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 Information). We would like to explain to you what we will need to do with Your Information, and the various rights you have in relation to Your Information.

What do we mean by “Your Information”?

Your Information refers to any details that describe or pertain to you. This may encompass direct identifiers such as your name, address, date of birth, National Insurance number, and similar details. Additionally, Your Information may indirectly identify you, encompassing aspects like your employment status, medical history, or any other information linked to your cultural or social identity.

Within the scope of assisting you with your mortgage and/or insurance needs, Your Information may encompass: *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 dependents
* 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 and/or insurance products and the terms and conditions relating to these

The basis upon which our Firm will deal with Your Information

When discussing your mortgage and/or insurance needs, we operate under the premise of having a service supply contract in place between us. To fulfill this contract and facilitate the arrangement of the required products, we possess the right to utilize Your Information for the specified purposes outlined below.

Alternatively, during initial discussions or post-termination of our contract for any reason, we retain the right to use Your Information, provided it aligns with our legitimate business interests and does not compromise your rights. This may include responding to inquiries from mortgage lenders, insurance providers, and our Network regarding the advice given to you, or reaching out to gather feedback on the service you received.

On occasion, we may utilize Your Information to fulfill contractual obligations owed to our Network or to ensure broader compliance with legal or regulatory requirements. Should such circumstances arise, the processing of Your Information would be carried out to meet our legal, compliance, or regulatory obligations.

How do we collect Your Information?

We will gather and document Your Information from various sources, primarily obtaining it directly from you. Typically, you will furnish information during our initial meetings or discussions to understand your situation, needs, and preferences regarding mortgages and insurance. This information may be provided verbally or in writing, including through email.

Additionally, we may acquire certain details from third parties, such as credit checks, information from your employer, and searches of publicly available information like the voters roll. If we employ technological solutions to aid in collecting Your Information, such as software for online identity verification or accessing your credit status and/or bank account details, your consent will be required. Before activating such services, you will receive information on how the software operates, ensuring transparency in the process.

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

While managing Your Information, we will:

Document and store Your Information in various formats, including paper files, mobile devices, and computer systems (websites, email, hard drives, cloud facilities). Access to this information will be limited to our employees, consultants, or engaged contractors, as necessary for providing our services to you and handling associated administrative tasks.
Share Your Information with mortgage lenders and/or insurance product providers, both in physical form and online through the systems of these entities. This is done to advance any inquiries or applications made on your behalf and address additional questions or administrative matters raised by these entities.
Enter Your Information, along with comprehensive details of the mortgage and/or insurance discussed or taken out by you, into the computer systems of our Network.
Utilize Your Information to address any queries you may have regarding mortgage products or insurance policies, or to update you on any relevant developments we become aware of concerning these products and/or policies.

Sharing and transferring Your Information

Periodically, Your Information will be disclosed to or transferred to:

Our Network
Mortgage lenders and insurance providers
Third parties whom we believe can assist us in processing your inquiry or application, or provide support based on identified needs. Such third parties may include, but are not limited to, product specialists (within our Network and other Appointed Representatives), estate agents, providers of legal services such as conveyancing, surveyors, and valuers, as deemed necessary in your specific circumstances.

This sharing is done for the purposes outlined in this customer privacy notice, namely, to advance your mortgage and/or insurance inquiry and deliver our professional services to you.

It is important to note that the sharing of Your Information with these third parties does not authorize them to send you marketing or promotional messages. This sharing is solely for the purpose of ensuring we can fulfill our responsibilities to you, as detailed in this Customer Privacy Notice.

These parties may be situated in the UK or other parts of the world where different privacy laws may apply, potentially offering varying levels of protection compared to UK law. We only engage in such arrangements or transfers when we are confident that adequate safeguards are in place to protect any information held in that country, and that the service provider consistently complies with applicable privacy laws.

Security and retention of Your Information

Safeguarding your privacy is a top priority for us, and we are committed to securing Your Information in compliance with our legal obligations. We will implement reasonable measures to prevent unauthorized or malicious access, accidental loss, destruction, or damage to Your Information by third parties.

We also rely on you to take reasonable precautions in protecting your privacy when transmitting information to us. This includes avoiding the transmission of confidential information through unprotected email, securing email attachments with passwords or encryption, and utilizing secure methods of postage for original documentation sent to us.

Your Information will be retained by us, whether in electronic or paper format, for a minimum of six years. If the duration of our relationship with you exceeds six years, we will retain Your Information for the entirety of our association.

Your rights in relation to Your Information

You have the right to:

Request copies of Your Information that is within our control.
Seek further clarification on how we utilize Your Information.
Ask us to correct, delete, restrict, or cease using Your Information (specific details regarding the extent of these actions will be provided when you make such a request).
Request the electronic transmission of Your Information to another organization if desired.
Modify the basis of any consent you may have given, including the withdrawal of consent for future marketing communications

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

For any questions, comments, or to exercise your rights outlined in this document, please reach out to:
Sam on 07360 198 995 or info@dicksonmortgage.co.uk

In the event that we believe we have a legal right to handle your request differently than you've specified, we will communicate this to you promptly.

It is important to contact us promptly upon becoming aware of any unauthorized disclosure of Your Information so that we can conduct an investigation and fulfill our regulatory obligations.