• Why should you read this document?

During the course of dealing with us, we will ask you to provide us with detailed personal information relating to your

existing circumstances, your financial situation and, in some cases, your health and family health history (Your

Personal Data). This document is important as it allows us to explain to you what we will need to do with Your Personal

Data, and the various rights you have in relation to Your Personal Data.

What do we mean by “Your Personal Data”?

Your Personal Data means any information that describes or relates to your personal circumstances. your Personal

Data may identify you directly, for example your name, address, date of birth, National Insurance number. Your

Personal Data may also identify you indirectly, for example, your employment situation, your physical and mental

health history, or any other information that could be associated with your cultural or social identity.

In the context of providing you with assistance in relation to your mortgage requirements Your Personal Data may

include:

• Title, names, date of birth, gender, nationality, civil/marital status, contact details, addresses and documents that are necessary to verify your identity
• Employment and remuneration information, (including salary/bonus schemes/overtime/sick pay/other benefits), employment history Bank account details, tax information, loans and credit commitments, personal credit history, sources of income and expenditure, family circumstances and details of dependent
• Health status and history, details of treatment and prognosis, medical reports (further details are provided below specifically with regard to the processing we may undertake in relation to this type of information)
• Any pre-existing mortgage products and the terms and conditions relating to these

 

The basis upon which our Firm will deal with Your Personal Data

When we speak with you about your mortgage requirements we do so on the basis that both parties are entering

a contract for the supply of services. 

In order to perform that contract, and to arrange the products you require, we have the right to use your Personal

Data for the purposes detailed below.

Alternatively, either in the course of initial discussions with you or when the contract between us has come to an end

for whatever reason, we have the right to use Your Personal Data provided it is in our legitimate business interest to

do so and your rights are not affected. For example, we may need to respond to requests from mortgage lenders,

insurance providers and our Compliance Service Provider relating to the advice we have given to you, or to make

contact with you to seek feedback on the service you received.

On occasion, we will use Your Personal data for contractual responsibilities we may owe our regulator The Financial

Conduct Authority, or for wider compliance with any legal or regulatory obligation to which we might be subject. In

such circumstances, we would be processing Your Personal Data in order to meet a legal, compliance or other

regulatory obligation to which we are subject.

 

The basis upon which we will process certain parts of Your Personal Data

Where you ask us to assist you with for example your insurance, in particular life insurance and insurance that may

assist you in the event of an accident or illness, we will ask you information about your ethnic origin, your health and

medical history (Your Special Data). We will record and use Your Special Data in order to make enquiries of insurance

providers in relation to insurance products that may meet your needs and to provide you with advice regarding

the suitability of any product that may be available to you.

If you have parental responsibility for children under the age of 13, it is also very likely that we will record information

on our systems that relates to those children and potentially, to their Special Data.

The arrangement of certain types of mortgages may involve disclosure by you to us of information relating to historic

or current criminal convictions or offences (together “Criminal Disclosures”). This is relevant to insurance related

activities such as underwriting, claims and fraud management.

We will use special Data and any Criminal Disclosures in the same way as Your Personal Data generally, as set out in

this Privacy Notice.

Information on Special Category Data and Criminal Disclosures must be capable of being exchanged freely between

mortgage intermediaries such as our Firm, and mortgage providers, to enable customers to secure the important

mortgage protection that their needs require.

How do we collect Your Personal Data?

We will collect and record Your Personal Data from a variety of sources, but mainly directly from you. You will usually

provide information during the course of our initial meetings or conversations with you to establish your circumstances

and needs and preferences in relation to insurance. You will provide information to us verbally and in writing, including

email.

We may also obtain some information from third parties, for example, credit checks, information from your employer,

and searches of information in the public domain such as the voters roll. If we use technology solutions to assist in

the collection of Your Personal Data for example software that is able to verify your credit status. We will only do this

if we have consent from you for us or our nominated processor to access your information in this manner. With regards

to electronic ID checks we would not require your consent but will inform you of how such software operates and the

purpose for which it is used.

What happens to Your Personal Data when it is disclosed to us?

In the course of handling Your Personal Data, we will:

• Record and store Your Personal Data in our paper files, mobile devices and on our computer systems (email, hard drives, and cloud facilities). This information can only be accessed by employees and consultants within our Firm and only when it is necessary to provide our service to you and to perform any administration tasks associated with or incidental to that service
• Submit Your Personal Data to Mortgage Product providers both in paper form and on-line via a secure portal. The provision of this information to a third party is essential in allowing us to progress any enquiry or application made on your behalf and to deal with any additional questions or administrative issues that lenders and providers may raise.
• Use Your Personal Data for the purposes of responding to any queries you may have in relation to any mortgage you may take out, or to inform you of any developments in relation to those products and/or polices of which we might become aware.