Prestigious Property Finance LTD customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

• Contact details

• What information we collect, use, and why

• Lawful bases and data protection rights

• Where we get personal information from

• How long we keep information

• Who we share information with

• How to complain

Contact details

Telephone

02080587539

Email

Prestigiouspropertyfinance@gmail.com

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

• Names and contact details

• Addresses

• Gender

• Pronoun preferences

• Occupation

• Date of birth

• Marital status

• Third party information (such as family members or other relevant parties)

• Financial data (including income and expenditure)

• Transaction data (including details about payments to and from you and details of products and services you have purchased)

• Employment details (including salary, sick pay and length of service)

• Credit history and credit reference information

• Health information (such as medical records or health conditions)

• Criminal records data (including driving or other convictions)

• Information relating to compliments or complaints

• Audio recordings (eg calls)

• Records of meetings and decisions

• Account access information

• Website user information

We also collect or use the following special category information to provide and improve products and services for clients. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details

• Addresses

• Purchase or service history

• Account information, including registration details

• Information used for security purposes

We also collect or use the following special category information for the operation of client or customer accounts. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin

We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:

• Names and contact information

• Client accounts and records

• Call recordings

• Financial information eg for fraud prevention or detection

• Location data

We also collect or use the following special category information for the prevention, detection, investigation or prosecution of crimes. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin

We collect or use the following personal information for information updates or marketing purposes:

• Names and contact details

• Addresses

• Profile information

• Purchase or account history

We also collect or use the following special category information for information updates or marketing purposes. This information is subject to additional protection due to its sensitive nature:

• Religious or philosophical beliefs

We collect or use the following personal information to comply with legal requirements:

• Name

• Contact information

• Identification documents

• Client account information

• Any other personal information required to comply with legal obligations

• Criminal offence data 

We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin

We collect or use the following personal information to protect client welfare:

• Names and contact information

• Client account information

• Health and wellbeing information

We also collect or use the following special category information to protect client welfare. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin

• Religious or philosophical beliefs

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Addresses

• Payment details

• Account information

• Purchase or service history

• Customer or client accounts and records

• Financial transaction information

• Correspondence

• Location data

We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:

• Religious or philosophical beliefs

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information to comply with legal requirements:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information to protect client welfare are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

• Directly from you

How long we keep information

Data Retention Policy

For: Prestigious Property Finance LTD– Mortgage Broker
Effective Date: 18 August 2025
Reviewed: Anually
Approved by: April Thompson - Director

1. Purpose

This Data Retention Policy outlines how Prestigious Property Finance LTD retains, archives, and disposes of personal and financial data in line with the Financial Conduct Authority (FCA) rules, UK General Data Protection Regulation (UK GDPR), and the Data Protection Act 2018.

Our aim is to ensure data is held only as long as necessary for legitimate business purposes, regulatory compliance, and legal obligations.

2. Scope

This policy applies to all personal, financial, and sensitive data held by Prestigious Property Finance LTD , including but not limited to:

• Client information

• Mortgage application data

• Identification documents (e.g. passports, utility bills)

• Financial statements and income proofs

• Communications (emails, call logs, letters)

• Broker notes, fact-finds, and suitability assessments

3. Legal and Regulatory Basis for Retention

We are authorised and regulated by the FCA and are required to retain records in accordance with:

• FCA Handbook – SYSC, MCOB, and DISP rules

• UK GDPR & Data Protection Act 2018

• HMRC requirements (for financial records)

• Anti-Money Laundering (AML) Regulations

4. Retention Periods

Data Type

Retention Period

Justification

Mortgage advice and recommendation files

Minimum 5 years

FCA MCOB 2.4.1R and SYSC 9 requirements

Know Your Customer (KYC) / AML records

Minimum 5 years after relationship ends

Money Laundering Regulations 2017

Client identification documents

5 years after end of relationship

AML and FCA record-keeping

Client communications (email, phone logs, messages)

5 years from date of last contact

FCA SYSC 9

Marketing data (where consent is given)

Until consent withdrawn or 5 years, whichever is sooner

UK GDPR consent guidelines

Financial records (invoices, receipts, payments)

6 years

HMRC and statutory accounting obligations

Unsuccessful applications or enquiries

12 months

Legitimate interest for reporting and follow-up

Note: Where required for legal proceedings or FCA investigations, data may be retained beyond the standard retention period.

5. Data Disposal

At the end of the retention period, data will be securely deleted or destroyed using the following methods:

• Digital files: permanently deleted from servers and backups

• Paper files: shredded using cross-cut shredders or professional services

• Redundant systems: securely wiped before disposal or repurposing

A record of disposal actions will be maintained in accordance with our Data Disposal Log.

6. Data Storage and Security

Data is stored securely in encrypted systems (both cloud-based and on-premises) with access restricted to authorised personnel only. Physical files are held in locked cabinets within secure office premises.

Our security protocols comply with FCA requirements and industry best practices, including:

• Regular access reviews

• Multi-factor authentication

• Encrypted backups

• Secure data transmission protocols

7. Individual Rights and Requests

In accordance with the UK GDPR, clients may:

• Request access to their data

• Request correction or deletion (subject to legal obligations)

• Object to processing or request restriction

• Withdraw consent (where applicable)

All requests will be processed within one month, subject to any overriding legal or regulatory duties.

8. Monitoring and Review

This policy is reviewed annually or when there is a regulatory change that affects data retention practices. The Compliance Officer is responsible for ensuring adherence to this policy.

9. Contact

For any queries relating to this policy or data retention, please contact:

Data Protection Officer (DPO)
Prestigious Property Finance LTD
Email: Prestigiouspropertyfinance@gmail.com
Phone: 02080587539

Who we share information with

Others we share personal information with

• Other financial or fraud investigation authorities

• Insurance companies, brokers or other intermediaries

• Professional or legal advisors

• Organisations we’re legally obliged to share personal information with

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint