Privacy Policy

This Privacy Notice explains how we collect, use, and safeguard your personal information. It is intended to be read alongside your Terms of Business, Client Services Agreement, or Letter of Engagement with us. It outlines how we collect, store, and manage your personal data in accordance with the UK General Data Protection Regulation (UK GDPR).

What information do we collect about you?

We collect information about you (or your employees) when you engage us for employee benefits or financial planning services. This information is primarily provided directly by you, but may also be obtained from third parties, such as policy providers. We may also collect information when you complete client surveys or provide feedback.

This data typically relates to personal and financial circumstances and may include special category data (e.g. health information), where necessary to deliver our services.

We may collect personal data directly from you or indirectly from introducers, employers, or business partners. Additional sources may include:

  • Former advisers or benefit providers
  • Insurers
  • Background check or identity verification agencies
  • Credit reference agencies
  • Companies House

We may also take photographs at events and seminars, which could be used for marketing purposes.

Your information is stored electronically in our back-office system and cloud storage. Any necessary original documents are stored securely and shredded once no longer required.

When you access our website, cookies may store login and display preferences. Cookies for login persist for two days (or two weeks if “Remember Me” is selected). Screen preference cookies last one year. You’ll be asked to accept or reject cookies before continuing to use our website.

Information about connected individuals

We may need to collect personal data about your close family members or dependants to deliver our services effectively. It is your responsibility to ensure you have obtained their consent before sharing their data with us. We can provide a copy of this privacy notice for you to pass to them.

Why do we need to collect and use your personal data?

The primary lawful basis for processing your data is to perform our contract with you. Your personal data is essential for us to provide the services you require and to fulfil legal and regulatory obligations.

When special category data is required (e.g. health information), we will obtain your explicit consent. We only collect and use such data when:

  • Required by law or regulation
  • Necessary to fulfil our contract with you or your employer
  • Permitted by professional guidelines

How will we use your information?

We use your personal data to provide the services for which you have engaged us. This data may be stored in paper form or electronically.

Who might we share your information with?

Your data may be shared internally and with third parties where necessary, including:

  • IT and cloud service providers
  • Compliance, accountancy, and legal advisers
  • Insurance and investment companies
  • HMRC
  • Product and platform providers

We do not share your data for marketing purposes with third parties.

Third parties processing your data will do so under written agreements, with confidentiality obligations and security safeguards in place. Where sensitive data (e.g. health information) is shared, we use secure methods such as encryption or secure postal services.

To meet anti-money laundering and fraud prevention obligations, we may share your information with identity verification providers.

Job applicants

Any personal data submitted to EBCam Ltd for employment purposes will be processed to assess your suitability for a role. Your data will be:

  • Stored securely
  • Shared only with recruitment staff within the organisation
  • Retained for 12 months if your application is unsuccessful
  • Transferred to personnel records if your application is successful

We may use third-party (including cloud-based) HR systems for recruitment processing.

How long do we retain your information?

We retain personal data only as long as necessary to deliver our services or comply with legal obligations. Our retention periods include:

  • 3 years for insurance business
  • 5 years for investment business
  • Indefinitely for pension transfers and opt-out business

We may retain data beyond these periods to defend against potential future claims. You may request deletion of your personal data, subject to regulatory and legitimate interest limitations.

How do we protect your personal data?

We maintain strict security measures to protect your data against loss, unauthorised access, or disclosure. These include:

  • Internal policies, procedures, and access controls
  • Contractual obligations with third parties and data processors
  • Secure data transfer methods
  • Breach response procedures, including notification of the ICO and affected individuals when required

Your rights

You have the right to:

  • Request a copy of the personal data we hold about you
  • Request correction or deletion of your data
  • Request restriction or objection to processing
  • Request data portability (where data is processed by automated means)

Please contact us using the details below for any such requests.

Marketing

We may send you information about our services, if you have explicitly agreed to receive such communications. 

If we believe that you have a legitimate interest in a topic or service, we may send you information which we believe is relevant and proportionate. 

You can opt out at any time by contacting us via post, telephone, or email.

Cookies

We may use cookies to understand website usage and improve your experience. You can control or disable cookies via your browser settings.

For more details, visit www.allaboutcookies.org

Other websites

Our website may contain links to external websites. This privacy policy applies only to our website, and we recommend reviewing the privacy notices of any external sites you visit.

Complaints

If you are unhappy with how we process your personal data, you have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113

Changes to this Privacy Policy

We review our privacy policy regularly and will update it on our website. This version was last updated on 1 January 2023.

Contact us

Please contact us if you have questions about this policy or your personal data:

Email: info@ebcam.co.uk
Telephone: 01223 297060
Post: EBCam Ltd, Unit 6, Fornham Business Park, The Drift, Fornham St Martin, Bury St Edmunds, Suffolk, IP31 1SL

Company Info:
EBCam Ltd is a company registered in England and Wales (No. 12213878)
Registered Office: St John’s Innovation Centre, Cowley Road, Cambridge CB4 0WS
Authorised and regulated by the Financial Conduct Authority (FCA No. 921376)
Note: The FCA does not regulate all products or services provided by EBCam Ltd.

5    Revised_Privacy_Policy_EBCam April 2025