If you have any questions about how we may use your personal information you can contact us on the details below.
Date last updated: 24/10/2018
1. What personal information do we collect?
The information we collect from you depends on the product or service you apply for, or the service that we provide to you. We will only collect information that we actually need, or where we’re required to collect the information to enable us to perform our legal, regulatory or contractual obligations necessary to provide you with the products or services, or where we have your permission.
This will likely include the collection of:
• your personal details (e.g. name, date of birth)
• address details
• contact details (e.g. phone number, email)
• special personal information* (e.g. health information)
• financial information
• employment information
• information on how you use our website(s) and products and services
Special personal information*
Data protection law defines some personal information as “special categories of data”. This includes information about physical or mental health, sexual orientation, religious beliefs, race or ethnic origin, political opinions, trade union membership or biometric data. This information may be necessary to collect when understanding the reason for your financial circumstances, or where it may help us to provide a better service to you. For example, a period of ill health could have caused you to fall behind with your regular payments to your creditors.
Any personal information about you relating to criminal convictions or offences may only be used by us when authorised by law.
Information about other people
If you provide personal information about someone else, for example when a joint application is made, you must do so with the permission of the other person. If you enter into a service jointly with another person (for example, a joint Debt Management Plan), your personal information and any information about the service provided to you will be shared with the other person.
2. How do we collect your personal information?
We collect your information in a number of ways.
• When you make an application or enquiry to us either by phone, email, our website, by a third party or by any other means
• Information received from a third party, for example a creditor providing information about an account you hold with them, or where you have previously agreed for your information to be shared with us, for example, if you have been introduced to us by another company
• When you participate in market research, competitions and promotions provided by us, or on our behalf
• By adding reviews or interacting with us using social media such as Twitter or Facebook etc.
• When you use online platforms, such as an online portal
• When we may need to obtain up to date information about you to meet our legal or regulatory obligations
• Where you have given permission for your information to be provided to us
3. How we use your personal information?
We can only use your personal information where it falls into one or more of the following categories:
1. it is necessary to enter into or fulfil a contract we have with you;
2. you have provided your consent;
3. we have a legal or regulatory obligation to do so;
4. it is necessary to carry out a task which is in the public interest;
5. it is necessary to protect your vital interests; or
6. it is in our legitimate interest to do so and it is not against your rights.
Where you make an application or enquiry for one of our products or services we’ll use your information to provide you with appropriate information about any solutions we may be able to offer to you. If you cannot provide this information we may not be able to progress with your application or enquiry.
If, based on the information you’ve provided, we identify that you may not be eligible for a product or service we provide, we may share your data with Astute Finance Limited who may contact you to discuss your application and may ask for some further information to determine whether we may be able to provide a product or service to you. If they do identify that we may be able to help you they will refer you and your information back to us.
We may also use this information to contact you about and process your application, for example, sending you an email, text message or letter to welcome you to our services.
We will process the personal data we collect about you for the purposes set out below at Purposes for Processing your Personal Data.
After you have made you initial application/enquiry, if you also decide to go ahead with any of the products or services that we offer, the sections below explain how we will also process your data when we provide that particular product(s) or service(s).
Where we are providing you with a debt solution, such as a, an Individual Voluntary Arrangement (IVA we will process your personal information to administer the services we provide. This may include contacting you where we may need further information, or sending you updates on the progress of the services we provide to you.
Where we provide ongoing services, we will normally require you to agree to the terms and conditions of the debt solution or service. These will set out how we will provide the services to you and where we will be required, under the terms and conditions, to process your personal information. For example, we would need to your share information with your creditors to enable us to set up and administer your IVA.
Please read the section(s) relevant to the specific products and services you receive from us.
Individual Voluntary Arrangement
If you enter into an Individual Voluntary Arrangement (IVA), it will be provided by Freeman Jones Limited. The table below specifically explains how and why your personal data will be used so that the services can be provided to you.
Claims Management Services
If you require claims management services and elect to use services provided by HD Law, the table below specifically explains how and why your personal data will be used so that the services can be provided to you.
