Last Updated: April 2025
We are Pilot Financial Systems Limited (“Pilot Financial Systems”, “us”, “we”, “our”). We are a limited company registered in England and Wales under registration number 14118343 and we have our registered office at Chandos House, School Lane, Buckingham, Buckinghamshire, MK18 1HD. We are registered with the UK supervisory authority, Information Commissioner’s Office (“ICO”), in relation to our processing of Personal Data under registration number ZB880764.
We offer financial advice software to financial advisors, providing a full end-to-end system, from enquiry to research and recommendation. We are committed to protecting the privacy and security of the Personal Data we process about you.
Unless we notify you otherwise, we are the controller of the Personal Data we process about you. This means that we decide what Personal Data to collect and how to process it.
For the avoidance of doubt, our Privacy Notice does not apply to the extent we process Personal Data in the role of a processor on behalf of our customers.
This includes where an organisation you work for uses the Pilot software (a “Subscriber”) and signs you up to become an Authorised User of the software. In this circumstance the Subscriber is the controller of the Authorised User’s personal data which will likely include your name, work contact details, your Pilot software profile, and Pilot software usage data. Pilot Financial Systems process this data solely at the direction of the Subscriber and will delete the related data either at the Subscriber’s request or upon termination of the associated agreement (whichever is earlier).
Authorised Users should refer to the relevant organisation’s privacy notice for full information regarding the processing of your Personal Data and applicable rights (and which, where applicable, will apply to this Privacy Notice).
All other information contained within this notice relates to activities Pilot Financial Systems undertake in our role as a controller.
The purpose of this privacy notice is to explain what Personal Data we collect about you and how we process it. This privacy notice also explains your rights, so please read it carefully. If you have any questions, you can contact us using the information provided below under the ‘How to contact us’ section.
This privacy notice applies to you if:
‘Personal Data’ means any information from which someone can be identified either directly or indirectly. For example, you can be identified by your name or an online identifier.
The type of Personal Data we collect about you will depend on our relationship with you. For the type of Personal Data we collect see the table below in the section entitled ‘Purposes, lawful bases and retention periods’.
We collect most of the Personal Data directly from you in person, by telephone, text or email and/or via our website.
However, we may also collect your Personal Data from third parties such as:
We will only use your Personal Data when the law allows. Most commonly, we will use your Personal Data in the following circumstances:
| Categories of individuals | Categories of Personal Data | Purpose of Processing | Lawful Basis | Retention Period |
|---|---|---|---|---|
| Customers | Name, job title, work address, work email address, work phone number, the company you work for | To fulfil your order | Contract | 6 years following the date of the transaction |
| Business Associate / Prospective customers | Name, job title, work address, work email address, work phone number, company you work for | To send you newsletters and other promotional material | Legitimate interests | 2 years following last meaningful contact |
Where Personal Data is processed because it is necessary for the performance of a contract to which you are a party, we will be unable to provide our services without the required information.
We may share your Personal Data with our carefully selected third parties, including:
Your Personal Data may be processed outside of the UK. This is because the organisations we use to provide our service to you are based outside the UK.
We have taken appropriate steps to ensure that the Personal Data processed outside the UK has an essentially equivalent level of protection to that guaranteed in the UK. We do this by ensuring that:
You have certain rights in relation to the processing of your Personal Data, including to:
For supervisory authorities in other countries within the EU see this link:EDPB Members.
You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee or refuse your request if it is clearly unfounded or excessive.
To exercise your rights, contact us using the details below. We may need to verify your identity before processing your request. We aim to respond within one month but will notify you if it may take longer.
Chandos House, School Lane, Buckingham, Buckinghamshire, MK18 1HD.
Email:dpo@evalian.co.uk
We may update this notice (and any supplemental privacy notice), from time to time. We will notify you of the changes where required to do so by applicable law.
