Our Privacy Notice & Cookies
This privacy notice explains how OHFS Ltd use any personal information we collect about you.
What information do we collect about you?
We collect information about you when you engage us for financial planning. This information will relate to your personal and financial circumstances. It may also include special categories of personal data such as data about your health, if this is necessary for the provision of our services, for example, Life Insurance.
We may also collect information when you voluntarily complete client surveys or provide feedback to us.
Information relating to usage of our website is collected using cookies. These are text files placed on your computer to collect standard internet log information and visitor behaviour information. We’ll use your information collected from the website to personalise your repeat visits to the site
Information about connected individuals
We may need to gather personal information about your close family members and dependants in order to provide our service to you effectively. In such cases it will be your responsibility to ensure that you have the consent of the people concerned to pass their information on to us. We’ll provide a copy of this privacy notice for them or, where appropriate, ask you to pass the privacy information to them.
Why do we need to collect and use your personal data?
The primary legal basis that we intend to use for the processing of your data is for the performance of our contract with you. The information that we collect about you is essential for us to be able to carry out the services that you require from us effectively. Without collecting your personal data we would also be unable to fulfil our legal and regulatory obligations.
Where special category data is required we’ll obtain your explicit consent in order to collect and process this information.
How will we use the information about you?
We collect information about you in order to provide you with the services for which you engage us.
Who might we share your information with?
If you agree, we may email you about other products or services that we think may be of interest to you.
We will not share your information for marketing purposes with companies outside our group of companies/other companies.
In order to deliver our services to you effectively we may send your details to third parties such as those that we engage for professional compliance, accountancy or legal services as well as product and platform providers that we use to arrange financial products for you.
Where third parties are involved in processing your data we will have a contract in place with them to ensure that the nature and purpose of the processing is clear, that they are subject to a duty of confidence in processing your data and that they will only act in accordance with our written instructions.
Part of our ongoing service also involves liaising with your other professional advisors such as accountants or solicitors where necessary. We will only contact them and share your data if this is necessary in the context of your comprehensive financial planning and will make you aware if this is the case. You will have a separate data protection arrangement with them regarding the level of service they provide to you.
How long do we keep hold of your information?
During the course of our relationship with you we will retain personal data which is necessary to provide services to you. We will take all reasonable steps to keep your personal data up to date throughout our relationship.
We are also subject to regulatory requirements to retain your data for specified minimum periods. These are, generally:
- Five years for investment business and basic advice
- Indefinitely for pension transfers and opt-outs
- Three years for insurance business
These are minimum periods, during which we have a legal obligation to retain your records.
We reserve the right to retain data for longer where we believe it is in our legitimate interests to do so.
For business other than pension transfer business we will not keep your personal date for longer than seven years after our relationship has ended. We require written confirmation from yourselves that our relationship should be terminated.
If we do not carry out product related business for you as listed above, we will not keep your data for longer than one year.
You have the right to request deletion of your personal data. We will comply with this request, subject to the restrictions of our regulatory obligations and legitimate interests as noted above.
How can I access the information you hold about me?
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 email or write to us using the contact details noted below.
When your personal data is processed by automated means you have the right to ask us to move your personal data to another organisation for their use.
We have an obligation to ensure that your personal information is accurate and up to date. Please ask us to correct or remove any information that you think is incorrect.
Automated decision making and profiling
Part of our service to you includes a risk profiling tool called Finametrica which allows us to make appropriate recommendations personal to you. Your personal information will be gathered through the information that you input onto the system. Your data is collected in order for us to carry out the service for which you engage us. If you are unsure about the outcome of the automated process you can contact us to discuss or to challenge the outcome.
Marketing
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 may opt out at a later date.
You have a right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please contact us by email or post.
Cookies
Cookies are small text files placed on your computer by websites or sometimes by emails. They provide useful information to companies, which helps in all sorts of ways. For you, it could mean you can use the site more efficiently and save time by not having to re-enter your details each time you visit. However, for us, cookies help us to analyse how our visitors interact with our site so we can make improvements.
The cookies we use:
Google analytics: These cookies are used to collect information about how visitors to our website navigate and interact with our site. We use this information to compile resorts on how we can improve our website for our visitors. These cookies collect information in an anonymous form, they do not record any personal data about you. For more information please visit the Google Developers site.
For further information visit http://www.allaboutcookies.org/
You can set your browser not to accept cookies and the above website tells you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
Other websites
Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.
What can you do if you are unhappy with how your personal data is processed?
You also have a right to lodge a complaint with the supervisory authority for data protection. In the UK this is:
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
0303 123 1113 (local rate)
Changes to our privacy policy
We keep our privacy policy under regular review and we will inform you of any changes when they occur. This privacy policy was last updated on 23/04/2018.
How to contact us
Please contact us if you have any questions about our privacy policy or information we hold about you: by email at info@ohfs.co.uk or email your adviser directly. Alternatively, you can write to us at OHFS Ltd, Croft House, 145-147 Wakefield Road, Leeds, LS27 7HH.