This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data and keep it safe.
We know that there’s a lot of information here but we want you to be fully informed about your rights, and how Hallbrook Partners Limited uses your data.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.
When you are using the website, Hallbrook Partners Limited is the data controller.
2. Explaining the legal bases we rely on
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:
In specific situations, we can collect and process your data with your consent.
For example, when you send us a request using the contact form on the website
When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.
In certain circumstances, we need your personal data to comply with our contractual obligations.
For example, when you sign our terms of engagement and instruct us to act on your behalf.
If the law requires us to, we may need to collect and process your data.
For example, we can pass on details of people involved in fraud or other criminal activity to a regulator or law enforcement.
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example, if we have identified a potential claim we may contact you to advise of any new developments that are likely to be of benefit to you
3. When do we collect your personal data?
When you visit our website
When you use the contact form on the website.
When you make an enquiry as to our services.
When you instruct us to act on your behalf.
When you contact us by any means with queries, complaints etc.
When you choose to complete any surveys we send you.
When you provide a testimonial.
When you fill in any forms.
When you’ve given a third party permission to share with us the information they hold about you.
We collect data from publicly available sources (such as Companies House) when you have given your consent to share information or where the information is made public as a matter of law.
When you call our offices as we record all incoming and outgoing telephone calls.
4. What sort of personal data do we collect?
Details of your name, address, age, contact details
Details of your financial history
Details of investments specifically related to the claim
Details of your interactions with us through phone, email or in writing.
For example, we retain notes & telephone call recordings from our conversations with you, details of any complaints or comments you make, details of the relevant claim, web pages you visit and how and when you contact us.
Copies of documents you provide to prove your age or identity where the law requires this. (Including your passport and driver's licence). This will include details of your full name, address, date of birth and facial image. If you provide a passport, the data will also include your place of birth, gender and nationality.
Bank account details if you provide them to process any compensation due.
5. How and why do we use your personal data?
We want to give you the best possible client experience. One way to achieve this is to get the richest picture we can of who you are by combining the data we have about you.
We collect your personal information in order to assess whether we can assist you and enter into a contract with you to process your claim.
We may also need to show this information to regulators such the Financial Conduct Authority or Information Commissioner’s Office if requested.
Remember if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you’ve asked for.
For example, if you ask us to delete your records prior to the completion of a claim, this will likely prevent us from reaching a satisfactory outcome and as a result will trigger automatic cancellation of the agreement. Please beware this may result in cancellation fees being charged as stated in clause 7 (c) of the Terms of Engagement.
Here’s how we’ll use your personal data and why:
In order for us to represent your claim to the best of our abilities and build the strongest possible case against the investment advisor, we will require as much information around the circumstances at the time of the investment as possible. This will include collecting all evidential documentation available along with your own personal statement of events.
This information will then be collated and presented to the Financial Services Compensation Scheme (FSCS) via a secure electronic portal or the Financial Ombudsman Service (FOS) if the stockbroker is still trading and is not accepting fault for an identified cause of action.
We may also need to show this information to the Claims Management Regulator during routine audits, which are carried out frequently on all regulated firms.
During your claim, you may specifically ask us to gather supporting evidence available from third parties through a data subject access request (DSAR), in these circumstances you will need to provide us with specific written consent and we will need to share proof of your identity with the third party in order to complete process the DSAR on your behalf.
Once a claim has completed we will retain your records for a period of no longer than 6 years. We do this in case this information is required following the completion of the claim, for example if new evidence comes to light in support of your claim, you may be able to make an appeal and obtain further compensation.
Whilst we hold your records we may contact you under a ‘legitimate interest’ basis if new developments occur that are likely to affect you and the information we are providing will be of benefit.
6. How we protect your personal data
We know how much data security matters to all our clients. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
7. What are your rights over your personal data?
An overview of your different rights
You have the right to request:
Access to the personal data we hold about you, free of charge in most cases.
The correction of your personal data when incorrect, out of date or incomplete.
That we stop using your personal data for direct marketing
That we stop any consent-based processing of your personal data after you withdraw that consent.
Erasure of the personal data we hold about you.
Restriction of how we process the personal data we hold about you.
Copies of the personal data we hold about you in a machine-readable format.
You can contact us to request to exercise these rights at any time as follows:
To ask for your information please contact us at Hallbrook Partners Limited, Landmark Business Centre, Davies Road, West Bridgford, Nottingham, NG2 6BT or email email@example.com
If we choose not to action your request we will explain to you the reasons for our refusal.
Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent, which can be done by simply contacting us and advising us of your wishes.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation.
We must then do so unless we believe there is a legitimate overriding reason to continue processing your personal data.
You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice.
If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
8. Any questions?
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that haven’t been covered, please contact a Hallbrook representative who will be please to help.
Email us on firstname.lastname@example.org
Call us on 0115 822 1850
Or write to us at
Hallbrook Partners Limited
Landmark Business Centre,