Privacy Notice

Client Privacy Notice

How do we collect Your Information?

We will collect and record Your Information 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 finance packages. You will provide information to us verbally and in writing, including email and any on-line facilities that may be made available to you.

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 Information, such as software that is able to verify your identity on-line or to access your credit status and/or bank account entries, then you will be required to provide your consent for us or our nominated processor to access your information in this manner, and details of how such software operates will be provided to you prior to the activation of the service.

What happens to Your Information when it is disclosed to us?

In the course of handling Your Information we will:

  • record and store Your Information in our paper files, mobile devices and on our computer systems (websites, email, hard drives, cloud facilities) and it will be accessed by employees and consultants within, or contractors engaged, by our Firm as necessary to provide our service to you and to perform any administration tasks associated with or incidental to that service

  • submit Your Information to banks and finance providers, both in paper form and on-line via banks / finance provider systems,in order to progress any enquiry or application made on your behalf and to deal with any additional questions or administrative issues that banks / finance providers may arise

  • input Your Information, along with full details of the mortgage and/or insurance, discussed with you or which you have taken out, if applicable to our computer systems
  • use Your Information for the purposes of responding to any queries you may have in relation to any mortgage product or insurance policy 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
  • use, and where appropriate transmit, Your Information to respond to any request from the FCA, the Financial Ombudsman Service, HMRC, the Office of the Information Commissioner or any other regulatory, law enforcement or governmental body

 

Sharing and transferring Your Information

From time to time Your Information will be shared with or transferred to:

  • finance lenders and banks
  • third parties who we believe will be able to assist us with your enquiry or application, or who are able to support your needs as identified, such third parties will include but may not be limited to dealerships, vehicle brokers, product specialists, asset surveyors and asset valuers (in each case where we believe this to be required due to your particular circumstances)
  • contractors or suppliers who we may engage to assist us with any customer feedback exercises
  • our professional indemnity insurers, brokers, claims handlers and legal advisers and another person who may provide professional services in connection with the handling of a complaint, litigation or investigation
  • any person we may engage in connection with any investigation to detect, prevent or investigate financial crime, including those that may be carried out by or in conjunction with mortgage lenders, insurance providers and regulators
  • contractors or suppliers who we may engage with to assist us with discharging our compliance obligations arising out of FCA regulation
  • Holbrook Property Finance, our Principal Firm providing products relating to mortgages and insurance.

In each case for the purposes set out in this customer privacy notice, i.e. to progress your finance enquiry and to provide you with our professional services. 

Please note that this sharing of Your Information does not entitle such third parties to send you marketing or promotional messages: it is shared for the purpose of ensuring we can adequately fulfil our responsibilities to you, and as otherwise set out in this Customer Privacy Notice.

We do not envisage that the performance by us of our service will involve Your Information being transferred outside of the European Economic Area.

 

Security and retention of Your Information

Your privacy is important to us and we will keep Your Information secure in accordance with our legal responsibilities. We will take reasonable steps to safeguard against Your Information being accessed unlawfully or maliciously by a third party, accidentally lost, destroyed or damaged.

We also expect you to take reasonable steps to safeguard your own privacy when transferring information to us, such as not sending confidential information over unprotected email, ensuring email attachments are password protected or encrypted and only using secure methods of postage when original documentation is sent to us.

Your information will be retained by us either electronically or in paper format for a minimum of six years.  We have responsibility to ensure the suitability of advice or recommendations provided to you, and to respond to and investigate any complaint you may make.  The rules and regulations of the FCA do not generally provide for any automatic time bar after which you would be prevented from making a complaint to us (the exception being payment protection insurance).  We will therefore keep a record of products and services that have been provided to you for as long as we consider reasonably necessary to be able to discharge our obligations to you.

 

Your rights in relation to Your Information

You can:

  • request copies of Your Information that is under our control
  • ask us to further explain how we use Your Information
  • ask us to correct, delete or require us to restrict or stop using Your Information (details as to the extent to which we can do this will be provided at the time of any such request)
  • ask us to send an electronic copy of Your Information to another organisation should you wish
  • change the basis of any consent you may have provided to enable us to market to you in the future (including withdrawing any consent in its entirety)

How to contact our Firm in relation to the use of Your Information

If you have any questions or comments about this document, or wish to make contact in order to exercise any of your rights set out within it please contact:

Alexander Airey, Managing Director, Canford Finance Limited, Austin House, 43 Poole Road, Dorset, BH4 9DN. Tel: 01202 747 404 Email: alex.airey@canfordfinance.com

If we feel we have a legal right not to deal with your request, or to action it in different way to how you have requested, we will inform you of this at the time.

You should also make contact with us as soon as possible on you becoming aware of any unauthorised disclosure of Your Information, so that we may investigate and fulfil our own regulatory obligations.

If you have any concerns or complaints as to how we have handled Your Information or Your Special Data/Criminal Disclosures you may lodge a complaint with the UK’s data protection regulator, the ICO, who can be contacted through their website at https://ico.org.uk/global/contact-us/ or by writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.