How we use and store your personal information

This document includes important information about how we use your personal data. If you want to talk to us more about it, please let us know.

To give you the best service possible, we’ll need to ask you for certain personal information. We’ll also use this information for security, identification and verification purposes.

What information we collect

We’re serious about protecting your personal information.

We only ever collect information that helps us provide our services to you. We will keep your information for as long as is needed and only for the following purposes:

• Legitimate business activities

• Statutory or legal obligations

• Auditing and regulatory purposes

Homes Made Simple is responsible for processing the personal information you provide to us and is registered with the Information Commissioners Office in the UK under the UK Data Protection Act 1998

To find out more information about the data protection act please visit: https://ico.org.uk/, or if there’s anything you’re unsure about in this Privacy Policy, feel free to contact us at enquiries@hms￾limited.co.uk We sometimes need to pass your information on to third parties who provide services to us. We do this on the understanding that they care for your information as carefully as we do, keep it confidential and use it only for the agreed purposes above.

So that we can offer you the best service throughout your relationship with us (either now or in the future), we’ll hold your personal information securely in our systems. This will include any information provided by you or others (for example, if you’re making a joint application) in various ways, including (but not limited to)

• In applications, emails and letters, during telephone calls and conversations in our offices, when using our company websites, and during financial reviews and interviews.

• information HMS receives from or through other organisations (for example, credit reference agencies, mortgage lenders, insurance companies, comparison websites, social networks, and fraud prevention agencies) whether in the course of providing products and services to you or otherwise, and from information we gather from your use of and interaction with our internet and the devices you use to access them.

Updating your details

If you tell us about changes to your personal details, we’ll update your records in our database for you. But if you’ve opened an account or policy with another organisation that we introduced you to, you’ll need to contact them personally to make updates.

When you make an enquiry with us about any of the services we offer, we’ll ask you to provide some contact information. This may include some or all of the following:

• Full name

• Previous names

• Current home address

• Previous residential addresses

• Date of birth

• Landline and mobile phone number

• Email address

Payment

If you apply for a mortgage through us, we’ll ask you for your direct debit details to pass onto your chosen lender so that they can collect your mortgage payments.

If the product you’ve applied for carries a cost – for example, a valuation fee – we’ll ask you to provide payment information such as your debit card or credit card details.

Sensitive personal data

For products such as insurance, we’ll need to collect and process information that the Data Protection Act defines as “sensitive”. This includes details about your health and any criminal convictions you have. If we need to ask for anything like this, we’ll always explain what information we require and why. Rest assured, we’ll always process and store this information securely.

Joint applicants

If you give personal information about someone else (such as a joint applicant), then it’s really important to make sure you have their permission to do so.

If someone gives information about you – or you give us details about someone else – we may add it to the personal information we already hold about you or them. This will only be used in the ways we describe in this privacy notice.

Confirming your identity and verifying the information you provide

When any of our customers apply for a product, the law requires us to check their identity. This makes it harder for criminals to use financial systems, or to use false names and addresses to steal the identities of innocent people. Checking everyone’s identity is an important way of fighting money laundering and other criminal activities.

To confirm that you are who you say you are, we’ll try to verify your name and address by checking your details against databases held by credit reference agencies and the electoral roll. If we can’t verify your name and address in this way, we may ask you to provide us with other documents to confirm these details.

Telling you about other products you may be interested in

We’ll use your details to identify other products and services we offer that we believe you might want to know about – but only if you give us consent.

Once you’ve given us your consent if you decide you no longer wish to receive such information from us, you can update your preferences by writing to us at the address below, or giving us a call.

01633 302024

Homes Made Simple Ltd, Raglan House Llantarnam, NP44 3AB

What are the legal grounds for handling personal information?

We understand that personal information is just that – personal. So when we process your personal data, we make sure we satisfy the conditions prescribed by data protection laws to do so. This section covers what those conditions are.

Data protection laws require that, to process your personal data, we must meet at least one prescribed condition for it. We rely on the following conditions for the activities we carry out.

o Confirming your identity and verifying the information you provide

o Providing and improving customer support

o Sending you service communications

o Responding to your enquiries and complaints

o Carrying out financial reviews

o Understanding your requirements

o Assessing risks

o Updating, consolidating, and improving the accuracy of our records

Consent

Where we collect other information from you – or when third parties do so for us – we always ask for your consent first. If you don’t want to give consent, or you remove your consent at a later point, we may not be able to provide all the services you want.

We also seek your consent in the following scenarios

Marketing – To help you explore all your options, from time to time we’d like to let you know about products, services and offers from HMS.

In the United Kingdom, organisations can use personal information where the benefits of doing so are not outweighed by the interests or fundamental rights or freedoms of individuals. The law calls this the “Legitimate Interests” condition for processing.

