Mortgage one - Client Privacy Notice

Client Privacy Notice

This Privacy Notice explains how Mortgage One Finance collects, uses, shares, and protects your personal information in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). It also sets out your rights as a data subject, and how you can exercise them.

This notice is designed to be comprehensive, accessible, and compliant with Financial Conduct Authority (FCA) rules, including principles of fair treatment of customers.

Who We Are

Mortgage One is a trading style of Sandsea Capital Ltd, which is an appointed representative of Quilter Financial Services Limited and Quilter Mortgage Planning Limited. Quilter Financial Planning Limited is authorised and regulated by the Financial Conduct Authority (FCA).

Mortgage One Finance provides mortgage advice and financial planning solutions via qualified advisers in the UK. For core advice-related services, Mortgage One Finance and Quilter Financial Planning act as joint data controllers, determining the purposes and methods of data processing. For certain activities, such as direct marketing, Mortgage One Finance acts as the sole data controller.

Our Legal Duties

We are committed to protecting your privacy and complying with applicable data protection laws. Your personal data will be:

• Processed lawfully, fairly and transparently.

• Collected for specified, explicit and legitimate purposes.

• Adequate, relevant and limited to what is necessary.

• Accurate and kept up to date.

• Retained only for as long as necessary.

• Kept secure through appropriate technical and organisational measures.

Your Data Protection Rights

You have the following rights under UK data protection law:

• Right to be informed – You have the right to know how your data is collected and used.

• Right of access – You can request a copy of the data we hold about you.

• Right to rectification – You may ask us to correct inaccurate or incomplete data.

• Right to erasure – You may request deletion of your data under certain conditions.

• Right to restrict processing – You can ask us to pause processing in specific situations.

• Right to data portability – You can request your data in a structured, commonly used format.

• Right to object – You can object to data processing based on legitimate interests or direct marketing.

• Rights regarding automated decision-making – You may object to profiling and request human review.

To exercise your rights, email: qfpdataguardian@quilter.com or write to:

The Office of Data Protection
Quilter Financial Planning
Senator House, 85 Queen Victoria Street
London, EC4V 4AB

For further guidance, visit the Information Commissioner's Office (ICO) at https://www.ico.org.uk

What Personal Data We Collect

Depending on the nature of your relationship with us, we may collect:

• Identification Data: Name, date of birth, address, telephone numbers, email, National Insurance number.

• Financial Data: Bank details, credit and debt history, income, investment preferences.

• Documentation: Passports, driving licences, utility bills.

• Account History: Transaction details, product history, correspondence.

• Health and Lifestyle Information: Smoking status, medical conditions, special category data.

• Marketing Preferences: Consent records, opt-in/out history.

• Employment and Education: Occupation, employer details, qualifications.

• Visual and Audio Data: Call recordings, CCTV footage.

• Cookies and Website Use: IP address, browser type, usage patterns.

We may also collect personal data related to dependants, trustees, beneficiaries, company directors, and shareholders where relevant.

Sources of Personal Data

We collect personal data from:

• You directly (applications, meetings, correspondence).

• Your appointed representatives or intermediaries.

• Credit reference agencies.

• Publicly available sources.

• Product providers.

• Cookies and website technologies.

Use of Your Information

We use your personal information:

• To provide regulated advice and services under contract.

• To comply with legal and regulatory obligations (e.g. anti-money laundering).

• To verify identity, assess suitability, and ensure accurate records.

• To send marketing communications where consent is given.

• For internal business purposes including quality assurance, training, and reporting.

• To personalise your experience and ensure services meet your needs.

Special Category and Criminal Conviction Data

Where necessary, we may process special category data such as health details to provide tailored advice. We will always seek explicit consent and process this data securely. Criminal conviction data may be collected where legally required.

Cookies

Our website uses cookies to optimise your experience. You can disable non-essential cookies via browser settings. For details, please see our Cookie Policy.

Lawful Basis for Processing

We rely on the following legal bases:

• Consent – e.g. for marketing and special category data.

• Contractual necessity – e.g. for advice and product delivery.

• Legal obligation – e.g. for regulatory compliance.

• Legitimate interests – e.g. to manage client relationships, prevent fraud.

Profiling and Analytics

We may use profiling to better understand client needs using third-party data sources such as Experian Marketing Services. This helps us offer relevant services but does not include automated decision-making with legal or significant effects.

Sharing Your Data

We may share your data with:

• Quilter Group companies – For compliance, operations, and customer service.

• Product providers – To process applications and service products.

• Third-party service providers – For IT, legal, regulatory, payment, and research services.

• Government and regulatory bodies – e.g. FCA, ICO, HMRC.

• Credit reference and fraud prevention agencies – For identity and suitability checks.

• Your authorised representatives – e.g. accountants, solicitors, discretionary investment managers.

Where data is transferred outside the UK/EEA, we ensure adequate protection through Standard Contractual Clauses or other approved safeguards.

Retention of Data

We retain personal data in accordance with our data retention schedule. Advice data is held for up to 50 years to comply with FCA requirements. Data no longer required is securely disposed of.

Data Security

We take appropriate steps to secure your data including:

• Encryption and secure access protocols.

• Staff training and role-based access.

• Contracts with third parties to ensure data protection compliance.

• Ongoing monitoring and audits of security controls.

Marketing Consent and Preferences

You may withdraw or update your consent to receive marketing communications at any time by:

• Contacting us directly at enquiry@mortgageonefinance.co.uk

Contact Us

For any questions, concerns, or to exercise your data rights, contact:

Data Protection Team
Quilter Financial Planning
Senator House, 85 Queen Victoria Street
London EC4V 4AB
Email: qfpdataguardian@quilter.com

Raising a Concern

If you are dissatisfied with our handling of your data, you may lodge a complaint with the ICO:

Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Tel: 0303 123 1113
https://www.ico.org.uk/concerns

Regulatory Disclosure
Mortgage One is a trading style of Sandsea Capital Ltd, which is an appointed representative of Quilter Financial Services Limited and Quilter Mortgage Planning Limited. Quilter Financial Planning Limited is authorised and regulated by the Financial Conduct Authority (FCA).