How we use your information
This privacy notice tells you what to expect when Square Mile Broking Ltd collects personal information. It applies to information we collect about:
- We may collect and process the following data about you;
- Information that you provide by filing in forms on our site [domain].
- Information that you provide to us by telephone; e-mail or face to face.
- If you contact us, we may keep a copy of that correspondence.
Visitors to our websites
When someone visits www.squaremilebroking.com we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website and blog, where visitors have come to the website from and the pages they visited.
E-newsletter and Information led marketing
We use a third party provider, Salesforce, to deliver our e-newsletters and information led marketing. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our communications. For more information, please see Salesforce’s privacy notice.
Security and performance
Square Mile Broking Ltd uses a third party service to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to our website(s).
People who email us
Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute.
We may also have to disclose details of the complaint to our professional Indemnity Insurer.
We may be required to provide a copy of our file to the Financial Ombudsman Service should an adjudicator be required to consider the complaint case.
We are required to disclose to The Financial Conduct Authority (FCA) high level analytics concerning the number and nature of complaints received. This data does not include names or details that identify the specific data subject.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for 3 years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
People who use our services
Square Mile Broking Ltd provide a range of Financial Services to Data Subjects. We process data provided by the data subject and other sources in order to deliver the appropriate products and services to Data Subjects.
We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested a Home contents quotation to carry out a survey to find out if they are happy with the level of service they received. When people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this.
Job applicants, current and former employees
Square Mile Broking Ltd is the data controller for the information you provide during the process. Should you have any queries about the process or how we handle your information please contact us at email@example.com
Recruitment and employment – What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
You will therefore be required to provide:
- Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
- You will be asked to complete a criminal records declaration to declare any unspent convictions.
- We will contact your referees, using the details you provide in your application, directly to obtain references
If we make a final offer, we will also ask you for the following:
- Bank details – to process [salary/commission/bonus] payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest, or if they are active within a political party. If you complete a declaration, the information will be held on your personnel file.
Use of data processors
Data processors are third parties who provide elements of our service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
Our Data processors / Third parties that we use include:
- Banking arrangements – Lloyds Bank Plc
- Legal opinion where required: Charles Russell Speechlys LLP
- Regulatory and Compliance opinion where required: Compliant Solutions Limited
- Sanctions and PEPs checking (Anti Money laundering): BIBA
- Client Money and Audit requirements: Bryden Johnson Ltd
- Back Office Systems: Acturis
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.
From 25 May 2018 the General Data Protection Regulations (GDPR) come into force.
Access to personal information (Portability)
Data Subjects may submit a Subject Access Request – in order to obtain a copy of the personal data that we hold about them in a structured and portable manner. All SAR requests should be sent to
T 0330 024 2980
Confirmation of whether, and where, the controller is processing their personal data
Square Mile Broking Ltd is the Data Controller and a Processor. Square Mile Broking Ltd undertakes data processing within the EEA.
Right of Data subjects to erasure (Right to be forgotten)
Data Subjects may notify the Firm if they wish to exercise their right to erasure. Such a withdrawal of Consent does not affect the lawfulness of processing based on consent prior to the withdrawal. Data Subjects that exercise this right will be removed from any marketing or future contact.
Square Mile Broking Ltd may retain a copy of any personal data, may be retained by the Controller if the processing is necessary for the establishment, exercise or defence of legal claims.
Right of rectification
Square Mile Broking Ltd will seek to ensure that inaccurate or incomplete data will be rectified. Data Subjects have the right of rectification
Right to object to processing for the purposes of Direct Marketing
Data Subjects may notify the Firm if they wish to exercise their right to be removed from any Direct Marketing activities. Square Mile Broking Ltd may still contact the Data Subject in order to fulfil any contractual obligations concerning the policies and services provided.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. Further information is available in our Information Charter about the factors we shall consider when deciding whether information should be disclosed.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 7th March 2018
How to contact us
Square Mile Broking Ltd
Premier House, Sydenham Road, Croydon CR0 2EE