New laws protecting the personal privacy of UK citizens came into force in May 2018. These increase the existing duties on businesses and organisations to ensure your personal information is protected and fairly processed.
What information do we collect?
When you first approach us to become a client, we will obtain information about you directly and from other sources. Typically, these sources will include those financial services providers with whom you have existing arrangements, and those services necessary to determine your identity for the purposes of complying with our statutory obligations.
The information we collect will include details of your personal circumstances, financial affairs, and your goals and objectives. Where relevant, we may also collect sensitive information such as details of your health, medical history, religious considerations and ethical preferences.
How do we hold your information?
We hold your information in both paper and electronic formats. Typically, we will maintain a paper file with your most recent information, which is used for day-to-day servicing of your affairs. These files are periodically updated and electronically archived to our computer server.
How do we process your information?
Unless we receive your consent to do otherwise, we process your information only in relation to those services we have agreed to provide to you, and which are set out in the Customer Agreement you have signed and agreed to.
Do we use your data for marketing?
Where you have given your consent, we will use your contact information to provide you with regular copies of our newsletter, birthday and Christmas cards, or to contact you from time to time on matters we reasonably believe will be of relevance and interest to you.
We will not, at any time, release your information to any other source for the purposes of marketing to you.
Who do we share your information with and when?
We will only share your information with another party where necessary to fulfil the contractual obligations set out in our Customer Agreement, or where subject to a statutory obligation. Those sources with whom we will share data will usually be your existing and potential new financial service providers, as well as:
In each case, before using an external provider, we take steps to determine that their own security and data handling provisions are appropriate.
How long do we hold your data?
Typically, we will hold your information and keep it up to date during the period during which your Customer Agreement is in force. We may continue to hold such information after this agreement has terminated where necessary to comply with relevant regulations, or for indemnification against any future claim.
Can you inspect your data?
You are very welcome to request to inspect our paper files or ask for details of the electronic information we hold on you, provided that reasonable notice is given and such access does not affect the confidentiality of the Company’s other clients.
On request, we will provide details of any personal data we hold on you in accordance with the requirements of the Data Protection Act 2018.
Can you request for errors in your data to be corrected?
It is important to us to keep your data up-to-date and as accurate as possible. It is also a legal obligation that we make a reasonable effort to do so. With this in mind, if you make us aware of any error or omission in the data we hold on you, we will correct this immediately.
Can you ask for data we hold on you to be deleted?
Under data protection regulations you have a right to request that data we hold on you is deleted. Unless there are good reasons to prevent this, ie regulatory requirements or the need to indemnify ourselves against legal action, we will be happy to comply with such requests.
Where can you find out about our data protection registration
All organisations retaining and handling personal data are required to register with the Information Commissioner’s Office, The UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals. Our license number is Z8721312.
Details of our registration can be found on https://ico.org.uk/esdwebpages/search