Mortgage one - Client Privacy Notice

Privacy Notice: How Mortgage One Collects and Uses Your Data

From time to time we may make changes to this Privacy Notice. For the latest information on how we treat your personal data please refer to the version on our website, as printed copies and PDF files may not be the latest version. If you would like a copy of this notice as a printed copy, PDF file or in an alternative format such as Braille, Clear or Large Print, it is available on request.

We are committed to protecting your privacy and ensuring that your personal information is collected and used appropriately, lawfully and transparently. This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read it carefully to understand how we treat your personal data.

In this notice, “we” and “us” means Sandsea Capital Ltd, trading as Mortgage One and Mortgage One Finance.

Who we are

Sandsea Capital Ltd is a mortgage advice firm authorised and regulated by the Financial Conduct Authority, Financial Services Register number 1061929. We are registered in England and Wales under company number 11374947. Our registered office is 555-557 Cranbrook Road, Gants Hill, Ilford, Essex IG2 6HE.

We are the data controller for the personal data we collect about you. We are registered with the Information Commissioner’s Office under registration number ZB863309.

We comply with data protection law, which requires that the personal information we hold about you must be:

·       Used lawfully, fairly and in a transparent way

·       Collected only for valid purposes that we have clearly explained to you

·       Relevant to those purposes and limited to them

·       Accurate and kept up to date

·       Kept only as long as necessary for the purposes we have told you about

·       Kept securely

Your rights

You have the right to ask us:

·       Whether we are processing your personal information and for what purposes (the right to be informed), which we deliver through this notice

·       For a copy of the personal information we hold about you (the right of access)

·       To update or correct your personal information (the right to rectification)

·       To restrict processing of your personal information where appropriate (the right to restrict processing)

In certain circumstances you also have the right to:

·       Ask us to delete your information (the right to erasure)

·       Object to the processing of your personal information (the right to object)

·       Object to automated decision making and profiling

·       Ask that information about you is provided to a third party in a commonly used, machine readable form (the right to data portability)

To exercise any of these rights, or to ask about them, email enquiry@mortgageonefinance.co.uk or write to us at the address in the “How to contact us” section. We will respond within one month.

More information about your data protection rights is available from the Information Commissioner’s Office at ico.org.uk.

What personal information we collect

Personal data means information by which you can be identified, directly or indirectly. We collect personal information about you when you:

·       Use our website or contact us through it

·       Contact us about our services by phone, email, video call or messaging

·       Complete our enquiry or fact find forms

·       Apply for and receive our mortgage advice service

·       Register to receive communications from us

The information we collect depends on the service you ask for and may include:

·       Information about you, such as your name, address, date of birth, nationality and residency, marital status, dependants, National Insurance number, contact details and identity check information

·       Copies of documents, such as passports, driving licences, visas, bank statements, payslips, tax documents and accounts

·       Economic and financial information, such as income, outgoings, assets, existing mortgages and loans, credit history and any county court judgments or arrears

·       Property information, such as the property you own or intend to buy, its value and tenancy details

·       Employment and business information, such as your employer, occupation, qualifications and business accounts

·       Lifestyle and health information where it is relevant to your mortgage, for example in relation to lifetime mortgages or where you tell us about a vulnerability or additional need

·       Marketing and communications data, such as your preferences and whether you have opted in

·       Relationship information about other people connected to your application, such as joint applicants, guarantors, donors of gifted deposits or beneficiaries

·       Records of our communications with you, including emails, messages and notes of calls and video meetings

·       Complaint information if you raise a concern with us

We collect this information directly from you at the start of our relationship and during it. We may also collect information about you from:

·       Credit reference and fraud prevention agencies, including sanctions and politically exposed person checks, to verify your identity and financial standing

·       Lenders and product providers you apply to through us

·       Your accountant, solicitor, employer or other professional adviser, with your agreement

·       Publicly available sources such as Companies House and the Land Registry

·       Regulatory bodies such as the Financial Conduct Authority

Where we provide services to a company, limited liability partnership or trust, we may collect personal information about its directors, shareholders, members, beneficial owners, settlors, trustees and beneficiaries.

Data retention

We keep your personal information only as long as is necessary for the purpose for which it was collected, or for as long as we are required to by law or by our regulator. Mortgage advice records are kept for the period required by the Financial Conduct Authority so that we can deal with any future query or complaint about the advice we gave. When information is no longer required it is securely deleted.

Special category data and criminal conviction data

We may need to collect more sensitive personal data, known as special category data, such as information about your health, where it is relevant to the advice we give or to the support you need from us. We will explain what we need and why. We process this data either on the basis of substantial public interest, as permitted by data protection law for insurance and financial advice purposes, or with your explicit consent.

Lenders may ask whether you have any criminal convictions. Where this is required we will explain what is needed and process the information on the basis of substantial public interest.

Credit searches

So that we can research and arrange your mortgage, we approach lenders on your behalf and share your information with them. Lenders and credit reference agencies may carry out credit searches as part of this process. Initial checks are usually soft searches, which are not visible to other lenders and do not affect your credit rating. When an application is submitted the lender will normally carry out a hard search, which is recorded on your credit file and may affect your credit score. Your agreement to our Terms of Business is your consent to both types of search.

