This policy explains how Adviser Portals Ltd handles personal information when you visit our website, contact us, place an order, use our platform or interact with a website that we host for a customer.
1. Who we are
Adviser Portals Ltd is registered in England and Wales under company number 04956110. Our registered office is 82 Reddish Road, Reddish, Stockport, Cheshire, SK5 7QU.
We are the controller for information used to operate our own website, accounts, orders, billing, support and business relationships. Where you submit information through a financial advice firm's website, that firm is usually the controller and we process the information on its behalf. In that situation, contact the firm first about how it uses your information.
2. Information we collect
- contact and identity details, such as your name, email address, telephone number and work address;
- business, regulatory, account and website configuration information;
- orders, subscription details, billing status and payment-provider references;
- support requests, correspondence, meeting notes and service history;
- information submitted through enquiry and other website forms;
- technical and security information, including device type, request data and system logs; and
- first-party cookieless analytics such as pages viewed, referrer domain, campaign source and clicks on contact links.
Direct Debit details are entered into GoCardless's secure service. We receive the references and status information needed to administer billing, rather than your complete bank account details.
Google Search Console information
When we connect a customer's website to Google Search Console, we receive and store its website property address, verification codes, connection status and verification and sitemap submission records.
Where search reporting or optimisation features are provided, we may also retrieve information Google makes available about that website, such as search terms, landing pages, clicks, impressions, click-through rates and average search positions. Search Console does not provide us with a list of named visitors or their Google account details.
The managed connection uses an Adviser Portals Google account. Customers do not need to provide their Google password.
3. Why we use information
| Purpose | Usual legal basis |
|---|---|
| Responding to enquiries and preparing an order | Legitimate interests and steps requested before a contract |
| Providing accounts, websites, support and billing | Performance of a contract and legitimate interests |
| Protecting services, preventing misuse and diagnosing faults | Legitimate interests and legal obligations |
| Measuring and improving our website and platform | Legitimate interests, using privacy-conscious cookieless analytics |
| Sending optional marketing communications | Consent or legitimate interests, where the law permits |
| Maintaining tax, company and regulatory records | Legal obligations and legitimate interests |
We use Search Console information to establish and maintain website verification, submit sitemaps, diagnose connection or search-related issues and provide reporting or optimisation services included in the customer's package.
Where this involves personal information that we process as a controller, we rely on our legitimate interests in operating and supporting the managed website service, subject to the individual's rights and interests. Where we process personal information on a customer's behalf, we act under the customer's instructions and our applicable data-processing agreement.
4. Who receives information
We only share information where it is reasonably necessary. Recipients may include:
- the customer adviser firm responsible for a website or form submission;
- GoCardless and other suppliers supporting payments, hosting, storage, security, email, communications or customer support;
- professional advisers, auditors and insurers;
- networks or compliance teams where the customer has authorised their oversight; and
- courts, regulators, law-enforcement bodies or other authorities where disclosure is required.
We exchange website verification, property and sitemap information with Google to operate the Search Console connection. Relevant information may be accessed by authorised Adviser Portals staff and service providers where necessary to deliver and support the service. We do not disclose one customer's identifiable Search Console information to another customer.
Google operates Search Console under its own applicable terms and Privacy Policy.
We do not sell personal information.
5. International transfers
Some suppliers may process information outside the United Kingdom. Where this happens, we use an applicable adequacy regulation, approved contractual safeguards or another lawful transfer mechanism and assess the protections available.
6. How long we keep information
- Contract, account and billing records are generally kept for up to six years after the relationship ends where needed for legal, tax or dispute purposes.
- Unconverted enquiry and prospect records are normally kept for no longer than 24 months unless there is an ongoing relationship or another reason to retain them.
- Raw website analytics events are normally kept for 60 days. Aggregated reporting data may be kept for up to 24 months.
- Information submitted through a customer's website is kept according to that customer's instructions, our contract and applicable law.
We retain Search Console connection and submission records while needed to operate and support the service. After the service ends, we retain only records reasonably required for contractual, security, legal or dispute purposes, in accordance with the retention periods above. Any future storage of search-performance history will have a defined retention period, disclosed before collection begins.
We may keep information for longer where a legal hold, complaint, investigation or statutory obligation requires it.
7. Security
We use appropriate technical and organisational measures to protect information, including access controls, encrypted connections, monitoring, backups and supplier review. No internet service can guarantee absolute security, so please tell us promptly if you believe an account or communication has been compromised.
8. Your rights
Depending on the circumstances, you may have rights to access, correct, erase or restrict personal information, receive certain information in a portable format, object to processing, and withdraw consent. These rights are not absolute and may be limited by law.
To exercise a right concerning an Adviser Portals account or our own marketing, email [email protected]. For information submitted to an adviser firm's website, contact that firm first.
9. Marketing and automated decisions
You can opt out of marketing at any time by using the unsubscribe option in a message or contacting us. We do not use personal information to make solely automated decisions that produce legal or similarly significant effects.
10. Children
Our services are intended for businesses and adults. They are not directed at children under 16, and we do not knowingly collect children's information through our own marketing website.
11. Complaints
Please contact us first so we can investigate. You also have the right to complain to the Information Commissioner's Office, the UK data protection regulator.
12. Changes and contact
We may update this policy when our services, suppliers or legal obligations change. The latest version will be published here.
Contact [email protected] or write to Adviser Portals Ltd, 82 Reddish Road, Reddish, Stockport, Cheshire, SK5 7QU.