HCF – Privacy Policy


The Health Claims Forum (HCF) is committed to respecting your privacy. The purpose of this Privacy Policy is to explain how we will use any personal data we collect about you, the rights you have over any personal data we hold about you, and to tell you about the policies and procedures that we have in place to respect your privacy and keep your personal data secure.

Who we are

The HCF is a life insurance industry organisation whose purpose is to improve claims management through the sharing of knowledge and experience within the life, health and disability claims field.

Membership is open to people, employed by life offices, who deal with the payment and assessment of life, health or disability insurances and to employees of companies who provide claims management services to insurers.

Changes to our Privacy Policy

We reserve the right to change our Privacy Policy from time to time.Any such changes will be posted on this page so that we can keep you informed about how we process your personal data.We recommend that you consult this page frequently so that you are aware of our latest Privacy Policy and can update your preferences if necessary.Your continued use of our Services shall constitute your acceptance of any revised Privacy Policy.

The categories of personal data we collect and use

  • your forename;
  • your surname;
  • your employer name;
  • business address;
  • business email address;
  • business telephone number;
  • your job title;
  • any personal dietary or other health requirements relating to attending a conference/event;
  • information about any device you have used to access our website (MAC address or IP address);
  • information about the pages or sections you have visited on the website;
  • information about your attendance at any forum day (when and where, any feedback given and how much you paid);
  • your account login details, including your user name and password; and
  • other personal data which you may disclose to us when you use our Services at any time.

Sources of personal data

We will receive your personal data when you provide this to us yourself at the time of initial registration, when you book to attend a forum event or when you contact us via the website.

We may also receive personal data about you from third parties.This could be your employer, or a work colleague, who books you a place to attend a forum event.We will combine any personal data about you that we receive from you and from third parties.

How we use your personal data

All personal data that we obtain about you will be used in accordance with current data protection law and this Privacy Policy. We will process your personal data as follows:

  • As necessary, to facilitate your attendance at a forum event through provision of a name badge and on the list of delegates which shall also be available (if you consent) on a printed list for attendees on the day of the forum event, as well as taking payment for the event.
  • As necessary, to comply with a legal obligation, for the following purposes:
    • where you exercise your rights under data protection law and make requests; and
    • to comply with any legal obligation, any lawful request from government or law enforcement officials and as may be required to meet national security or law enforcement requirements or prevent illegal activity.
  • As necessary, for our legitimate interests in providing the aforementioned services and to ensure they operate safely, securely and in a commercially suitable way which is tailored to your use and interests, for the following purposes:
    • to provide you with the services of the HCF;
    • to verify your identity for security purposes;
    • to help us to ensure our members are genuine and to prevent fraud;
    • to ensure the security of our websites, mobile applications and other technology systems;
    • for the good governance of our business, including keeping financial records, to allow us to pay suppliers and to charge, invoice or refund members;
    • to provide you with information about our Services, to contact you about administrative matters, and to manage and respond to any queries or complaints you make or any correspondence you send us;
  • Based on your consent, send you newsletters by email and alert you by email to refer to our website about recruitment communications (regarding positions that we have been permitted to put on our website so that you can then communicate with that insurer if you wish).
  • Based on your explicit consent, when you provide us with personal data about your health or diet, to provide you with tailored services.
  • If you win a competition or prize, we may post some of your data within our secure members only website pages.However, we will not post your data publically without your express consent.

Sharing your personal data

We will only disclose your personal data to third parties in the following circumstances:

  • if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, any lawful request from government or law enforcement officials and as may be required to meet national security or law enforcement requirements or prevent illegal activity;
  • in order to enforce or apply Our Terms of Use or any other agreement or to respond to any claims, to protect our rights or the rights of a third party, to protect the safety of any person or to prevent any illegal activity;
  • if you have consented your full name and company/employer name shall appear on a printed list for attendees on the day of the forum event (otherwise only the name of the member organisation shall appear to show which member companies are represented).

