Customer Privacy Notice
Why Should You 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 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 it.
What Do We Mean by “Your Personal Data”?
Your personal data means any information that describes or relates to your personal circumstances. It may identify you directly (e.g. name, address, date of birth) or indirectly (e.g. employment, income, family situation, etc.).
In the context of providing assistance with your mortgage, finance, and/or insurance requirements, your personal data may include:
- Title, names, date of birth, gender, nationality, civil/marital status, contact details, addresses, identity documents
- Employment and remuneration (salary, benefits, employment history)
- Bank account details, tax information, credit commitments, credit history, dependants
- Health status, medical history, treatment information
- Details of pre-existing mortgage, finance, or insurance products
The Basis Upon Which Our Firm Will Deal With Your Personal Data
We process your personal data to perform our contract with you, provide the services you request, and comply with our legal and regulatory obligations. We may also use your data to respond to lender queries or request service feedback.
We may contact you by post, phone, SMS, email, or messaging to promote products or services that may be of interest to you. Please let us know if you wish to opt out.
The Basis Upon Which We Process Certain Parts of Your Personal Data
Where you request help with certain insurance (e.g. life, accident, illness), we may collect “Special Data” such as ethnic origin or medical history. We may also process “Criminal Disclosures” related to insurance underwriting or fraud checks. If you have children under 13, we may record data relating to them where relevant.
This information may be required by insurance providers and exchanged freely to secure the appropriate insurance cover you need.
How Do We Collect Your Personal Data?
We mainly collect personal data directly from you – through meetings, calls, emails, and forms. We may also collect data from third parties such as credit checks, employers, and public sources.
If we use technology to assist (e.g. credit referencing or ID verification tools), we’ll inform you and obtain your consent where necessary.
What Happens to Your Personal Data When It Is Disclosed to Us?
We will:
- Store your data in secure paper files, computers, mobile devices, and cloud systems, accessible only to authorised staff
- Submit data to lenders and insurance providers, via secure portals or physical documents
- Use data to respond to your queries and keep you informed about your product or service
Sharing Your Personal Data
Your data may be shared with:
- Mortgage, finance, and insurance providers
- Third parties assisting with your case – including compliance advisers, product specialists, estate agents, solicitors, surveyors, and valuers
We only share data to progress your enquiry or provide the requested service. These third parties are not allowed to use your data for marketing.
We do not transfer your data outside the European Economic Area.
We are Appointed Representatives of Mortgage Intelligence Ltd and will share relevant data with them for regulatory purposes. Their privacy policy is available at www.experiencemi.co.uk.
Security and Retention of Your Personal Data
We take reasonable steps to protect your personal data from unauthorised access or loss. We expect you to protect your own privacy when sending us sensitive information (e.g. use encrypted email or password-protected files).
We retain your data for at least six years, or indefinitely where required by law.
Your Rights in Relation to Your Personal Data
You can:
- Request copies of your personal data
- Ask us to explain how we use your data
- Request correction, deletion, or restriction of your data
- Ask us to send your data to another provider
- Change or withdraw marketing consent at any time
How to Contact Us
If you wish to exercise any of your rights or raise concerns, contact:
Karen Allen or Maira Cruz Oliveira
Sapphire Mortgages Limited
📞 020 3432 0444
📧 info@sapphire-mortgages.co.uk
We will inform you if we are legally entitled to handle your request differently from how you’ve asked.
If you believe your data has been disclosed without authorisation, contact us immediately so we can investigate and fulfil our obligations.
If you are not satisfied with our response, you can raise a complaint with the Information Commissioner’s Office (ICO):
https://ico.org.uk/global/contact-us/
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF