1. Regency Mortgage Services – Privacy Notice
This Regency Mortgage Services privacy notice provides information on how we and any of our
subsidiaries, and any 3rd party providers collect, use, secure, transfer and share your information.
Regency Mortgage Services are a mortgage and insurance intermediary firm and we will collect
information directly from you. It should be noted that as part of the Financial Conduct Authority’s (FCA’s)
regulatory process we are Appointed Representatives Mortgage Intelligence Ltd and are required to
enter your details onto their systems. Details of their Privacy Notice can be found at
Regency Mortgage Services has its head office at:
48 Fairway Avenue
1.1. Types of Information Collected.
Regency Mortgage Services will typically collect but are not limited to:
1.2. Methods of Collection
In our general conduct of business, we collect information relevant to the provision of mortgage and
insurance intermediary advice from:
- next of kin
- spouse / partner / family member
- Business associates
- “Trusted” sources including:
- Government / Land / Police registers
- Credit / Default Agencies
- Financial Institutions (Banks, Building Societies, Loan Agencies, Credit Card companies)
- Insurance Companies
- Law firms
- Through consent to third parties disclosing information about you to us that they have
Such information will generally be collected by us via the use of any of our standard forms, over the
internet, via email, or through a telephone conversation with you. We may also collect personal
information through our affiliates or suppliers.
In addition, you may choose to submit information directly to us via several methods, including:
- in response to marketing or other communications
- through social media
- by signing up for a product or service
- through participation in an offer, program or promotion
- in connection with an actual or potential business or employment relationship with us
You may also agree to third parties disclosing information about you to us that those third parties
We, our service providers and partners collect certain information by using automated means, such as
cookies and web beacons, when you interact with our advertisements, mobile applications, or visit our
websites, pages or other digital assets. The information we collect in this manner may include: IP
address, browser type, operating system, referring URLs and information on actions taken or
interaction with our digital assets.
We may use third-party web analytics services on our websites and mobile apps. The analytics
providers that administer these services use technologies such as cookies and web beacons to help
us analyse how visitors use our websites and apps.
“Your Rights and Choices” section of this Privacy Notice specifies your ability to limit the usage of the
1.3. Purposes of Collection
Generally, we will collect, use and hold your information for the purposes of:
- Carrying out electronic checks, including checks of your identity, using data from third parties
- Undertaking our regulatory responsibility for assessing the suitability of advice
- Dealing with lenders and providers to assist in providing a product or service
- Providing relevant information on mortgage and insurance products and related services that
may be of interest
- Processing payments / transactions including: Accounting, Authorisation, Clearing,
Chargebacks, Auditing, Billing, Reconciliation, Collection, Complaints, Enquiries, Credit Checks
and related dispute resolution activities
- Protecting against and preventing fraud, money laundering, tax evasion, claims, other liabilities
and managing risk exposure and agent /franchise quality, integrity, compliance and security of
- Operating, monitoring, evaluating and improving our products, services, websites, mobile
applications, other digital assets and business:
- Developing new products and services
- Managing communications, assessing effectiveness and optimising advertising
- Functionality of our websites, mobile applications and other digital assets
- Enforcing our other legal rights as may be required by applicable laws and regulations or
requested by any judicial process or governmental agency having or claiming jurisdiction over
us or our affiliates.
- Complying with industry standards and Regency Mortgage Services policies
1.4. Lawful basis of processing
Regency Mortgage Services processes your information under the following basis:
- Performance of a contract: where you enter into a contract with us and we need to process
your information as part of this contract
- Legitimate interests: some information is processed by us as part of our legitimate interests
which include fraud, risk assessment, due diligence, network and information security,
suppressions and managing opting out of communications , profiling , direct marketing,
monitoring, web analytics, cloud storage, acquisitions, updating customer details, and other
core products and services provided by the data controller
- Public interest: some information is processed in accordance with public interest
- Consent: where we process information under consent we will seek your clear and
unambiguous consent prior to processing your data
1.5. Information We Share
We do not sell or otherwise disclose personal information we collect about you, except as described in
this Privacy Notice or as indicated via a consent process at the time the data is collected. We share
the information we collect with, but not limited to:
- Vetted affiliates / Financial Institutions / Insurance Companies / Mortgage Companies for
business facilitation to provide required services, such as mortgages, insurance cover etc.
