Who Are We
Northern Provident Holdings Limited (“Northern Provident Investments” “we”, “us”) are committed to protecting and respecting your privacy.
Sharing Your Personal Information
We will treat personal data confidentially and except so far as is necessary in order to provide our services to you, we will not share your information with any third party unless we have a legal basis to do so. Should we need to share data with third parties in order to provide our services this will be done securely through passworded files either via email. The specific parties in question will only be relevant to the services we are providing; these may include the following:
- Client Account Provider
- Other outsources services e.g. IT or Platform hosting firms
- The bond issuer (if you are an investor with that firm)
Safeguards And Security
No data transmission over the internet can be entirely secure, so we do not guarantee the security of your personal information and/or use of our website. However, we use reasonable endeavours to protect the security of your personal information from unauthorised access or use by using encryption technology. In addition to these safeguards, your personal information is protected in the UK by the Data Protection Act 2018. This provides that the information which we hold about you should be processed fairly and lawfully, should be accurate, relevant and not excessive, not be retained for longer than is necessary and, if applicable, be kept up to date. For more information on the Data Protection Act 2018 and your related rights please see www.ico.gov.uk.
Use of Your Information
By using our website, you agree that we may collect, hold, process and use your information (including personal information) for the purpose of providing you with our services and developing our business which includes:
- personalisation of content, business information or user experience
- account set up and administration
- delivering marketing and events communication
- carrying out polls and surveys
- internal research and development purposes
- providing goods and services
- legal obligations (e.g. prevention of fraud)
- meeting internal audit requirements
How The Law Protects You
Your privacy is protected by law. This section explains how that works. Data Protection law says that we are allowed to use personal information only if we have a proper reason to do so. This includes sharing it outside Northern Provident Investments. The law says we must have one or more of these reasons:
- To fulfil a contract we have with you, or
- When it is our legal duty, or
- When it is in our legitimate interest, or
- When you consent to it, or
- When it is necessary to protect a life, or
- When it is in the public interest.
A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is. We may also rely on consent, but this will only be if you opt into marketing from us or contact us to enquire about our services. We will not process special category personal data.
Here is a list of all the ways that we may use your personal information, and which of the reasons we rely on to do so.
|What we use your personal information for||Our reasons||Our legitimate interests|
Groups of Personal Information
We use many different kinds of personal information, and group them together like this.
|Type of personal information||Description|
|Personal||Your name, age, date of birth, family and other associated information.|
|Financial||Your financial position, status and history.|
|Contact||Where you live and how to contact you|
|Socio-Demographic||This includes details about your work or profession, nationality and where you fit into general social or income groupings.|
|Contractual||Details about the products or services we provide to you.|
|Locational||Data we get about where you are, such as may come from your mobile phone or the address where you connect a computer to the internet.|
|Behavioural||Details about how you use our products and services.|
|Technical||Details on the devices and technology you use.|
|Communications||What we learn about you from letters, emails, and conversations between us.|
|Open Data and Public Records||Details about you that are in public records such as the Electoral Register, and information about you that is openly available on the internet.|
|Usage Data||Other data about how you use our products and services.|
|Documentary Data||Details about you that are stored in documents in different formats, or copies of them. This could include things like your passport, driving licence, or birth certificate.|
|Consents||Any permissions, consents, or preferences that you give us. This includes consent for preferences for marketing or how or when you want us to contact you.|
|National Identifier||A number or code given to you by a government to identify who you are, such as a National Insurance number.|
|Consumer Feedback||This includes information that you voluntarily share with us about your experience in using our products and services, such as reviews, personal stories or complaints.|
Collecting Personal Information
We may collect the following personal information from you when you contact us requesting services or information from us. We need to collect this information so that we can provide our services or that information to you:
- Information that you provide to us by filling in forms on our website. This includes contact information such as name, email address, mailing address, phone number, financial information such as bank or brokerage account numbers, unique identifiers such as user name, account number, password, date of birth and preferences information such as favourites lists, transaction history, marketing preferences.
- If you chose to list your company with us, we may ask for information about your business such as company name, company size, business type and personal data such as a professional profile.
- Information that you provide to us when you write to us (including by email).
