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Customer Privacy Notice

Tailored Life Solutions Ltd (our Firm, we, our, us) is authorised and regulated by the Financial Conduct Authority (972791).

Why are we asking you to read this document?

During the course of dealing with us 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 (Your Information). We would like to explain to you what we will need to do with Your Information, and the various rights you have in relation to Your Information.

What do we mean by “Your Information”?

Your Information means any information describing or relating to you. Your Information may identify you directly, for example your name, address, date of birth, National Insurance number and the like. Your Information 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 insurance requirements Your Information may include:

The basis upon which our Firm will deal with Your Information

When we speak with you about your insurance requirements we do so on the basis that a contract for the supply of services is in place between us. In order to perform that contract, and to arrange the products you require, we have the right to use Your Information for the purposes we set out 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 Information 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 insurance providers 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 Information to enable us to meet any contractual responsibilities we may owe you or for wider compliance with any legal or regulatory obligation to which we might be subject. If this were to arise we would be processing Your Information in order to meet a legal, compliance or other regulatory obligation to which we are subject.

The basis upon which we will process certain parts of Your Information

Where you ask us to assist you with 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.

If you have parental responsibility for children under the age of 16 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.

Your Special Data and any Criminal Disclosures will be used by us in the same way as Your Information generally, as set out in this Customer Privacy Notice.

When we process your Special Data and any Criminal Disclosures we do so on the basis that it is in the substantial public interest to be able to provide vital insurance products and as permitted by UK data protection related laws and regulations from time to time. 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.

How do we collect Your Information?

We will collect and record Your Information from a variety of sources, but mainly directly from you. You will usually provide information during the course of our initial meetings or conversations with you to establish your circumstances and needs and preferences in relation to insurance. You will provide information to us verbally and in writing, including email.

We may also obtain some information from third parties, for example, credit checks, and searches of information in the public domain such as the voters roll. If we use technology solutions to assist in the collection of Your Information, such as software that is able to verify your identity on-line or to access your credit status and/or bank account entries, then you will be required to provide your consent for us or our nominated processor to access your information in this manner, and details of how such software operates will be provided to you prior to the activation of the service.

Referrals

If you refer someone to us. We will record your name and link the referral to your existing client record. We use this to identify who made the referral and to send you any reward you qualify for, using the contact details we already hold for you. You must only give us someone’s details if they have agreed to be contacted by us.

If someone refers you to us. We will receive your name and phone number from the person who referred you, or you may give us your details yourself using a link they shared. We will contact you about your protection needs on the basis that it is in our legitimate business interest to do so. We may tell you who referred you. If you tell us you are not interested, we will not contact you again about that referral.

We will keep the details of referrals that do not lead to a policy for 12 months, and then delete them. If you take out a policy, Your Information will be handled as set out in the rest of this Customer Privacy Notice.

Referral details are recorded on our customer management system and on the secure website that hosts our referral pages.

What happens to Your Information when it is disclosed to us?

In the course of handling Your Information we will:

Sharing and transferring Your Information

From time to time Your Information will be shared with or transferred to:

in each case for the purposes set out in this customer privacy notice, i.e. to progress insurance enquiry and to provide you with our professional services.

Please note that this sharing of Your Information does not entitle such third parties to send you marketing or promotional messages: it is shared for the purpose of ensuring we can adequately fulfil our responsibilities to you, and as otherwise set out in this Customer Privacy Notice.

We do not envisage that the performance by us of our service will involve Your Information being transferred outside of the United Kingdom. Where any of our service providers (for example, the company that hosts our referral website) process Your Information outside the UK, we will make sure appropriate safeguards are in place, as required by UK data protection law (the UK GDPR and the Data Protection Act 2018).

Your Information, Your Special Data and Criminal Disclosures

Tailored Life Solutions Ltd is authorised and regulated by the Financial Conduct Authority (FCA). We are responsible for the quality of the advice that we provide to you in relation to your insurance products, where those products are regulated by the FCA. In the course of doing so we will also process Your Information generally, including Your Special Data and Criminal Disclosures.

In the course of handling Your Information and Your Special Data/Criminal Disclosures we will:

Your Information and Your Special Data/Criminal Disclosures will be retained by us either electronically or in paper format for a minimum of six years and possibly for a longer period where this is required to enable us to fulfil our legal and regulatory obligations.

Please note that the above information is a summary of Our Privacy Policy for customers.

Security and retention of Your Information

Your privacy is important to us and we will keep Your Information secure in accordance with our legal responsibilities. We will take reasonable steps to safeguard against Your Information being accessed unlawfully or maliciously by a third party, accidentally lost, destroyed or damaged.

We also expect you to take reasonable steps to safeguard your own privacy when transferring information to us, such as not sending confidential information over unprotected email, ensuring email attachments are password protected or encrypted and only using secure methods of postage when original documentation is sent to us.

Your Information will be retained by us either electronically or in paper format for a minimum of six years, or if longer than six years, the duration of this Firm’s relationship with you.

Your rights in relation to Your Information

You can:

How to make contact with our Firm in relation to the use of Your Information

If you have any questions or comments about this document, or wish to make contact in order to exercise any of your rights set out within it please contact:

In writing (trading address):
Tailored Life Solutions Ltd,
Ciret,
Fulflood Road,
Havant,
Hants,
PO9 5AX

Registered office:
1st Floor, Unit 2CA,
Deer Park Farm Industrial Estate,
Knowle Lane,
Fair Oak,
Hampshire,
SO50 7DZ
Registered in England and Wales: 11647228

By phone: 01202 059780

Via email: info@tailored-lifesolutions.co.uk

If we feel we have a legal right not to deal with your request, or to action it in different way to how you have requested, we will inform you of this at the time.

You should also make contact with us as soon as possible on you becoming aware of any unauthorised disclosure of Your Information, so that we may investigate and fulfil our own regulatory obligations.

If you have any concerns or complaints as to how we have handled Your Information or Your Special Data/Criminal Disclosures you may lodge a complaint with the UK’s data protection regulator, the ICO, who can be contacted through their website at https://ico.org.uk/global/contact-us/ or by writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.