How we handle your Personal Data & Protect Your Privacy

We make sure your personal data is secure and properly dealt with is of paramount importance in our dealings with you. It is therefore important you understand what information we will take, why we need it, and how we will process your details.

Who will process my data?

Manor Holmes is an appointed representative of HL Partnership Limited which is authorised and regulated by the Financial Conduct Authority. As such, both Manor Holmes and HL Partnership Limited will process your data in order to provide our services.

Why do we collect your personal information? We collect personal information about you in order to:

Process your application for a mortgage or protection product.
To review your mortgage or protection product as part of an on-going client relationship with us as your broker.
To respond to complaints and case enquiries.

Your personal information is required to enter into any contract you may undertake with us as your broker for a mortgage or protection product, and for us to provide information on relevant products and services. Without this information, it would not be possible for us to provide these services.

The personal information we collect include:

Your name
Your date of birth
Postal and email address
Telephone contact details
Employment details
Financial information (bank statements, income & expenditure details, debit card details, savings, debts such as loans and credit cards, other assets, and employer & pension benefits)
Special categories of personal data such as medical history for protection products
Other related information to support your application and confirm your identity (such as UK residency status, retirement ages.

The majority of this personal information is collected by our mortgage advisors when completing our fact find for a mortgage or protection product.

How do we use your personal information?

As your broker, we use your personal information to discuss your personal circumstances with mortgage lenders and/or protection providers, in order to determine the most appropriate product for your needs.

Assess and provide advice to meet your needs and circumstances.

Introduce you to a range of product and service providers in order to meet your requirements.
Administer cases and assist processing of applications.
Tell you about any changes to products and service we have arranged for you.
Inform you about products and services we think may be suitable for you (unless you ask us not to send you this information).

We may also process your information in order to meet our legal and regulatory requirements. These may include:

Complying with the regulations set out by the Financial Conduct Authority and other regulators as required.
Preventing financial crimes such as money laundering and fraud by passing your details to other relevant bodies such as the police and National Crime Agency where required.

We may also process your personal data for our own legitimate interests. Typically, these would be limited to:

Analysing our business for trends and research how we can improve our services to customers.
Reviewing the work, we have carried out for you to ensure we have met the regulations and quality standards.
Ensuring we are able to exercise or defend legal challenges in the future.

HL Partnership Limited will use your data to monitor and assess our work to ensure we have provided a high standard of service and met our legal and regulatory commitments.

Who we disclose personal information to:

We disclose personal information to third parties such as lenders and protection product suppliers, but only to what is necessary to conclude the mortgage and/or protection contracts and the ongoing servicing of these contracts.

How long will you keep my Data?

We will only keep your personal information as long as necessary. How long that is depends on the type of data and the nature of the work we have carried out. In most cases, your personal data will be stored for an indefinite period as we need to keep evidence that we have fulfilled our legal and regulatory requirements.

Can I see a copy of my personal data?

Yes. Please write to our Data Controller, ryanholmes@manorholmes.com and we will provide a copy of any personal data we hold about you within one calendar month of receiving your request. Please note that we may need to verify your identity before providing the information.

What if my data is incorrect or incomplete?

You have the right to have your data corrected or completed by contacting our Data Controller in writing to ryanholmes@manorholmes.com Please be aware that we need to maintain records of information as it was at the time of the advice or the transaction taking place.

Can I have my data erased?

If we have provided you with advice or processed a transaction on your behalf, we will not normally be able to erase your personal data. This is because we are obliged to maintain records of our advice and transactions to meet our regulatory requirements and in case we need to exercise or defend legal claims in future.

Personal Information and Marketing Purposes

You will have the opportunity to indicate if you wish to receive communications from Manor Holmes about relevant services and products, together with other marketing communications when you provide your personal information.

If you subsequently want Manor Holmes to cease using your personal information for these purposes, please contact us: Ryanholmes@manorholmes.com

How can I get more information?

If you would like further details on how we use your personal information or if you have any data protection queries, please write to:

The Data Protection Officer, HL Partnership Limited, 6 Merus Court, Meridan Business Park, Leicester, England, LE19 1RJ

Telephone: 03300 552651

Email: compliance@hlpartnership.co.uk

If you’d like to make a complaint about how we have handled your personal data…

Please write in the first instance to The Data Protection Officer at the above address.

If you are not satisfied with the Data Protection Officer’s response, you can make a complaint to:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113 (local rate) or 01625 545 745 (national rate)

Email through their website at: https://ico.org.uk/concerns/

Important Notes on Protecting your own Data

Please be aware of cybercrime and protecting your own information online, particularly financial information. Do not send unsecure personal information over the internet. We recommend you use encryption software or provide any information to us using the online tools we provide.

Do not respond to emails asking you to pay money. Never make a payment purely in response to an email. Always call the company to validate any payment requests and check the phone number independently from the email (i.e. via a secure web site). If you receive a phone call asking for payment ensure you are satisfied the call is genuine, or else call the company back to check. Neither Manor Holmes nor HL Partnership will take responsibility if you transfer money to a fraudster in error.