- Information that you provide to us when we speak to you by telephone. We may make and keep a record of the information you share with us.
- Information that you provide to us by completing surveys.
- Details of transactions you carry out through our website and of the fulfilment of your orders.
As is true of most web sites, we gather certain information automatically and store it in log files. This information includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and clickstream data. We use this information, to analyse trends, to administer our website, to track users’ movements around our website and to gather demographic information about our user base as a whole. In addition, we may collect data from third parties we work with:
- Companies that introduce you to us
- Credit reference agencies
- Comparison websites
- Social networks
- Fraud prevention agencies
- Payroll service providers
- Public information sources such as Companies House
- Agents working on our behalf
- Market researchers
- Government and law enforcement agencies.
Who we share your personal information with
We may share your personal information with these organisations:
- Agents and advisers who we use to help run your investment and explore new ways of doing business
- HM Revenue & Customs, regulators (such as the Financial Conduct Authority “FCA”)) and other authorities
- Credit reference agencies
- Fraud prevention agencies, including Lexis Nexis who we use to complete Know Your Customer (“KYC”) checks
- Any party linked with your product or service
- Reviews companies who collect your feedback should you choose to respond
- Companies we have a joint venture or agreement to co-operate with
- Organisations that introduce you to us
- Companies that we introduce you to
- Market researchers
- Independent Financial Advisors
- Price comparison websites and similar companies that offer ways to research and apply for financial products and services
- Companies you ask us to share your data with.
We may need to share your personal information with other organisations to provide you with the product or service you have chosen:
- We will share transaction details with companies which help us to provide our products.
- We will share your details with companies which help us to store your information.
- If you use direct debits, we will share your data with the Direct Debit scheme.
- We may also share your personal information if the make-up of Northern Provident Holdings changes in the future.
- If any change in the make-up of Northern Provident Holdings takes place, then other parties will use your data in the same way as set out in this notice.
The information collected by cookies and web beacons is not personally identifiable, it includes general information about your computer settings, your connection to the internet e.g. operating system and platform, IP address, your browsing patterns and timings of browsing on the Site and geographical location.
Sending data outside of the EEA
We will only send your data outside of the European Economic Area (‘EEA’) to:
- Follow your instructions.
- Comply with a legal duty.
- Work with our agents and advisers who we use to help provide your product.
If we do transfer information to our agents or advisers outside of the EEA, we will make sure that it is protected in the same way as if it was being used in the EEA. We’ll use one of these safeguards:
- Transfer it to a non-EEA country with privacy laws that give the same protection as the EEA. Learn more on the European Commission Justice website.
- Put in place a contract with the recipient that means they must protect it to the same standards as the EEA. Read more about this here on the European Commission Justice website.
- Transfer it to organisations that are part of Privacy Shield. This is a framework that sets privacy standards for data sent between the US and EU countries. It makes sure those standards are similar to what is used within the EEA. You can find out more about data protection on the European Commission Justice website.
We may use your personal information to tell you about relevant products and offers. This is what we mean when we talk about ‘marketing’. The personal information we have for you is made up of what you tell us, and data we collect when you use our services, or from third parties we work with. We study this to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
We can only use your personal information to send you marketing messages if we have either your consent or a ‘legitimate interest’. That is when we have a business or commercial reason to use your information. It must not unfairly go against what is right and best for you. You can ask us to stop sending you marketing messages by contacting us at any time. Whatever you choose, you’ll still receive statements, and other important information such as changes to your existing products and services.
We may ask you to confirm or update your choices, if you take out any new products or services with us in future. We will also ask you to do this if there are changes in the law, regulation, or the structure of our business. If you change your mind you can update your choices at any time by contacting us.
The information we use
These are some of the kinds of personal information that we use:
- Date of birth
- Residential address
- History of where you have lived
- Contact details, such as email addresses and phone numbers
- Financial data
- Data relating to your or your businesses products or services
- Employment details
- Data that identifies computers or other devices you use to connect to the internet. This includes your Internet Protocol (IP) address.
