What personal information we collect
Personal data means information by which you may be personally identified directly or indirectly.
We collect certain personal information about you, this includes your name, address, or phone number and other information. We collect this information about you when you:
- Use our website and secure online services;
- Complete a fund application;
- Apply for and receive our services;
- Complete our application form;
- Visit a financial adviser; and
- Register to receive one of our newsletters, communications or attend an event organised by Us.
The type of personal information we collect will depend on the purpose for which it is collected and may include:
- Information about you to help identify you and manage your relationship with Quilter and, in some circumstances, as required by our regulators (e.g. Account number, Customer ID or Number, Name, Address, Age / Date(s) Of Birth, Dependents‘ Details, Tax ID, National Insurance Number, Identity Check Information (e.g. Mother’s Maiden Name, Name of First Pet), Email Address(es), Marital Status, Name(s), Postcode, Telephone Number(s), Title, Gender);
- Information about your account with us (e.g. Past engagements with Quilter, Personal Preferences, Marketing Preferences, Policy and investment information, etc);
- Copies of documentation (e.g. statements, letters, copies of official documents (e.g. passports, driving licences, etc));
- Economic and financial information (e.g. credit card numbers, bank details, Past investment performance, etc and information pertaining to County Court Judgements (CCJs) and any debt history);
- Investment preferences (e.g. your views and preferences around portfolios in which to invest, or not to invest in which may indirectly reveal some religious, political or philosophical views that you hold);
- Audio and visual information when we are recording interactions with you, or when you visit one of our premises (e.g. call recordings or Closed Circuit Television);
- Employment and educational information (e.g. employer details, relevant professional qualifications, etc);
- Marketing / Communications Data (e.g. Information relating to Marketing and External Communications (e.g. Marketing Campaigns, Opt In Information, etc));
- Lifestyle, Health and Medical information for you, your family and other parties with a material interest in the product(s) (e.g. specific illness, smoker, disability, gender reassignment);
- Relationship Information (e.g. information relating to other parties directly associated with your policy (e.g. dependents, beneficiaries, trustees, etc); and
- Complaint Information (e.g. Complaint Details, Complaint Description, Complaint Details, complaint Type, Reason/Details of the complaint),
We collect personal information directly from you. For example, we ask for personal information at the start of our relationship (e.g. when you apply for a policy or service) and in subsequent communications in order to manage our relationship.
If we provide a service to your employees or a scheme, then personal data in relation to those employees or members of the scheme isn’t processed by Us as part of the standard corporate advice process. This information is normally provided directly to the product provider.
In limited circumstances, we may need to collect employee personal data, and where we do, we act as data processer and it’s therefore provided to Us by yourself, with the knowledge and consent of your employees.
Where we provide our services to trusts, we collect the personal information listed for the settler, beneficiaries and trustees of that trust. Where we provide our services to companies we may collect personal information for Directors, Shareholders and Beneficial Owners of the company. Where we provide our services to charities, we may collect personal information about the trustees or directors of that charity.
We may also collect information about you from other sources such as:
- another agent (if you have one);
- external third parties (e.g. credit reference agencies to verify your identity and to check financial soundness); and
- from Cookies. (Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the website owners). To learn more about information collected through cookies, please click here.
We keep your personal information only as long as is necessary for the purpose for which it was collected, or for legal or regulatory reasons. Personal information will be securely disposed of when it is no longer required in accordance with our Personal Data Retention Standard.
Advice data is retained for 50 years to meet our regulatory requirements.
Special category data and criminal conviction data
We may also gather more sensitive personal data, called special category data, for example, as part of recruitment. This type of data can include racial or ethnic origin, genetic or health information or sexual orientation. The processing of some of this data is necessary for us to fulfil the obligations on us. In such cases, we will always explain this during the process and explain what information we require and why it is needed. Where we do require it, we will always seek your consent. Special category data will always be processed and stored securely.
Where it is necessary, we may also collect information relating to an individual’s criminal convictions. If this is the case we will explain what information we require, why it is needed and where required, will ask you for consent.
We also collect information about you from other sources. For example, our website automatically collects information from your computer using “cookies” which provides us with limited personal information. Cookies are small text files that are placed on your computer by websites that you visit. They’re widely used in order to make websites work, or work more efficiently, as well as to provide information to the website owners.
- You can choose not to accept any non-essential cookies for your interactions, however, in a few cases, some of our website features may not function as a result.
More information about the cookies we use on our website can be found here.