Data Privacy Notice
This privacy notice explains how Stonewood Financial Planning Limited use any personal information
we collect about you.
What information do we collect about you?
We collect information about you when you engage us for financial planning services. This information
will relate to your personal and financial circumstances. It may also include special categories of
personal data such as data about your health, if this is necessary for the provision of our services.
We may also collect information when you voluntarily complete client surveys or provide feedback to
Information relating to usage of our website and portal is collected using cookies. These are text files
placed on your computer to collect standard internet log information and visitor behaviour
information. We will use your information collected from the website and portal to personalise your
repeat visits to the site.
Information about connected individuals
We may need to gather personal information about your close family members and dependants in
order to provide our service to you effectively. In such cases it will be your responsibility to ensure
that you have the consent of the people concerned to pass their information on to us. We’ll provide
a copy of this privacy notice for them or, where appropriate, ask you to pass the privacy information
Why do we need to collect and use your personal data?
The primary legal basis that we intend to use for the processing of your data is for the performance of
our contract with you. The information that we collect about you is essential for us to be able to carry
out the services that you require from us effectively. Without collecting your personal data, we would
also be unable to fulfil our legal and regulatory obligations.
Where special category data is required, we will obtain your explicit consent in order to collect and
process this information.
How will we use the information about you?
We collect information about you in order to provide you with the services for which you engage us.
If you are a potential new client and do not engage our service within a calendar year, we will delete
your information from our records.
Who might we share your information with?
We may engage the services of third party providers of professional services or other firms within the
Stonewood Group of companies in order to enhance the service we provide to you. These parties may
also need to process your personal data in the performance of their contract with us. If you wish to
know the names of these third parties please contact us for further information.
We will not share your information for marketing purposes with companies outside our group of
In order to deliver our services to you effectively we may send your details to third parties such as
those that we engage for professional compliance, accountancy or legal services as well as product
and platform providers that we use to arrange financial products for you.
Where third parties are involved in processing your data, we will have a contract in place with them
to ensure that the nature and purpose of the processing is clear, that they are subject to a duty of
confidence in processing your data and that they will only act in accordance with our written
Where it is necessary for your personal data to be forwarded to a third party, we will use appropriate
security measures to protect your personal data in transit. This may include password protection
and/or encryption of the data.
To fulfil our obligations in respect of prevention of money-laundering and other financial crime we
may send your details to third party agencies for identity verification purposes.
How long do we keep hold of your information?
During the course of our relationship with you we will retain personal data which is necessary to
provide services to you. We will take all reasonable steps to keep your personal data up to date
throughout our relationship.
We are also subject to regulatory requirements to retain your data for specified minimum periods.
These are, generally:
- Five years for investment business
- Indefinitely for pension transfers and opt-out business
- Three years for insurance business
These are minimum periods, during which we have a legal obligation to retain your records. We
reserve the right to retain data for longer where we believe it is in our legitimate interests to do so.
In any case, we will not keep your personal data for longer than seven years after our relationship with
you has ended.
You have the right to request deletion of your personal data. We will comply with this request, subject
to the restrictions of our regulatory obligations and legitimate interests as noted above.
How can I access the information you hold about me?
You have the right to request a copy of the information that we hold about you. If you would like a
copy of some or all of your personal information, please email or write to us using the contact details
When your personal data is processed by automated means you have the right to ask us to move your
personal data to another organisation for their use.
We have an obligation to ensure that your personal information is accurate and up to date. Please ask
us to correct or remove any information that you think is incorrect.
Automated decision making and profiling
If you use any automated system made available by Stonewood Financial Planning, your personal
information will be gathered through the information that you input onto the system. Your data is
collected in order for us to carry out the service for which you engage us. If you are unsure about the
outcome of the automated process you can contact us to discuss or to challenge the outcome.
We take measures to ensure the security of your data and have our own Data Security Policy. We do
not use any special category data (such as data about your health) in the automated process unless it
is strictly necessary to deliver our service and we have obtained your explicit consent to do so.
We regularly review our systems for accuracy and bias and feed any changes back into the design
We would like to send you information about our products and services and those of other companies
in our group which may be of interest to you. If you have agreed to receive marketing information,
you may opt out at a later date.
You have a right at any time to stop us from contacting you for marketing purposes or giving your
information to other members of the group. If you no longer wish to be contacted for marketing
purposes, please contact us by email or post.
For further information visit http://www.allaboutcookies.org/
You can set your browser not to accept cookies and the above website tells you how to remove cookies
from your browser. However, in a few cases some of our website features may not function as a
you link to other websites you should read their own privacy policies.
What can you do if you are unhappy with how your personal data is processed?
You also have a right to lodge a complaint with the supervisory authority for data protection. In the
UK this is:
Information Commissioner’s Office
0303 123 1113 (Local Rate)
How to contact us
- By mail: firstname.lastname@example.org
- In writing: Marie House, 5 Baker Street, Weybridge, Surrey, KT13 8AE