email address and telephone number
- Claim reference numbers
- Vehicle registration and location details
- Photographs of vehicle damage
- Any message or supporting information you send us
We only collect information that we need in order to respond to you and to carry out the assessment work we are asked to do.
3. Information received from instructing parties
Insurers, brokers, bodyshops and other instructing parties may send us personal data relating to claimants, vehicle owners, drivers and other third parties as part of instructing an assessment. This can include names, contact details, vehicle details, incident circumstances and photographs.
The respective data protection responsibilities of I-Assess Solutions and the instructing party in relation to this information, including whether we act as a data controller or as a data processor, are [to be confirmed following legal review, along with whether a data processing agreement is required]. This section will be completed before this policy is finalised.
Individuals whose data has been provided to us by an instructing party may contact us using the details in this policy, and we will handle the request in line with our obligations and, where appropriate, in coordination with the instructing party.
4. Lawful basis for processing
Under GDPR we must have a lawful basis for processing personal data. We expect to rely on the following, depending on the circumstances:
- Performance of a contract: where we are engaged to carry out an assessment, inspection or report.
- Legitimate interests: to respond to enquiries, to carry out assessment work requested by our clients, and to run our business, balanced against the rights of the individuals concerned.
- Legal obligation: where we are required to retain or disclose information by law, including in connection with legal proceedings.
The lawful basis relied on for each category of processing is [to be confirmed on legal review].
5. How we use your information
- To respond to enquiries and provide information about our services
- To accept and process instructions for assessments
- To carry out desktop assessments, physical inspections and roadworthiness reports
- To produce and deliver reports to the instructing party
- To keep records of the work we have carried out
- To meet our legal, regulatory and insurance obligations
We do not use your information for automated decision making or profiling, and we do not sell personal data to anyone.
6. Who we share information with
We share personal data only where it is necessary to carry out the work we have been instructed to do, or where we are required to do so by law. This may include:
- The instructing party, as part of delivering the report
- Estimating and vehicle data platforms used in the course of an assessment
- Our email and IT service providers
- Professional advisers, insurers and legal representatives where relevant
- Courts, regulators or public authorities where we are legally required to disclose
The specific service providers we use are [to be confirmed, including whether any transfer data outside the European Economic Area].
7. How long we keep information
We keep personal data only for as long as it is needed for the purposes set out in this policy, including any period required to meet legal, insurance or professional obligations. Assessment records may need to be retained for a longer period because of the possibility of a claim or legal proceedings arising at a later date.
Our retention periods are [to be confirmed].
8. How we protect information
We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure. These include controlled access to devices and accounts, secure storage of files, and care in how reports and photographs are transmitted. No system can be guaranteed completely secure, but we take the security of the information we hold seriously.
9. Your rights
Under GDPR you have the following rights in relation to your personal data:
- The right to be informed about how your data is used
- The right of access to the personal data we hold about you
- The right to rectification of inaccurate or incomplete data
- The right to erasure in certain circumstances
- The right to restrict processing in certain circumstances
- The right to data portability
- The right to object to processing based on legitimate interests
- Rights in relation to automated decision making and profiling
To exercise any of these rights, contact us at mark@iassess.ie. We will respond within one month, as required by GDPR. Some rights do not apply in all situations, for example where we are required to retain information for legal reasons. Where your data was provided to us by an instructing party, we may need to consult with them before responding.
10. Complaints
If you are unhappy with how we have handled your personal data, please contact us first so that we can try to put things right. You also have the right to lodge a complaint with the Irish supervisory authority, the Data Protection Commission, at www.dataprotection.ie.
11. Cookies
Information about how this website uses cookies is set out in our cookie policy.
12. Changes to this policy
We may update this policy from time to time to reflect changes in how we work or in the law. The date at the top of this page shows when it was last updated. Please check back periodically.
13. Contact
For any questions about this policy or about how your personal data is handled, contact Mark Cunningham at mark@iassess.ie or through our contact page.