Your Questions Answered
A guide to how we meet the requirements of the Data Protection Act.
Making sure 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.
During the course of dealing with us, Advisors from Ailes Mortgage Solutions 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 personal data. This document is important as it allows us to explain to you what we will need to do with Your Personal Data, and the various rights you have in relation to Your Personal Data.
What we meant by “Your Personal Data”?
In order to fully understand your financial needs and be able to give good advice, we need to obtain information about you, your family, your personal circumstances, and your preferences. Some of the information will be private and may be sensitive, such as details of your income and expenditure, health, debts and credit commitments, legal proceedings and adverse credit. Much of the information you provide will need to be passed on to the companies whose products you apply for.
Your Personal Data means any information that describes or relates to your personal circumstances. Your Personal Data may identify you directly, for example your name, address, date or birth, National Insurance number. Your Personal Data may also identify you indirectly, for example, your employment situation, your physical and mental health history, or any other information that could be associated with your cultural or social identity.
In the context of providing you with assistance in relation to your Mortgage and/or Insurance requirements Your Personal Data may include:
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
Who will process my data and how it will be processed?
Ailes Mortgage Solutions Limited is an appointed representative of TenetConnect Limited which is authorised and regulated by the Financial Conduct Authority. As such, both Ailes Mortgages Solutions Limited and TenetConnect Services Limited will process your data in order to provide you our best services.
When we speak with you about your mortgage and/or insurance requirements we do so on the basis that both parties are entering a contract for the supply of services.
In order to perform that contract, and to arrange the products you require, we have the right to use Your Personal Data for the purposes detailed below.
Alternatively, either in the course of initial discussions with you or when the contract between us has come to an end for whatever reason, we have the right to use Your Personal Data provided it is in our legitimate business interest to do so and your rights are not affected. For example, we may need to respond to requests from mortgage lenders, insurance providers and our Compliance Service Provider relating to the advice we have given to you, or to make contact with you to seek feedback on the service you received.
On occasion, we will use Your Personal data for contractual responsibilities we may owe our regulator The Financial Conduct Authority, or for wider compliance with any legal or regulatory obligation to which we might be subject. In such circumstances, we would be processing Your Personal Data in order to meet a legal, compliance or other regulatory obligation to which we are subject.
Do I have to provide my personal data?
In order for us to be able to give you suitable advice, we need you to provide all the information we ask for as openly and honestly as possible. If you prefer not to disclose some information, please tell us that you prefer not to disclose it and we will assess whether this will alter or impede the work we are doing for you.
How will you use my data?
Where you ask us to assist you with for example your insurance needs, in particular life insurance and insurance that may assist you in the event of an accident or illness, we will ask you information about your ethnic origin, your health and medical history (your special data).
We will record and use Your Special Data in order to make enquiries of insurance providers in relation to insurance products that may meet your needs and to provide you with advice regarding the suitability of any product that may be available to you.
The primary reason we will use your data is to allow us to provide you the best recommendation based on the information you provide us, which is primarily you’ve asked us to do. Specifically, we will use your data to:
Evaluate and provide advice to meet your needs and personal circumstances.
Introduce you to a range of product and service providers in order to meet your requirements.
Administer cases and assist processing of applications.
Inform 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.
Information on Special Category Data and Criminal Disclosures must be capable of being exchanged freely between insurance intermediaries such as our Firm, and insurance providers, to enable customers to secure the important insurance protection that their needs require.
If you have parental responsibility for children under the age of 13, it is also very likely that we will record information on our systems that relates to those children and potentially, to their Special Data.
The arrangement of certain types of insurance may involve disclosure by you to us of information relating to historic or current criminal convictions or offences (together “Criminal Disclosures”). This is relevant to insurance related activities such as underwriting, claims and fraud management.
We will use special Data and any Criminal Disclosures in the same way as Your Personal Data generally, as set out in this Privacy Notice.
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.
Ailes Mortgages Solutions Limited and TentConnect Services 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.
How we use your personal data?
The personal data you supply on this website is used for:
The assessment of your enquiry for our mortgage and financial services. This includes the provision of your information to relevant 3rd parties such as mortgage lenders and credit agencies for the purpose of processing your application.
Improving the visitor experience through the study of google analytics data (see Cookies above).
Personalising the visitor experience.
Sending emails and communications for products and services relevant to you. You can unsubscribe with one click from within each email. You can also contact us at any time to opt out.
To send you email and/or SMS text notifications and updates about your mortgage or other application.
To show retargeting ads based on your previous site visits. See 3. Cookies above.
How long we will store your personal 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 (details below) 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 (details below). 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 as per regulated requirement.
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 for the first three years. This is because we are obliged to maintain records of our advice and transactions (For three years) to meet our regulatory requirements and in case we need to exercise or defend legal claims in future.
Who is the Data Controller?
Name: Raja iftikhar Dueck
Address: 24 Chaffinch Drive, Birmingham, West Midlands B36 0QH
Mobile: 075 90 68000
Data Controller Registration: ZA794312
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
24 Chaffinch Drive,
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 Ailes Mortgage Solutions Limited nor TenetConnect Services Limited will take responsibility if you transfer money to a fraudster in error.
Third party websites?
This website may contain links to other websites; e.g. https://www.checkmyfile.com/. No data is shared, unless you click on the link and request to review your credit file and supply your data willingly on their website.
Please note we are not responsible for the behaviour, practices or privacy policies of any third party websites reached via links on www.ailesmortgagesolutions.co.uk, as these sites are outside our control.
Get in touch
Email communications are not secure and for this reason, Ailes Mortgage Solutions Ltd cannot guarantee the security of the email, its contents or that it remains virus free once sent. We will use your name, email address and contact number (‘personal information’) to contact you about the services you have requested or respond to an enquiry you have submitted, which will require us to share your personal information with our advisers.