We rely on this condition for processing personal data for the following benefits

o Helping to prevent and detect crime such as fraud and money laundering

o Complying with legal and regulatory requirements – We must comply with various legal and regulatory requirements. And the services we provide also help other organisations comply with their own legal and regulatory obligations. For example, HMS is regulated by the Financial Conduct Authority, who may require us to provide information to them as part of our regulatory responsibilities.

o Training our staff – To offer you the best possible standards of service, we use the information we collect to train our staff so they can better meet your needs.

o Marketing services – Like any commercial organisation, we run a business and – where necessary – process information that helps us do this. We’ve put in place various safeguards to make sure that the individuals whose personal information we handle are not disadvantaged by the activities we use their personal data for. These include making sure people can access the information they need to understand how their personal data will be used by us. We also try to make sure people are aware of the rights they have to obtain the information we hold and to have their information corrected or restricted – and how to complain if they’re unhappy.

o Reporting and analytical purposes – Processing personal information helps us analyse the service we’re providing and spot ways to improve.

o Maintaining our records and other administrative purposes – We always strive to provide the most accurate information to our customers and clients.

o Resolving complaints and disputes – If you have a reason to make a complaint, we’ll use your information to help us look into things for you.

Who we share your personal information with

To provide our services to you, we’ll sometimes need to share your personal information with relevant organisations – such as lenders, insurers and fraud prevention agencies.

Because of the nature of our role as a mortgage and G I adviser, we share the personal information you give us with people who need to handle it so that we can provide our services to you. If you were introduced to us by a 3rd party, we’ll update them about how your enquiry with us is progressing. And finally, we may also pass your personal information to fraud prevention agencies. This helps us keep our systems secure and – where necessary – protect either your or our best interests.

Here are the organisations that we may share your personal information with

o Suppliers – We use a number of service providers to support our business. They may have access to our systems and data so that they can provide services to us and/or to you on our behalf.

o Public bodies, law enforcement and regulators – The police, other law enforcement agencies, regulators, as well as public bodies such as local and central authorities can sometimes request personal information. This may be for reasons including

• Detecting and preventing crime

• Apprehending or prosecuting offenders

• Assessing or collecting tax

• Investigating complaints

• Assessing how well a particular industry sector is working

o Lenders and Insurers – In some circumstances, we’ll share credit report information and personal information (such as your name and address) with lenders and insurers. This is for purposes that may include

• Verifying that you’re eligible for the product you’re applying for

• Supporting you to complete your application to the lender (which may include pre￾filling the application form on their website)

• Contacting you about credit and financial products and complying with any contractual, legal and/or regulatory obligations.

o Individuals – You can ask for a copy of the information we hold about you.

Potential recipients

To fulfil our contractual obligations, we’ll also share your personal data with the following third parties

o Mortgage lenders

o Life insurers

o Building and contents insurance Providers

o Estate agents / Valuers / Surveyors

o Lead suppliers (if you were introduced to us by a third party)

o Conveyancers

o Mortgage Keeper Case Management Systems

We’ll also share your personal data with the following data processors where necessary to fulfil our services and regulatory obligations

o Assure web to provide life insurance quotations

o Tri-gold to provide mortgage illustrations

Sharing information with these organisations allows us to better understand your needs. Allowing us to provide our services in the efficient way that you expect from us.

Your rights to how we use your personal information

It’s really important that you understand your rights in relation to your personal information – as well as how you can contact us if you have any questions or concerns

You have the right to see and receive a copy of any personal information we hold about you. You also have the right to have any inaccurate information corrected. We’ll be happy to talk through these requests with you. But, as I’m sure you’ll appreciate, there’s a need for us to protect your confidentiality.

One of the ways we protect your confidentiality is to check that anyone asking for personal information has the right to receive it. Sometimes we may ask you to prove your identity or provide a written authority before making information available.

To ask for a copy of your details, or to make a change to your details, please write to:

Data Protection Officer,

Homes Made Simple Ltd

Raglan House

NP44 2AB

You can also ask us to restrict access, stop processing, correct mistakes or delete the information we hold on you. It’s worth noting that in some cases we’re not always required to correct, delete or stop processing personal data, even if you ask us to.

Complaints

We take the privacy of your personal information very seriously. But if you ever feel you need to complain about how we’ve handled things, you can contact us in any of the following ways:

o Write to HMS Compliance Officer, Raglan House, Llantarnam, NP44 3AB

o Email: enquiries@hms-limited.co.uk

o Call: 01633 302024

If your complaint is about the administration, or terms and conditions of a product sold by us but provided by a lender/insurer, you may need to contact them about it. If needed, we’ll forward details of your complaint to the insurer concerned, as well as giving you their contact details.

If you're still unhappy with any aspect of how we handle your personal information, you also have the right to contact the Information Commissioner’s Office (ICO). This is the supervisory authority that regulates handling of personal information in the UK. You can vist there website, to find out how to contact them: https://ico.org.uk/

How long we keep your personal information for

Don’t worry about your information sitting around in a database forever – we only keep it for as long as we need to. Here’s how that process works.

We’ll keep your personal information securely stored for as long as we need it to provide you with the services you want from us. We also keep it to comply with legal obligations – and to help us resolve any disputes that might come up.

As the reasons that we keep your personal information can vary – depending on what it is and what products or services you’re signed up to – we may need to keep certain details for longer than others.

In every case, we regularly reassess whether we need to hold your personal information. And anything that we don’t need anymore will be securely disposed of.