1. Who we are and what we do

Who we are

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.

What we do

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.

Controller

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.

2. Purpose of this privacy notice

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.

3. Who this privacy notice applies to

This privacy notice applies to you if:

• You visit our website
• You purchase goods or services from us
• You enquire about our products and/or services
• You receive newsletters and/or other promotional communications from us

4. What Personal Data is

‘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.

5. Personal Data we collect

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’.

6. How we collect your Personal Data

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:

• Reputable companies who provide lead generation contact lists
• Others to whom you have provided consent
• Publicly available sources such as social media platforms

7. Purposes, lawful bases and retention periods

We will only use your Personal Data when the law allows. Most commonly, we will use your Personal Data in the following circumstances:

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.

8. Sharing your Personal Data

We may share your Personal Data with our carefully selected third parties, including:

• Clerk.com for authentication and authorisation which stores the email address, first name, last name, organisation name, and address of the users of the system
• Digital Marketing Service Providers used to conduct marketing activity on our behalf
• Cloud Service Providers
• Other SaaS providers (e.g. billing or payment providers)
• Professional advisors (e.g. for maintaining insurance coverage or defending legal claims)

9. International Transfers

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:

• Your Personal Data is only processed in a country which the Secretary of State has confirmed has an adequate level of protection (an adequacy regulation), or
• We enter into an International Data Transfer Agreement (“IDTA”) with the receiving organisation and adopt supplementary measures, where necessary. (A copy of the IDTA can be found here).

10. Your rights and how to complain

You have certain rights in relation to the processing of your Personal Data, including to:

• Right to be informed:You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.
• Right of access (commonly known as a “Subject Access Request”):You have the right to receive a copy of the Personal Data we hold about you.
• Right to rectification:You have the right to have any incomplete or inaccurate information we hold about you corrected.
• Right to erasure (commonly known as the right to be forgotten):You have the right to ask us to delete your Personal Data.
• Right to object to processing:You have the right to object to us processing your Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material.
• Right to restrict processing:You have the right to restrict our use of your Personal Data.
• Right to portability:You have the right to ask us to transfer your Personal Data to another party.
• Automated decision-making:You have the right not to be subject to a decision based solely on automated processing which will significantly affect you. We do not use automated decision-making. 
• Right to withdraw consent:If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.
• Right to lodge a complaint:You have the right to lodge a complaint with the relevant supervisory authority, if you are concerned about the way in which we are handling your Personal Data. The supervisory authority in the UK is the Information Commissioner’s Office who can be contacted online at:.  Contact the ICO (Contact us | ICO) or by telephone 0303 123 1113

For supervisory authorities in other countries within the EU see this link:EDPB Members.

How to exercise your rights

You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated. 

11. How to contact us

If you wish to contact us in relation to this privacy notice or if you wish to exercise any of your rights outlined above, please contact us as follows:

Chandos House, School Lane, Buckingham, Buckinghamshire, MK18 1HD.
‍dpo@evalian.co.uk

12. Changes to this privacy notice

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.

Last modified January 2026