We have a legal obligation to comply with the Data Protection Act in relation to personal data which we hold about you.
WHAT INFORMATION DO WE COLLECT ABOUT YOU?
We collect relevant data about you (including your family and businesses where appropriate) during our initial and other meetings with you. We will also collect data about you where necessary from other people. We collect the data through note-taking and filling in of questionnaires about you and your circumstances. Some of the information that we process may be sensitive data (such as information relating to health or medical information).
We may make checks with credit rating agencies to authenticate and verify your identity and credit status. We are required to verify your identity in accordance with the Proceeds of Crime Act 2002 and the Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017. We reserve the right to approach third parties and to delay any applications until adequate verification of identity has been obtained.
We also make checks with organisations with whom you have policies of insurance and investments and with your mortgage provider. These checks are to help us with our legal obligations and to ensure that we provide you with advice that suits your circumstances. The scope and extent of the gathering of information from third parties depends on what type of service you are taking from us.
HOW WILL WE USE THE INFORMATION ABOUT YOU?
Primarily, we use your data to provide advice to you and complete transactions on your behalf. We analyse and assess your data to maintain and develop our relationship with you.
Depending on the instructions we receive from you, we may pass your data to other professional advisers to enable us to provide advice most suited to your circumstances. Usually, this would-be referral to local accountants, solicitors, tax advisers and sometimes to specialist advisers in the financial and insurance industry where you may benefit from the expertise of such third parties. We, and any third-party specialist advisers to whom we introduce you to, will, of course, pass your data to organisations when you agree to purchase or amend policies and products.
We will retain your data in accordance with law and regulation. For instance, if you are given specialist pension advice, the data will be retained indefinitely. If you want details of the statutory retention periods for the differing product types and classes of data, please contact us. We may be required to share your data with our regulator and other third parties including our auditors or insurers.
We are registered under the Data Protection Act 2018. You acknowledge and understand that we keep personal and financial information about your circumstances on file (electronic and/or paper based) as required to be able to advise you on your financial planning needs. We confirm that this information will not be used or transferred by us to any other firm, company, entity or person with the exception of The Tavistock Partnership Limited (or any other company within the same group of companies) and the product provider without your consent or as may be required by law. We may also provide information to the FCA upon request for regulatory reasons.
Where business services are provided to us by third parties then circumstances may arise which warrant the disclosure of more than just your basic contact details. On these occasions, such as processing business, and obtaining compliance and regulatory advice you agree that personal information held by us may be disclosed on a confidential basis, and in accordance with the Data Protection Act 2018, to such third parties.
Where we transmit your personal information electronically, we shall ensure that we do so confidentially via secure means such as by using encryption.
We provide advice on a wide portfolio of financial products. We believe these are some of the best and most appropriate in the marketplace. We would like to be able to contact you so that we can advise you of new products that might be suited to you. We also may advise you of any developments that might make it appropriate for us, or for third parties, to give you pro-active advice about the investments, insurance and other financial products of which we are aware. We stress that your information would only be used in this way to help us to provide a pro-active service to you.
There may be times when we feel that a service or product may be of interest to you. To make you aware of these services or products, we, insurers or third parties may wish to contact you so that you can make informed choices about your finances. Please indicate your preferences over the page.
ACCESS TO YOUR INFORMATION & CORRECTION
We cannot be held responsible for the information held on your file becoming inaccurate due to your change of circumstances if you fail to inform us of those changes. We want to make sure your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please do not hesitate to contact us. We may make a small charge for this.
GOVERNING LAW & JURISDICTION
You agree to indemnify us in relation to any acts, proceedings or claims which we incur directly or indirectly as a result of our acting under this agreement save that this indemnity shall not apply to the extent it arises out of our negligence, fraud, breach of this agreement or our regulatory responsibilities.
We reserve the right to amend this agreement at our discretion where changes in regulation or law necessitate by giving you notice in writing. You will also be given the option to accept our new agreements or terminate our authority. This agreement shall be governed by and construed according to English law. Any disputes shall be determined in the jurisdiction of the English Courts.
Where a formal written notice is required by this agreement then it shall be in writing (not email unless agreed in advance by the parties) and sent by first class post and deemed effective two business days after posting.