- Vetted affiliates for the purpose of conducting consumer research
- Formally contracted service providers to perform services on our behalf:
- Hosting Datacentres, Infrastructure, Applications (Development / Support) , Cloud Services
(Software as a Service – SaaS, Platform as a Service – PaaS , Infrastructure as a Service –
- Helpdesk, Call Centres etc.
- Law firms
- Our Network Principal Mortgage Intelligence
- Credit agencies, Land Registry Office, Her Majesty’s Revenue and Customs (HMRC), Financial
Conduct Authority (FCA) and other relevant regulatory bodies
- Additionally we may share information about you, if required legally, to prevent harm or financial /
reputation loss, for investigation of suspected or actual fraudulent or illegal activities.
We contractually require these service providers to safeguard the privacy and security of
personal information they process on our behalf and authorise them to use or disclose the
information only as necessary to perform services on our behalf or comply with legal
On websites, features can be accessed where we partner with other entities that are not affiliated with
us. These include social networking, geo-location tools etc. are operated by third parties (indicated
appropriately) who may use or share personal information in accordance with their own privacy
policies. It is recommended that you review the third parties’ privacy policies if you use the relevant
We reserve the right to transfer your information in the event of a sale or transfer (wholly or partially)
of our business or assets, with reasonable efforts for the acquirer to protect / use your information
consistent with our Global Privacy Notice. You can exercise your rights to contact the acquiring entity
with questions concerning the protection and processing of your information.
1.6. How long do we keep information for
We will keep information for a reasonable amount of time in order to perform the purposes listed
We only keep your information for as long as necessary. We generally keep personal information for 7
years after last contact with you. However, we reserve the right to keep information for longer if we
feel that this is in the legitimate interests of Regency Mortgage Services.
1.7. International Data Transfers
We and/or associated third parties may transfer the personal information collected about you to
recipients in countries other than the country in which the information was originally collected. Those
countries may not have the same data protection laws as the country in which you initially provided
the information. When we transfer your information to other countries, we will protect that information
as described in this Privacy Notice or as otherwise disclosed to you at the time the data is collected
(e.g. via program specific privacy notice).
For the purposes of business conduct, enhancement, identification of fraud, money laundering and
other potential unauthorised activities, we may engage in profiling activities via direct use or
anonymisation of sensitive personal information.
1.9. Direct Profiling
Direct profiling is engaged for the fair and lawful purposes, to allow us to undertake legal reporting as
may be required by applicable laws, regulations, policies / standards or requested by any judicial
process or governmental agency having or claiming jurisdiction over us or our affiliates; including, but
not limited to:
- Background checks for customers
- Financial Viability analysis / reports
- Business partner / customer portfolio position, performance, risk positions
- Anti-money laundering
- Tax reporting
- Credit defaulting / exposure
1.10. Indirect Profiling
Indirect profiling via anonymisation of personal information is also used for preparing and furnishing
aggregated data reports showing anonymised information, including, but not limited to, the following:
- Compilations, analyses, analytical and predictive models and rules, and other aggregated reports
for the purpose of advising our partners / affiliates and servicing institutions, retailers and other
customers regarding past and potential future patterns of service usage, spending, fraud, and
other insights that may be extracted from this data.
- Compiling and communicating promotional and marketing information about products and
services that we, our affiliates and other organisations that we have affiliations with have and that
may be of interest to you.
- Conducting market research
- Facilitating our internal business operations, including the fulfilment of any legal requirements.
1.11. Your Rights and Choices
Your rights regarding the sensitive / personal information we maintain about you enable you to
exercise choices about what personal information we collect from you, how we use that information,
and how we communicate with you.