Cookies and similar technologies

Our website uses cookies and similar technologies, which are small text files placed on your device. They are used to make the website work, to measure how it is used and, where you allow them, to support our marketing. You can choose to accept or decline non-essential cookies using the cookie banner when you first visit, and you can delete cookies at any time through your browser settings. Declining some cookies may affect how parts of the website work.

How we use your personal information

We process your information to provide our service to you and to manage our relationship with you. This includes:

·       Assessing and processing your enquiry and application for our services

·       Researching the mortgage market, making a recommendation and preparing your suitability report

·       Submitting applications to lenders on your behalf and managing them through to completion

·       Recording any additional needs or adjustments you have told us about so that we can support you properly

·       Managing complaints and queries

·       Keeping records of our advice so that we can deal with any future query or complaint

We process your information to comply with legal and regulatory requirements. This includes:

·       Verifying your identity and address

·       Detecting and preventing fraud, money laundering, terrorist financing, bribery and other financial crime

·       Meeting our record keeping and reporting obligations to the Financial Conduct Authority

·       Meeting our data protection obligations

We process your information for our legitimate business purposes. These include:

·       Providing service messages that are relevant to our relationship with you

·       Sending you marketing communications you have opted into, or which relate to services similar to those you already receive from us

·       Contacting you when the initial term on your mortgage is due to end, so that we can review your options with you

·       Training, quality assurance and file review, which may be carried out by our external compliance consultant

·       Maintaining the security of our systems

·       Obtaining and managing our own professional indemnity insurance

·       Keeping accounting and tax records

We may also process your personal data as part of a sale or restructuring of our business. If this happens you will be told about any change to the data controller.

You have the right to object to us processing your personal information for some of the business purposes listed above. If you do, this may affect our ability to provide some or all of our services to you.

Automated decision making

We do not make decisions about you using automated decision making alone. Lenders may use automated tools, including credit scoring, when they assess your application. Any such decision is made by the lender, and the lender’s own privacy notice will explain how it works and your rights in relation to it.

Lawful basis

We process your personal data under the following lawful bases:

·       Performance of a contract, to provide the service you have asked for

·       Compliance with a legal obligation, including our regulatory duties

·       Legitimate interests, for the business purposes described above

·       Substantial public interest, for special category and criminal conviction data where the law allows

·       Consent, where we have asked for it, for example for certain marketing

Who we share your information with and why

We share your information with trusted third parties who help us provide our services to you, and with other organisations where required by law, court order or regulation. These include:

·       Lenders and product providers you apply to through us, so that they can assess and process your application

·       Our mortgage club and sourcing systems, through which applications are submitted and products researched

·       Credit reference, identity verification and fraud prevention agencies, so that we can verify who you are and meet our financial crime obligations

·       Our external compliance consultant, who reviews client files to check the quality of our advice

·       Our protection referral partner, where you have asked us to pass your details on for life, critical illness, income protection or general insurance advice

·       Specialist brokers, where we refer you for a product we do not advise on, with your agreement

·       Solicitors, conveyancers, valuers, surveyors, accountants and other professionals involved in your transaction

·       Our professional indemnity insurer, where a claim or complaint arises

·       Our accountants, legal advisers and auditors

·       Information technology and information security providers who host and support our client records, documents and communications

·       Regulatory and statutory bodies, including the Financial Conduct Authority, the Information Commissioner’s Office, the Financial Ombudsman Service and HM Revenue and Customs

·       The police and fraud prevention agencies, to prevent and detect crime

·       Any successor to all or part of our business, in the event of a sale, merger or change of control

We do not sell your personal data and we do not share it with third parties for their own marketing. If you would like further information about the specific organisations we share data with, please contact us using the details in the “How to contact us” section.

How we keep your information secure

We are committed to keeping the personal information we hold confidential and secure. Client records and documents are stored in secure, access controlled systems. We review our security controls and related policies regularly.

When we contract with third parties, we impose appropriate security, privacy and confidentiality obligations on them to keep personal information secure and to prevent unauthorised or accidental access, processing, copying, modification, erasure, loss or use.

Where a service provider stores or processes data outside the United Kingdom, we use providers in countries with an adequate level of protection, or we put in place the safeguards required by UK data protection law, such as the UK International Data Transfer Agreement.

Because many of our clients live and work overseas, we may communicate with you by email, video call or messaging while you are outside the United Kingdom. Your data remains protected by this notice wherever you are.

How to manage your marketing permissions

We send marketing communications about our own services either where you have opted in, or under the “soft opt-in” rule permitted by UK law, which allows us to tell existing clients about services similar to those they already receive from us.

You can opt out at any time by using the unsubscribe link in any electronic marketing message, or by contacting us using the details below. Opting out of marketing does not stop us sending you service messages about your mortgage.

How to contact us

If you have questions about this notice, need further information about how we handle your personal data, or wish to raise a concern about how we have handled it, please contact Matthew Moffat, Director, Sandsea Capital Ltd, trading as Mortgage One.

Email: enquiry@mortgageonefinance.co.uk

Tel: 01202 155992

Post: Sandsea Capital Ltd, 555-557 Cranbrook Road, Gants Hill, Ilford, Essex IG2 6HE

Email is the quickest way to reach us. Written correspondence will take longer.

How to complain

If you are not satisfied with our response you can complain to the regulator for data protection in the UK: The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Tel: 0303 123 1113. Website: www.ico.org.uk/concerns.

Privacy Notice version 1.0, 22 January 2027.