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 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.
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 provide you with our products and services | 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 sent 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 do not share your data with any third parties, except where required to do so by law.
Your personal data will not be processed outside of the UK.
You have certain rights in relation to the processing of your Personal Data, including to:
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.
You have the right to receive a copy of the Personal Data we hold about you.
You have the right to have any incomplete or inaccurate information we hold about you corrected.
You have the right to ask us to delete your Personal Data.
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.
You have the right to restrict our use of your Personal Data.
You have the right to ask us to transfer your Personal Data to another party.
We do not use automated decision-making.
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.
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:
Or by telephone on 0303 123 1113
For supervisory authorities in other countries within the EU see the link below:
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.
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 May 2024