Privacy policy

This privacy policy sets out how Elson Associates plc uses and protects any information that you give us when you contact us about our services.

Elson Associates plc is committed to ensuring that your privacy is protected. If we ask you to provide certain information by which you can be identified then you can be assured that it will only be used in accordance with this privacy statement.

We may change this policy from time to time by updating this document. You should check this document from time to time to ensure that you are happy with any changes. This policy is effective from 25 May 2018.

Please read the policy carefully as it applies to the products and services we provide you, and the passing on of your details to the relevant investment/insurance companies and identity checking agencies.

It also applies even if you're not one of our customers and you interact with us, such as by:

  • Generally enquiring about our services
  • Using our online services
  • Taking part in a survey
  • Entering a prize promotion

If you need to give us personal information about someone else in relation to our products and services, the privacy policy will also apply.

Your Personal Information

Why we require your information

We require this information to meet our legal and regulatory obligations and further understand your needs, which enables us to provide you with a more comprehensive service.

Information we may collect and securely store

We may collect and securely store the following information about you, including but not limited to:

  • Contact information including your name, address, telephone number and email address
  • Detailed information about your investments, including scanned copies of application forms and cheques you submit
  • Demographic information such as postcode, preferences and interests
  • Other information relevant to customer surveys and/or offers
  • Bank details, National Insurance number and Date of Birth
  • Details of products, literature or information we send to you, or you request from us
  • Details about the products and services you use
  • Recordings of all telephone calls
  • Copies of letters and emails of importance or relevance
  • Scanned electronic copies of legal documents such as Marriage Certificates, Birth Certificates & Powers of Attorney
  • Scanned copies of any identification submitted to satisfy anti-money laundering regulations
  • Any other pertinent information required for us to be compliant with applicable laws and to our regulators

How we may use your information

  • To carry out our investment obligations and act on your specific instructions to transact on your behalf
  • Internal record keeping
  • To improve our products and services
  • If you are an existing client who holds investments or has invested through our agency in the past, to periodically send contractual and/or promotional information by post or email about new products, special offers or other information which we believe might be of interest or relevant to you using the postal and email address etc. which you have provided
  • To occasionally contact you for market research purposes by post, email or phone
  • To customise our website according to your interests
  • To allow you to log in to our website to create your own online account
  • To keep records of any settings or communication preferences you choose
  • To save information that we need from cookies placed on your connected devices so we can provide a service
  • To carry out electronic identity checks for anti-money laundering purposes
  • With your permission, to record general details of any disability you may have that requires us to tailor how we communicate with you to meet your specific needs
  • How secure is your information?

    We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place robust physical, electronic and managerial procedures to safeguard and secure the information we collect online, over the telephone and via email, letter or application. Details of how we keep your data safe can be requested from us by writing to us at our address:

    Elson Associates plc
    5 Queen Street
    Kings Hill
    West Malling
    Kent
    ME19 4DA

    How we share your information

    We do not disclose your information to other customers. However, in order to provide our services, we do share your personal information with the following:

    • Investment companies - We will share information with the specific investment company or companies with whom you hold investments. All investment companies have their own compliant privacy policies that can be viewed on their individual websites
    • Experian - Under current anti-money laundering regulations, we are required by law to ensure that your identity is confirmed before you invest through us. We therefore have to share your personal information with Experian. We confirm that we are happy with Experian’s privacy policies under new GDPR regulations
    • Key Marketing Services Ltd (trading as KPM Group) - We share your information with our mailing house to provide you with services such as your valuation and fund monitoring reports as well as marketing and promotional offerings, information and literature. KPM Group will only act on our specific instructions sending information to you. Elson Associates will design, choose and proof all information prior to it being mailed by KPM Group. We confirm that we have read copies of KPM Group’s data security and privacy policies
    • Other companies who are GDPR compliant and provide a service to us or you where we may transfer rights and obligations

    How long we keep your personal information if you have investments through us

    The FCA requires us to keep your investment details for a minimum of seven years but we reserve the right to keep records for as long as we see fit, to provide you with ongoing services (including be able to communicate details of historical transactions). In compliance with our legal obligations, only after seven years will you have the option to request deletion of your personal records.

    How we use your personal information for marketing purposes

    If you have already used us to take out investments:

    If you hold investments through us on which we issue regular half-yearly valuation and fund monitoring reports, we will continue to send these to you as part of our ongoing service. We may also send to you from time to time general marketing literature, offers or information about our products and services. You have the right to opt out of both the reporting services and general promotional mailings by contact us and providing us with your mailing preferences.

    If you have made an enquiry or used our services without taking out or holding investments through us before 25 May 2018:

    We store personal information for the periods needed for the purposes for which the information was collected or for which it is to be further processed. We reserve the right to contact you a maximum of twice to request you opt-in to carry on receiving marketing literature, offers or information about our products and services. If we do not receive an opt-in request from you after the second time of asking, you will be deemed not to be interested in receiving information from us and we will permanently delete any information we hold about you from our records.

    If you make an enquiry or use our services without taking out or holding investments through us after 25 May 2018:

    We store personal information for the periods needed for the purposes for which the information was collected or for which it is to be further processed. When you make your initial enquiry to us, we will give you the option to opt-in to receive future marketing and promotional literature from us. We will only send you marketing and promotional literature if you give us your consent (usually by way of a tick box). If you make a request for us to delete your details from our database, we will execute that request, permanently deleting any information we hold about you from our records.


    How we use cookies

    A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

    We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

    Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

    You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.


    Links to other websites

    Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

    Controlling your personal information

    If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at info@elsonassociates.com.

    We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law.

    How you can amend/delete information or update your personal preferences

    You may request details of personal information which we hold about you under the General Data Protection Regulation.

    We want to make sure that any personal information we hold about you is up to date. So, if you think your personal information is inaccurate, you can ask us to correct or remove it at no charge to you. Alternatively, if you have one, you can amend your own details when logged into your online account.

    You can always tell us that you do not wish to receive direct marketing communications. However, if you do not want us to get in touch, you may miss out on valuable services and exciting offers. If you would prefer not to receive direct marketing communications from us, simply let us know at any time or log into your online account and update your marketing preferences.

    When your personal data is processed by automated means you have the right to ask us to move your personal data to another organisation for their use.

    To contact us about any of the above or any other part of our privacy policy, please write to us at:

    Elson Associates plc
    5 Queen Street
    Kings Hill
    West Malling
    Kent
    ME19 4DA

    Alternatively you can contact us here.