If you choose not to give personal information
We may need to collect personal information by law, or under the terms of a contract we have with you. If you choose not to give us this personal information, it may delay or prevent us from meeting our obligations. It may also mean that we cannot perform services needed to run your product. It could mean that we cancel a product or service you have with us. Any data collection that is optional would be made clear at the point of collection.
How long we keep your personal information
We will never hold your data for longer than is reasonably necessary. Should you enter into a contract with us we will remove your data six years after our service to you ends in line with FCA requirements.
If we have obtained your details only as a result of your consent and we are relying on this as a processing condition we will remove your data within one year of you supplying this to us (unless you have subsequently reconfirmed your opt in to us).
Personal data will be securely disposed after we no longer need it. In the case of electronic copies these will be deleted. For hard copy personal data this will be securely shredded. Please note, we may keep your data for longer than 6 years if we cannot delete it for legal, regulatory or technical reasons. We may also keep it for research or statistical purposes. If we do, we will make sure that your privacy is protected and only use it for those purposes.
Your rights in relation to personal data
Under the General Data Protection Regulations (“GDPR”), you have rights in relation to access and control of your personal data. Specifically:
- correction and deletion;
- withdrawal of consent (if we are processing data on condition of consent);
- data portability
- restriction of processing and objection
- lodging a complaint with the Information Commissioner’s Office
If you wish to undertake any of the above in relation to the personal data, we hold about you, or have any other queries please write to us (including full details of your request) at the address in the “How to get a copy of your personal information” section below.
Should you submit a data subject access request (“DSAR”), we will respond to you within one calendar month from receipt of the request. If the request does not provide enough information to identify you, we may require further information. Where further information is requested, the deadline is extended to one calendar month from the further information being received. When we receive a DSAR from you we will write to you to:
- confirm receipt of the DSAR, and
- indicate when we are likely to respond.
Please be aware that there may be circumstances in which data subject rights may be limited, e.g. if fulfilling the data subject request may expose personal data about another person, or if you ask us to delete data which we are required to keep by law.
How to get a copy of your personal information
You can access your personal information we hold by writing to us at this address:
Northern Provident Holdings Limited, Scottish Provident building, 7 Donegall Square West, Belfast, Northern Ireland, BT1 6JH.
Letting us know if your personal information is incorrect
You have the right to question any information we have about you that you think is wrong or incomplete. Please contact us if you want to do this. If you do, we will take reasonable steps to check its accuracy and correct it.
What if you want us to stop using your personal information
You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’. There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.
We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted. If you want to object to how we use your data, or ask us to delete it or restrict how we use it, please contact us. You can ask us to restrict the use of your personal information if:
- It is not accurate.
- It has been used unlawfully but you don’t want us to delete it.
- It not relevant any more, but you want us to keep it for use in legal claims.
- You have already asked us to stop using your data but you are waiting for us to tell you if we are allowed to keep on using it.
How to withdraw your consent for marketing
Should you wish to opt out of any marketing from us if you have previously consented to it please email email@example.com and make this intent clear. If you withdraw your consent, we may not be able to provide certain products or services to you. If this is so, we will tell you.
We will use all reasonable efforts to safeguard the information we collect about you by having security and organisational procedures in place. All personal information we hold is securely stored, and we conduct regular testing or our cyber and physical security procedures to ensure this is maintained. If at any time we believe there has been a breach of your personal data, we will notify you immediately. You are responsible for keeping any personal passwords or similar security information private, including personal information you disclose on social media.
How to contact us?
Should you wish to contact us with questions or concerns about our privacy practices, your personal information, or if you wish to file a complaint you can contact us via the following methods:
- Email: firstname.lastname@example.org
- Telephone: 028 9600 1616
- Address: Northern Provident Holdings Limited, Scottish Provident building, 7 Donegall Square West, Belfast, Northern Ireland, BT1 6JH.
How to complain
Please let us know if you are unhappy with any part of the service we have provided, including how we have used your personal information. You can contact us on 028 9600 1616. Alternatively, you can write to: Complaints Department, Northern Provident Holdings Limited, Scottish Provident building, 7 Donegall Square West, Belfast, Northern Ireland, BT1 6JH.
You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern.
This policy will be reviewed (and updated where necessary) on a yearly basis or as and when the relevant data protection rules are amended.