What information do we collect about you?
We collect information about you when you engage with us for financial planning and investment management services. This information will relate to your personal and financial circumstances.
Some categories of personal data are particularly sensitive by nature. This includes data concerning racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership and data concerning health. We refer to this data as ‘special category data’.
We are obliged to obtain your explicit consent before collecting and processing special category data and the collecting, processing and storing of some of these data categories is necessary to perform our services for you.
To provide an effective service, we may need to gather data on your close family members, including dependants. In such cases it is your responsibility to ensure that you have their consent to pass information on to us.
We will provide a copy of this privacy notice for them or ask you to pass this document to them. In cases of obtaining special category data, such as health details we require their explicit consent.
Information relating to the use of our website is collected using cookies. These are text files placed on your computer to collect internet log information and visitor behaviour. We use this information to tailor your repeat visits to our website.
We may also collect information when you voluntarily complete client surveys or provide feedback to us.
Why do we need to collect and use your personal data?
The information that we collect about you is essential for us to deliver our services to you effectively. Without collecting your personal data, we are unable to fulfil our legal and regulatory obligations.
Who might we share your information with?
With your consent we may contact you with information for other products or services that might of interest to you.
We do not share your information for marketing purposes with other companies.
To effectively deliver our services to you we may send your details to third parties, such as those that we engage with for professional compliance, accountancy or legal services and product providers that we use to arrange services for you.
Where third parties are involved in processing your data we ensure a contract is in place with them so that the nature and purpose of the processing is clear.
They are subject to strict controls when processing your data and only act in accordance with our written instructions.
Sometimes a product or service may be administered from a country outside Europe. If this is the case, the firm must put a contract in place to ensure that your information is adequately protected.
Where we forward your personal data to a third party, appropriate security measures are used to protect your personal data in transit.
To fulfil our obligations in respect of prevention of money laundering and other financial crime we may send your details to third-party agencies for identity verification purposes.
How can I access the information you hold about me?
You have the right to request a copy of any of your personal information we hold. Requests can be made to us in writing.
We are obligated to ensure that your personal information is accurate and up to date. As such, we may contact you to ensure the information we hold is correct. Please contact us to correct or remove any information that you think is incorrect.
How long do we keep hold of your information?
We are subject to regulatory requirements to retain data for specified minimum periods. However, we reserve the right to retain data for longer than this.
We will retain your personal data for seven years after the date that probate is granted, following your death.
We do not retain your personal data for longer than this, unless your data is required for continuing advice to your surviving partner or beneficiaries.
You have the right to request deletion of your personal data, deletion is subject to the restrictions of our regulatory obligations and legitimate interests as noted above.
We would like to send you information about our products and services which may be of interest to you. If you have agreed to receive marketing information, you can opt out by notifying us at any time.
If you no longer wish to be contacted for marketing purposes, please contact us in writing.
How we process and protect your information
We take your privacy seriously and only use your personal information to deliver our services.
Our policy is to gather and process personal data only which is necessary for us to conduct our services to the highest standards with you.
Your personal information may be transferred electronically and we, or any relevant third party, may contact you in future.
The organisations that we pass your details to have their own obligations to process your personal information appropriately.
What can you do if you are unhappy with how your personal data is processed?
If you are unhappy with the use, storage or processing of your data you have a right to lodge a complaint with the data protection supervisory authority. In the UK this is: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
0303 123 1113 (local rate)
How to contact us
If you are concerned about any aspect of our data collection, processing or privacy arrangements please contact us.
Telephone: 01793 786 300
Butler Toll Ltd
62 Shrivenham Hundred Business Park,