Save as expressly detailed above in this section, we will never share, your personal data to any third party for other purposes without notifying you and we will not sell or rent any of your personal data to any third party without obtaining your prior consent.

Name badges shall be provided for forum event attendees for legitimate security purposes.

International transfers of your personal data

Your personal data will not be transferred to, and processed in a location outside of the European Economic Area (EEA).Your data is maintained on storage servers based in the UK.

Data retention

We will normally retain your personal data for as long as you use our Services and for up to two years after your last use of our Services or your last interaction with us (for example, the last time you visited our website).

We will retain your personal data for longer if we believe we may need them in order to respond to any claims, to protect our rights or the rights of a third party, and we will retain your personal data for longer if we are required to retain them in order to comply with applicable laws.

We will always retain your personal data in accordance with data protection law and never retain your personal data for longer than is necessary.

Your rights

You may contact our Secretary by email at HCF Secretary at any time, to:

  • request that we provide you with a copy of the personal data which we hold about you;
  • request that we update any of your personal data which are inaccurate or incomplete;
  • request that we delete any of your personal data which we are holding. This right will only apply where:
    • we no longer need to use the personal data to achieve the lawful purpose we collected it for
    • you withdraw your consent if we are using your personal data based on consent or
    • where you object to the way we use your data, and there is no overriding legitimate interest;
  • request that we restrict the way that we process your personal data in certain circumstances;
  • request that we provide your personal data to you or a third-party provider of services in a structured, commonly-used and machine-readable format; or
  • object to us processing personal data based on our legitimate interests.

Your request must include your name, email address and postal address and we may request proof of your identity.Please allow up to a month for us to process your request.

Withdrawing your consent

Where we are processing your personal data based on your consent, you may change your mind and withdraw your consent at any time.

You can also withdraw your consent to receive marketing communications or any other consent you have previously provided to us by contacting our Secretary by email at HCF Secretary

The consequence of you withdrawing consent might be that we cannot do certain things for you, for example if you wish us to stop processing your email required for membership this would lead to stopping access to the secure members only website pages which are accessed via your email address and your password.

How do we protect your personal data?

We use industry standard technical and organisational security measures to protect your personal data. We keep your personal data secure by implementing policies, procedures and access controls so that only authorised HCF committee members or authorised third parties can access your personal data.We protect our information technology systems with firewalls and anti-virus and anti-malware software and other information security technology solutions.

We cannot guarantee the security of your personal data when you transmit it to us. For example, if you email us your personal data, you should be aware that email is not a secure transmission method. As such, you acknowledge and accept that we cannot guarantee the security of your personal data transmitted to us and that any such transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to prevent unauthorised access.

Where we have given you (or where you have chosen) a password which enables you to access one of our Services, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Links to other websites and mobile applications

We sometimes provide you with links to other websites or mobile applications, but these websites and mobile applications are not under our control. We are only responsible for the privacy practices and security of our Services. We are not responsible for the privacy policies, content or security of any linked websites or mobile applications. We recommend that you check the privacy and security policies of each and every website and mobile application that you visit.

In some instances, a third party may operate or host a competition on our website or mobile application, and collect your personal data. In those cases, where we are not the operator or host of the competition, we have no control over the personal data collected and accordingly urge you to review the third party’s privacy policy before participating.

Cookies and other tracking technologies

We use cookies and web beacons on our website. Cookies and web beacons allow us and third parties to distinguish you from other users of the website.

Cookies and web beacons are used by us for the following purposes:

  • to enable certain features of our websites;
  • to analyse the traffic to our websites in order to help us to improve our Services;
  • to track and maintain a website login session not for any marketing purposes.

Our contact details and complaints

If you have any comments or questions about this Privacy Policy or our data processing practices, please address them to us via the Contact Us button on the website or address the letter for the attention of our Secretary, who can be contacted at HCF Secretary c/o Munich Re, Plantation Place, 30 Fenchurch Street, London, EC3M 3AJ.

You also have the right to make a complaint to the Information Commissioner’s Office (www.ico.org.uk).

This Privacy Policy was last updated on 22 May 2018.