Privacy information for the Accident Report Form service

This notice covers the English Accident Report Form website, the front and reverse-side form flows, participant invitations, signatures, PDF delivery and related support and security operations.

A participant may provide information about another driver, policyholder, passenger, witness or other person. In that situation, the information comes from that participant. An insurer, employer, fleet owner or other organisation that later receives a downloaded report processes its own copy under its own responsibilities.

The categories depend on what participants choose to enter and which features they use.

Personal information is processed only for the stated purposes and under an applicable legal basis. The main bases under the General Data Protection Regulation are:

Accident descriptions, photographs or answers may reveal information about health or injury. Do not add medical detail or other sensitive information that is not needed for the accident record.

Where processing of health information is necessary for the accident record requested by a participant, the additional condition relied on is the establishment, exercise or defence of legal claims under Article 9(2)(f) GDPR. The service is not a medical record system.

A new front-side draft is initially available for two hours from its original start. If an authorised participant validly continues through the driver step, that same draft may remain available for up to seven days from the original start; activity does not create a new period. A linked reverse-side draft cannot outlast its applicable front-side deadline, and a separately started reverse-side draft is available for up to three days. The exact deadline displayed with the personal access is controlling.

Completed front-side and reverse-side form data, generated PDFs and service-side uploaded files are scheduled for deletion from the website database and storage three days after the relevant first completion. Reopening, downloading, resending or changing language does not extend that period. There is no separate international dossier archive and no promise that an expired report can be recovered.

Minimal consent evidence and security or audit records that do not contain the completed form may be kept for up to seven years where needed to demonstrate compliance, investigate misuse or protect legal rights. Shorter operational records expire under their own security schedule.

A completed PDF sent to the expressly configured restricted administrative mailbox is outside the automatic website deletion process. The web application also cannot delete copies downloaded, forwarded or stored by participants or other recipients. Contact the controller about such a copy; deletion may be limited by another person’s rights or a legal obligation.

Shared accident facts and the information intended for each party are made available through separate personal access. A participant’s private notes are not presented as a conversation with the other participant. The service may send links or the requested PDF to addresses or numbers supplied for that purpose, and sends the completed administrative PDF only to the separately configured restricted mailbox.

Necessary suppliers may process limited data for hosting, database and file storage, email or telephone delivery, maps or location features, monitoring, security and support. They act under appropriate instructions and contracts where they are processors. Information may also be disclosed where law requires it or to establish, exercise or defend legal rights.

The operator does not sell accident information, does not connect this environment to the Dutch production database and does not automatically submit the report to an insurer, police service or other authority.

Essential cookies and browser storage support participant access, security, progress and privacy choices. Removing them may sign a participant out or remove a local draft, but it does not change the server-side deadline.

Optional analytics or advertising measurement may run only after the required choice or consent and must not receive report answers, signatures, photographs or personal access links. See the cookie policy for the current controls.

Measures appropriate to the risk include encrypted network transport, time-limited personal access, authorisation and revision checks, restricted administrative access, separation from the Dutch production environment, limited service accounts, monitoring and controlled deletion. No internet service can guarantee absolute security, so personal links should be kept private and suspected misuse should be reported promptly.

The international service is operated from the Netherlands. A supplier may process limited information elsewhere in the European Economic Area or in another country. Where personal information is transferred outside the EEA, the controller uses a lawful transfer mechanism, such as an adequacy decision or approved Standard Contractual Clauses, and assesses supplementary safeguards where required. Details about the relevant safeguard can be requested from the privacy contact.

The service is not directed to people under 18 for independent use. An adult participant should include information about a child only where it is relevant, lawful and limited to what the accident record requires. Contact the privacy address if a child has used the service independently or unnecessary information about a child has been submitted.

The service does not make a solely automated decision that produces legal or similarly significant effects. It does not decide liability, insurance coverage or whether a report or claim is accepted. Security checks may restrict suspicious access, but a person can contact support if a legitimate use is blocked.

To exercise a privacy right, contact schade@schadeformulier.online or write to Schadebureau Nederland B.V., Wilhelminaplein 1, 3072 DE Rotterdam, The Netherlands. The controller may request proportionate information to verify the requester and normally responds within one month; legal exceptions may apply. Because report content is temporary, it may already have been deleted when a request is received.

If you believe personal information has been processed unlawfully, you may complain to Autoriteit Persoonsgegevens at https://www.autoriteitpersoonsgegevens.nl/en or to another competent supervisory authority. Contacting the controller first is welcome but is not a condition for making a complaint.

The notice may be updated when the service, suppliers or law changes. Material changes are published with a new effective date. A later notice does not silently alter the immutable legal-document snapshot stored with an earlier acceptance.