1.12. Access and Correction
You may have the right to:
- obtain confirmation that we hold personal information about you
- request access to and receive information about the personal information we maintain about you
- receive copies of the personal information we maintain about you
The right to access personal information may be limited in some circumstances by local law
To exercise these rights, please see details below of requirements:
1.13.1 Update and correct inaccuracies in your personal information
If you feel that the information we hold about you is incorrect or inaccurate you can contact us
outlining the information you feel is incorrect or inaccurate.
If we refuse to correct your personal information, we will provide you with a written notice that sets out
the reasons for our refusal (unless it would be unreasonable to provide those reasons) and provide
you with a statement regarding the mechanisms available to you to make a complaint. We will provide
you with access to information we hold about you.
1.13.2 Object to the processing of your personal information
If you would like to object to any processing of your information by us you can contact us outlining
what processing of information you would like to object to.
1.13.2 Have the information blocked, anonymised or deleted.
If you would like us to delete, block or anonymise information we hold about you, you can contact us
outlining what information you would like deleted, blocked or anonymised.
To update your preferences, ask us to remove your information from our mailing lists or submit a
request to access, update, correct or delete your personal information, please contact us as specified
in the “How To Contact Us” section below.
1.14. Opting out of processing
You can opt out of collection of personal information by automated means e.g. when visiting our
website or third-party websites and interacting with our adverts, by using the Cookie Consent tool
displayed in the website (the browser you use may provide options on how to opt out of receiving
certain types of cookies). However, without cookies you may not be able to use all of the website
features and/or online services.
information about your online activities over time and across third-party websites to customise and
target our adverts.
You can at any time tell us not to send you marketing communications by:
- e-mail firstname.lastname@example.org
- unsubscribing via the “unsubscribe link” within the marketing e-mails you receive from us, or
- contacting [AR FIRM] as indicated below.
1.15. Withdrawal of consent
If we obtain your information by consent you have the right to withdraw any consent you previously
provided to us.
If we process your information under legitimate interest you can object at any time on legitimate
grounds, to the processing of your personal information.
Regency Mortgage Services will apply your preferences going forward. Doing so will mean that
you cannot take advantage of certain Regency Mortgage Services and affiliate products, services and
The right to consent removal may be limited in some circumstances by local law requirements and
you will be informed appropriately.
1.16 How to Contact Us / Complaints and Feedback
- believe we fall short of your expectations in processing your personal information
- wish to make a complaint about a breach of your personal information, applicable privacy laws /
principles or have a concern about our privacy practices
- would like access and/or update information or preferences you provided to us,
Please e-mail us at: email@example.com
Or write to us at: 48 Fairway Avenue, Tilehurst, Reading, Berkshire, RG30 4QA
To assist us in responding to your request, please give full details of the issue. We attempt to review
and respond to all complaints within a reasonable time.
If we cannot for lawful reasons complete your request we will explain this to you to the extent that we
1.17 How We Protect Personal Information
The security of your personal information is very important and we are committed to protecting the
information we collect. We maintain administrative, technical and physical safeguards designed to
protect the personal information you provide or we collect against accidental, unlawful or unauthorised
destruction, loss, alteration, access, disclosure or use.
We use SSL encryption on our website from which we transfer certain personal information.
We store personal information only for as long as it is necessary for the fulfilment of the purpose for
which the personal information was collected, unless otherwise required or authorised by applicable
law. We take measures to destroy or permanently de-identify personal information if required by law
or if the personal information is no longer required for the purpose for which we collected it.
1.18 Review and Updates
This privacy notice may be updated from time to time and you should review it on a regular basis.
Share us with your Network
We always aim to provide a high quality service to our customers. However, if you encounter any problems and we are unable to resolve them you can take your complaint to an independent Ombudsman. Our advice is covered under the Financial Ombudsman Service (www.http://www.financial-ombudsman.org.uk/consumer/complaints.htm). You may be able to submit a claim through the EU Online Dispute Resolution Platform (https://webgate.ec.europa.eu/odr/main/?event=main.home.show if you live outside the United Kingdom or if you prefer not to deal directly with the Financial Ombudsman Service.)