Other Purposes for processing your Personal Data
Websites and marketing
To help us understand you better and provide you with information about other products which may be suitable and relevant, we will use your personal information to create a profile of you and your circumstances. This allows us to provide more relevant, accurate and tailored services to you. For example, we may assess your income and expenditure to determine whether you would be eligible for a debt solution through us. We believe we have a legitimate interest to do this and that it is not against your rights.
However, if you don’t want us to profile your personal information this way, to then better enable us to tailor any marketing communications to you, you can contact us to let us know that you wish for your personal data not to be used in this way.
Reviews and Market Research
Where we have a copy of your personal information we may contact you to ask you to provide a review about the services you’ve received or where we are carrying out market research which may help us design future products and services or to help improve our current services. Although this information would really help us, you wouldn’t be required to provide us with this information unless you were happy to. We consider that this is in our legitimate interests to contact you in this way for market research purposes.
Legal or Regulatory Obligation
We are required to process your personal information where we have a legal or regulatory obligation to do so, for example, to adhere to anti-money laundering or our regulatory obligations.
Responding to complaints or enquiries
If you make an enquiry or complaint with us, we will use your personal information to investigate the complaint and deal with your enquiry. We have a legal and regulatory obligation to deal with your complaint appropriately.
As part of our legitimate interest to develop our business and our products we will use your personal information to assess our performance as a business and for statistical analysis. We will use your personal information to assess our performance as a business and for statistical analysis. We will use as little personal data as we can to achieve this. We may also share this analysis with third parties who provide us with services and where we have a contractual obligation to do so.
4. Automated Decision Making
An automated decision is one which we rely on a computer or system to assess the information you provide to us to make a decision about you. This may include:
• assessing your eligibility for a product or service
• detecting any fraudulent activity which may be taking place, or there is a risk that it could take place
• checking identity and residency statuses
If we do make an automated decision about you, in some cases you have the right to ask that we do not make our final decision based solely on the automated decision, and you can also object to the automated decision and ask that someone reviews it. If you want to do this you’d need to contact us using [email protected] or use the contact information which will be provided to you once you’ve received the automated decision.
5. Who do we share your information with?
In addition to the companies, organisations and other third parties set out in Section 3, we may also share your personal information with the following organisations:
• IT Service Providers who provide IT platforms or other IT services
• Payment Service companies that process transactions for us (e.g. Direct Debits and card transactions)
• Communication providers (e.g. telephone line providers, and email and text service providers)
• Printers who print the letters and information packs which we send to you
• Advertisers and social media companies such as Facebook, Google and Twitter for our social media accounts or where we can contact you using your social media account
• Third parties who may have introduced you to our services or third parties who we may have instructed to carry out eligibility assessments on our behalf
These companies help us to provide our services to you. We will have a contract in place with any provider who directly provides us with such direct services to ensure that they comply with their data protection obligations and ensure that they have appropriate security measures in place.
We may also share your personal information where we have your consent to do so or where we’re required to do so under a legal or regulatory obligation or court order, such as the police, local authorities or the courts.
6. Fraud Prevention Agencies
The personal information we have collected from you may be shared with law enforcement agencies and fraud prevention agencies who will use it to prevent fraud, money-laundering and terrorist financing and to verify your identity. If fraud is detected, you could be refused certain services, finance or employment. Further details of how your information is used by us and these fraud prevention agencies, and your data protection rights, can be found by contacting us or email us at [email protected]
7. Social Media
We use publicly available social media platforms to promote our services, to provide updates and to share any news and promotional updates. We may collect personal information from these social media platforms, for example, if you post a message on our Facebook page. By providing any of your information to us through these platforms you should be aware that:
• the social media web pages are publicly available and you must not provide any personal or sensitive information on our pages that are accessible to the public, such as your account information. We may ask you for your account information via a private message to identify you and to service any request you make; and
8. Sharing your information outside of the EEA
We will only share your personal information outside the European Economic Area (EEA), where we have your consent; to comply with a legal obligation; or where we work with a business partner to enable us to provide you with our services, and they process information outside of the EEA.
