Privacy Policy

Who we are

The legal name of the company who holds your personal information – known as the ‘legal entity’ is Complymatic Limited.

Contacting us regarding data privacy

If you have any queries regarding the topics set out in this privacy notice you can contacts us on: contact@complymatic.com

Your Legal Protection

Data Protection law says that we are allowed to use personal information only if we have a proper reason to do so. The law says we must have one or more of these reasons; carrying out an agreement we have with you, fulfilling a legal obligation, because we have a legitimate business interest or where you agree to it.

Complymatic do not sell your information to any third parties.

An individual has certain rights regarding his or her personal information, subject to local law. These include the right to:

  • request a copy of the personal information we hold about them;
  • request that we supply them (or a nominated third party) with an electronic copy of the personal information that they or you have provided us with;
  • inform us of a correction to their personal information;
  • exercise their right to restrict our use of their personal information;
  • exercise their right to erase their personal information; or
  • object to particular ways in which we are using their personal information.

An individual’s ability to exercise these rights will depend on several factors and in some instances, we will not be able to comply with this request e.g. because we have legitimate grounds for not doing so or where the right doesn’t apply to the particular data we hold on that individual. If you or your business partners would like more information on these rights, or wish to exercise them, or to update or correct your information if it changes, or if the personal data we hold about you or your business partners is inaccurate, please contact us on the details above.

Information Gathered

Complymatic collect information about you from different places including:

  • directly from you
  • from publicly available sources
  • when we generate it ourselves
  • from other organisations, such as credit reference agencies or passport/ID/Proof of Address verification companies

We’ll only collect your information in line with relevant regulations and law and this may relate to any services you apply for, currently hold or have held in the past.

Information we hold about you and people connected to your business will often come from you directly (e.g. when you submit an application to the Financial Conduct Authority), this will include the following:

  • personal details (e.g. name, date of birth, passport information or other identification information);
  • contact details (e.g. phone number, email address, postal address or mobile number);
  • transactional details (e.g. payments you make to the Financial Conduct Authority);
  • financial information (e.g. bank account number, credit or debit card numbers, financial history) including information you provide for the purposes of us conducting background checks or payments to the Financial Conduct Authority on your behalf;
  • information about criminal convictions and offences (e.g. for assessment of individuals to be registered with regulatory authorities); and
  • information about any other Complymatic services you currently have, you have applied for, or you have previously held.

We will also hold information we collect about you from other sources, this will include:

  • the way you are using our services;
  • your interactions with us, for example, through our website or emails;
  • our own records about any other accounts (including personal accounts) or services you, or your business partners, have with us or other providers;
  • where we think it is necessary, our background checks about your shareholders (including beneficial owners), names of suppliers and companies you use or may have contractual or other agreements with, and other related individuals;
  • information from credit reference agencies and fraud prevention agencies;
  • publicly available information about your business which is available online or otherwise;
  • criminal record checks and information;
  • employers;
  • joint account holders, other Directors, Partners, signatories or employees in your business;
  • people appointed to act on your behalf;
  • credit reference agencies (who may check the information against other databases – public or private – to which they have access);
  • fraud prevention agencies; and
  • publicly available sources, such as media stories

You’re responsible for making sure you give us accurate and up to date information. If you do not provide personal data that we tell you is mandatory, it may mean that we are unable to provide you with the services and/or perform all of our obligations under our agreement with you. If you provide information for another person on your account, you’ll need to tell them how to find the Privacy Notice and make sure they agree to us using their information for the purposes set out in it.

How we use your information

We must have a legal basis to process your personal data. In most cases, the legal basis will be one of the following:

  • For the provision of all our services
  • For the purpose of submitting regulatory applications to the relevant regulatory body
  • To allow us to comply with our legal obligations, for example, obtaining proof of identity to enable us to meet anti-money laundering obligations

The table below sets out the purposes for which we use your personal data and our legal basis for doing so.

Where we are relying on a legitimate interest, these are also set out below:

What we use your personal data forOur basis for doing so
To provide, manage, improve and personalise our services to you.·         To perform our duties under our contract with you

·         The law requires

·         It is in our Legitimate Interest to ensure your account is well managed and you are provided with high a level of service

For the purpose of submitting regulatory applications to the relevant regulatory body·         It is in our Legitimate Interest to provide you with information about our products and services that may be of interest

·         The law requires

·         To perform our duties under our contract with you

·         We have your consent to do so

To conduct Anti-Money Laundering, Know Your Customer, Due Diligence and other Security checks on your clients or employees·         To perform our duties under our contract with you

·         The law requires

·         It is in our Legitimate interest to detect, prevent and investigate fraud, money laundering and other crimes and to verify your identity in order to protect our business

·         We have your consent to do so

 

What we use your sensitive personal data forOur basis for doing so
For provision of our services such as regulatory applications·         The law requires

·         It is in our Legitimate Interest to detect, prevent and investigate fraud, money laundering and other crimes and to verify your identity to protect our business

·         It is in the Substantial Public interest

Our Anti-Money Laundering, Know Your Customer, Due Diligence and other Security checks may reveal details of criminal convictions or offences committed by your clients or employees·         The law requires

·         It is in our Legitimate Interest to detect, prevent and investigate fraud, money laundering and other crimes and to verify your identity to protect our business

·         It is in the Substantial Public Interest

To comply with regulatory and legal obligations to which you are subject and cooperate with regulators and law enforcement bodies.·         The law requires

·         It is in our Legitimate interest to protect our business

·         It is in the Substantial Public Interest

 

Who we can share your information with

We may share your information with other entities such as regulators, banks, electronic verification companies, credit reference, DBS and fraud prevention agencies.

How long we’ll keep your information

We’ll keep your information for as long as you have a relationship with us. After the relationship ends, we’ll keep it where we may need it for our legitimate purposes e.g. responding to requests from regulators.

Changes to the privacy notice

A copy of this privacy notice can be requested from us using the contact details set out above. We may modify or update this privacy notice from time to time.

Where changes to this privacy notice will have a fundamental impact on the nature of the processing or otherwise have a substantial impact on you, we will give you sufficient notice so that you have the opportunity to exercise your rights (e.g. to object to the processing).

More information on the GDPR

To find out more about the GDPR, follow the links below to read the guidelines and information published by the Information Commissioner’s Office:

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T +44 (0)203 873 2187

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