Customer Privacy Policy
Customer Privacy Notice:
Why should you read this document?
During the course of dealing with Rapport Mortgage Services, we 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 (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.
Privacy Policy:
Introduction:
This notice will provide you with information concerning our collection and use of your person data. If you have any queries or questions regarding this statement, please do not hesitate to contact us.
Legal Basis:
We collect, control and process your personal information because this is what is necessary to provide you with the
information, answer any queries you may have and also for the provision of our services to you. Contractual necessity is therefore the lawful basis for collecting, controlling and processing your personal details and those of your employees and service providers other than sensitive personal data for which we require individual consent. We do not normally request or process any sensitive personal data.
Sensitive Personal Data:
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Racial or Ethnic Origin
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Political opinions
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Religious or Philosophical beliefs
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Trade union membership
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Genetic Data
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Biometric Data
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Data concerning health
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Data concerning sex life
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Sexual orientation
We would discuss with you the need for the provision of sensitive data before you provide this information to us. The subsequent provision of sensitive personal data will be taken as consent to this processing. It is entirely up to you as to whether you choose to provide us with any personal information. If you choose not to provide us with the information, we simply may not be able to assist you. We do not use personal data for marketing purposes nor will we share your data with any other organisation for marketing purposes.
What data we collect & What do we do with it?
Completing our initial enquiry form, if you contact us via the website form on our website your data will be protected by a secure socket layer.
The site is hosted by Wix, which is run by an Israeli cloud-based web development platform more information about how they process data please see there privacy policy https://www.wix.com/about/privacy. If you enter details into our webform these will be transmitted to us via email and temporarily stored on a Microsoft exchange, this site is secured by UK fast. Your email will also be processed on iCloud, Apple inc in order for it to reach mobile devices.
What we will do with your enquiry:
Once we have responded to your enquiry your data will then be transferred to our local encrypted server located in the UK. This is where communications are ongoing we will store your contact details & use the cloud services to share them across our devices to facilitate this.
Working with us:
We collect and use information about you, which will include personal data in order for us to advise you and make arrangements for you. In order to communicate with you about our services we will require your contact details including personal email address (s) and your name. Any information relating to the work we undertake for you will be processed and stored.
Sharing your data:
In order to fulfil our obligations under any contract for services we will need to share your data with third party data controllers and data processors.
Data Controllers include the following:
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Product & Service providers in relation to Mortgages & Insurance.
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Our compliance monitoring services
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The Financial Conduct Authority
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The Financial Ombudsmen Service
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Any other regulators where so required
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Any other data controllers here
We also use external data processors that will hold information for the following purposes:
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Research
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Secure file sharing
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Data backup
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Communications
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Accounts
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Forecasting
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Record Keeping
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Regulatory compliance
All external processors are only permitted to process data in line with our instructions.
Data processors privacy:
Below is a list of the processors used and the types of information processed. Please note that the Privacy & Security policies of the processors are aimed at the controllers who use them and may be updated.
Microsoft 365:
We use Microsoft 365 to synchronise calendar & contact details with smart phones to facilitate efficient communications. The information shared compromises contact information: Name, Phone Numbers, Emails, Address, Meeting dates. SharePoint is a document management platform that is secured via the Microsoft content management system. Allowing us to set up centralized, password protected, encrypted spaces for documentation to be held & shared where necessary.
IRESS:
IRESS is a powerful & Accurate whole of market mortgage sourcing platform. We use IRESS to provide us lists of appropriate data that we need to use/ work from to meet your needs. The information that is used on this platform would be Personal and Financial details as well as basic mortgage requirements such as Term of mortgage, Value of property, Loan amount, Mortgage balance and so on.
EKeeper:
EKeeper is a CRM system, sales compliance and mortgage processing system. We use this EKeeper to provide management information, store client details and data. This enables us to case track all of our clients, it ensures our client management is accurate, we track internal requirements such as commission, compliance and documents for ourselves and for you, alongside a reporting facility.
EKeeper is a cloud-based facility, enabling ease for ourselves when syncing and dealing with your request from several devices. The systems are backed up systematically and securely every day, meeting the FCA requirements of security.
In all cases we seek to minimize the amount of personal data shared and, in some cases, anonymise this. It is essential, however, that we can identify you quickly and easily, so the information shared may be identifiable as your personal data. We will not share your personal information in any other circumstances than those necessary for the provision of the services to you where we are required to do so by law.
Where we store your Personal Data:
All the data that we collect from yourselves is stored on our encrypted server or our encrypted back up drives in he UK or with our listed processors under control act.
Marketing:
The information we collect about you is used solely for the purpose for which it was provided. We will never use data or share it for marketing purposes. Where the information was collected from you for marketing purposes we will inform you and specifically gain your consent.
Your rights:
Under data protection law you have the right to ask us for a copy of the information that we hold about you, and to have any inaccuracies corrected or removed. You may also ask us to delete or cease processing all personal data. We may not be able to comply with your request for deletion, but you can ask us to cease processing your data. In addition, you have the right to be informed about the data we collect, where it is located and with whom it is shared and the processing we undertake and to question any automated decision-making processes. To do this, or of you require more information please either contact us in writing, by telephone or via email.
Complaints:
We are registered as a Data Controller in the UK with the information commissioner’s office. For more information see the link below.
http://frccommissioner.org.uk/
Contact:
For any queries about data protection please contact:
Richard Williams
Practice Principal
Rapport Mortgage Services Limited
Suite 7,
Office Base,
Regents Walk, Newerne Street,
Lydney,
GL15 5RF
07711 310215
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