If we do share your information outside of the EEA we will make sure that it is protected in the same way as if it was being used in the EEA to ensure appropriate safeguards are in place. This may include putting in place a contract with the business partner that means they must protect the personal data to the same standards as the EEA (this may include defined model clauses), or only share the data to a business partner in a non-EEA country where the privacy laws provide the same protection as within the EEA or where they are part of a Privacy Shield.
More information on this can be found on the European Commission Justice Website.
We take the protection of personal information very seriously and we will maintain appropriate measures to maintain the confidentiality, integrity and availability of the information you have provided. Such measures include:
• Company security policies and standards
• staff security awareness
• role based access controls to prevent unauthorised access to the information
• encryption and anonymisation technology
• anti-malware technologies
• security monitoring
• security testing
• secure archiving and deletion
• compliance with industry regulation and legislation
10. How we may contact you about the products and services we provide to you
To help us keep you up to date about the products and services that we provide to you, and to ensure that you’re kept fully informed, we may contact you by letter, telephone, email, text message, push notifications, social media or may send you messages by any online customer platforms or other electronic means.
If you start an application for a product or service through us we will attempt to contact you shortly after if you were unable to complete your application for whatever reason.
If you do not want to be contacted in a particular way then you can request this at any time, but if we are providing a service to you, we do need to be able to send you communications. This can often be due to a legal or regulatory requirement.
It is important that you keep us up to date when you change your contact details to ensure that we use your up to date contact information.
11. Your Rights
Access to your personal information
You have the right to request from us a copy of the personal information that we may hold about you. This is often called a “Data Subject Access Request”. You can request this information by contacting us as set out below.
Before providing this information to you or to another person or company where you have requested this personal information to be sent to, we may ask for proof of identity or ask sufficient questions to enable us to locate the information and ensure that we’re only providing it were you have given your agreement.
Right to have your personal information corrected
If the personal information we hold about you is incorrect you have the right to request that we correct this.
Right to stop or limit the processing of the data we carry out
You may request that your personal information is deleted or that we stop processing the information if we’re no longer entitled to process it. There may be occasions where we are unable to delete the data due to our legal or regulatory obligations. We will however discuss this with you if you request for your information to be deleted.
In some cases you may be able to request for your information to be provided to you or to another company in a format that can be processed electronically by you or the other company. If you want to request this you’ll need to contact us.
12. How long do we keep your personal information for?
Whilst you continue to be our customer, we will keep a record of your personal information to ensure that we provide you with the best service possible and where we’re required to keep your personal information to meet our legal and regulatory obligations. The product specific information above sets out how long your personal information will normally be kept for. Telephone calls will be retained for at least 6 years from the date the call was made.
If you do not go ahead with any product or service offered by the Group, your personal information will normally be deleted after 2 years unless we have another reason to keep your data, for example, if you have given your consent to receive marketing or promotional messages from us.
13. How we may contact you about other products or service that we may offer
If you have provided us with your consent or where we are legally entitled to do so, we may contact you to let you know about other offers, products and services that we provide which we think you may be interested or that may benefit you. We may do this through post, emails, text messages, telephone, push notifications, social media or other electronic means.
You can easily let us know at any time if you would no longer like to receive these messages. You can contact us using the details below, emailing us at [email protected] or unsubscribing using the link or information within the message.
14. Other types of advertising
We do not have any control over the advertisements you see on other third party websites however you can request to opt out or customise these advertisements by using the Google Ads Preference Manager.
15. Recording Calls
We record any telephone calls you make to us or we make to you or any other third party. This is for training, monitoring and quality purposes and to meet our legal and regulatory obligations. Some telephone calls may be observed by staff for training and development purposes.
We may keep a copy of the telephone calls for up to 6 years from the date the telephone call was made.
16. Contact Us
If you have any questions or queries about how we use your personal information you can contact us or our Data Protection Officer using the address or email below:
Data Protection Officer
Freeman Jones Limited
Email: [email protected]
If you are not happy with how we process your personal information you should contact us in the first instance. If you’re not happy with how we have dealt with your complaint you have the right to lodge a complaint with the Information Commissioner’s Office. You can find their details on their website at https://ico.org.uk/
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