FinAnalysis Ltd

Who we are

FinAnalysis Limited is the data controller for the personal information we hold about you. This policy explains what we collect, why, who we share it with and your rights.

Address: The Coach House, 66-70 Bourne Road, Bexley, Kent DA5 1LU
Telephone: 0203 947 6800
Data protection contact: Marc Dellow, [email protected]
Regulation: authorised and regulated by the Financial Conduct Authority, register number 611420
ICO registration number: ZA061889

Information we collect

We collect information you give us when you contact us, complete our fact find or risk questionnaire, or become a client. We also receive information from product providers, platforms and your employer's pension scheme with your authority.

Identity and contact details: name, date of birth, address, telephone, email, National Insurance number, nationality and identity documents
Family details: marital status, and the names and dates of birth of your dependants
Financial details: income, expenditure, assets, liabilities, pensions, savings, investments and protection policies
Employment details: occupation, employer and pension contributions
Attitude to risk: your investment experience, attitude to risk and capacity for loss
Health and personal circumstances: health conditions, smoker status and circumstances that may make you vulnerable. This is special category data and we treat it with extra care.
Website use: cookies and usage information when you visit this website

When you give us information about another person, such as your partner or children, please make sure they are happy for you to do so.

How we use your information and why

We only use your information where the law allows us to.

What we do	Lawful basis
Give you financial advice and arrange or review products	Performing our contract with you
Keep records, check your identity and prevent fraud or money laundering	Legal and regulatory obligation
Use health and vulnerability information to advise you and support you	Your explicit consent
Use secure AI tools to help organise your documents and records and prepare draft reports and letters, which your adviser checks	Performing our contract with you and our legitimate interests in running our business efficiently and accurately
Respond to enquiries and run our business	Our legitimate interests
Send you news about our services	Your consent, which you can withdraw at any time

You can withdraw your consent to us using health information at any time. If you do, we may not be able to advise you on some products, such as life cover or income protection.

Our use of artificial intelligence

We use carefully selected artificial intelligence (AI) tools to help us work efficiently and accurately. The AI tools we currently use are:

Claude, provided by Anthropic
Microsoft Copilot, provided by Microsoft as part of our Microsoft 365 business account

These tools help us to read and organise documents you or your product providers send us, record your details and policy information, and prepare first drafts of reports, letters and reviews. This may include any of the information described in this policy, including health information where you have given it to us.

AI tools support our work; they do not replace your adviser. Every recommendation is made by a qualified FinAnalysis adviser, and every report or letter is checked by us before it is sent to you.

Both tools are provided under business agreements that require the provider to keep your information confidential and secure, to process it only on our instructions, and not to use it to train their AI models. Access is limited to FinAnalysis staff who need it to look after your affairs.

If you have any questions about how we use AI with your information, please contact us using the details above.

Who we share it with

We only share your information where needed to advise you, arrange products or meet our legal duties:

Product providers, insurers, pension schemes, platforms and lenders
Identity verification, credit reference and fraud prevention agencies
Our compliance support, auditors and professional advisers
IT, cloud storage and back-office system suppliers who process data on our behalf, including Microsoft (for our email, document storage, client records and Microsoft Copilot) and Anthropic (for Claude). They act as our data processors and may only use your information as we instruct.
Regulators, the Financial Ombudsman Service and law enforcement where required by law
Anyone you ask us to deal with, such as your accountant, solicitor or a named family member

We will never sell your information or share it with companies outside our organisation for their marketing.

Storage, security and how long we keep it

We keep your information on secure systems, including Microsoft 365, with access limited to staff who need it.

We keep client records for as long as we need them to advise you and to meet regulatory rules:

Record	How long we keep it
Pension transfer, conversion and opt-out advice, and advice on safeguarded benefits	Indefinitely
Advice on pensions, life policies and investments	At least 5 years from the date of advice
Mortgage and equity release advice	At least 3 years from the date of advice
Other advice, including protection	At least 3 years from the date of advice
Identity checks and anti-money laundering records	5 years after our relationship ends
Complaints	At least 3 years (5 years for investment business)
Enquiries that do not lead to advice	12 months

These are the minimum periods set by the Financial Conduct Authority and money laundering regulations. We may keep records longer where we need them to deal with a later claim or complaint. After that we delete or securely destroy it.

Transfers outside the UK

Some of our technology providers, including Anthropic and Microsoft, may process your information outside the UK, including in the European Economic Area and the United States. Where this happens, we make sure appropriate safeguards are in place as required by UK data protection law, such as UK adequacy regulations or the UK International Data Transfer Agreement or Addendum.

Automated decision-making

We do not carry out automated decision-making, including profiling, that has legal or similarly significant effects on you. Where we use AI tools, a member of our team reviews the output and makes any decisions.

Your rights

You can ask us, free of charge, to:

Give you a copy of the information we hold about you
Correct information that is wrong or incomplete
Delete your information, where we are not required to keep it
Restrict or object to how we use it
Pass your information to another firm in a usable format
Stop using your health information or sending you marketing, by withdrawing your consent

Contact Marc Dellow on 0203 947 6800 or [email protected]. We will reply within one month.

Complaints

If you are unhappy with how we handle your information, please tell us first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Cookies and other websites

This website uses cookies to understand how visitors use it. You can set your browser to refuse cookies, though some features may not work. See www.aboutcookies.org for how. Links to other websites are covered by those websites' own privacy policies.