Privacy notice

Privacy notice

Your privacy is very important to us. We promise to respect and protect your personal information and try to make sure that your details are accurate and kept up to date. This privacy notice sets out details of the information that we may collect from you and how we may use that information. Please take your time to read this privacy notice carefully. When using our website, this privacy notice should be read alongside the website terms and conditions.

This privacy notice is published by Intelliflo Ltd (Company No. 05206315) based: Intelliflo Ltd, Wellington House, 60-68 Wimbledon Hill Road, SW19 7PA

1. About Intelliflo

Intelliflo is a technology company that provides business management software to UK financial advice firms through its Intelligent Office (iO) software. Through iO, firms can access Intelliflo’s Personal Finance Portal and Automated Advice services, which enables them to offer online advice solutions to support the traditional, face-to-face advice model. iO is a cloud-based system which enables users to utilise it in a flexible, fluid way. Intelliflo’s open API technology enables developers to interact and build a business management system based upon iO in a liquid manner.

In this privacy notice references to 'we' or 'us' are relating to Intelliflo.

In order to provide our services, we will collect and use data about individuals. This means that we are a 'data controller' and we are responsible for complying with data protection laws.

We have appointed a data protection officer to oversee our handling of personal information. If you have any questions about how we collect, store or use your personal information, you may contact our data protection officer by emailing us at dataprotection@Intelliflo.com

2. Our processing of your personal information

You are being sent this privacy notice as you are are a supplier of services to Intelliflo or Intelliflo's customers. We process certain pieces of data about you so that we can use your services, help our customers use our services and communicate with you in relation to the services that you provide. This privacy notice may apply to:

• Intelliflo app store developers
• Employees of suppliers of Intelliflo
• Employees of partners of Intelliflo

Employees of services to Intelliflo or to Intelliflo's customers

This section will detail what personal information we collect about you so that we can use your services, help our customers use our services and communicate with you in relation to the services that you provide.

What personal information will we collect?

• Name
• Contact information
• Social media handles

What special categories of information will we collect?

• No special category data

How will we collect your personal information?

• We will be supplied your data either by yourself or from one of your colleagues, who has either signed up for an Intelliflo app store account or made contact with us in order to sell your products to us.

What will we use your personal information for?

We may process your information for a number of different purposes. For each purpose we must have a legal ground for such processing, we rely on legitimate interests for the following purposes:

• If you are a user of the Intelliflo developer platform we will be processing your data in order to manage your account(s) registered on our applications. We will also process your data in order to contact you, in relation to Intelliflo's developer focused products, for important notifications, feature releases and promotions.
• If you are an Intelliflo supplier or prospective supplier, we will be processing your data in order that we can contact you in order to do business with you.

Who will we share your personal information with?

As part of operation our business we will share your with the following third parties for the purposes set out above:

• If you are a supplier or app store developer we will share your details with companies like Microsoft's Office 365 in order to send you emails
• If you are a supplier we will share your details with companies like Salesforce or Netsuite in order to manage our relationship with you
• If you would like further information regarding the disclosures of your personal information, please see the 'Contact us' section below for our contact details
• If you choose to give a personal email address in your Intelligent Office tenant despite our recommendation in the developers documentation to not do this, this will be shared with other app store developers that could be anywhere in the world. We recommend you do not use a personal email address

3. How do we protect your personal information when sending it abroad?

Your personal data may be transferred to countries outside the UK or the European Economic Area, for example, to the United States. Where the level of protection of personal data in those countries has not been deemed adequate by the European Commission (or e.g. by relevant bodies or applicable laws in the UK), we put in place standard data protection clauses (adopted by the European Commission) or third parties engaged by us may rely on other transfer mechanisms (e.g. binding corporate rules) to provide appropriate safeguards to protect your personal data in accordance with applicable data protection laws. 

You can find a list of countries deemed by the European Commission as providing an adequate level of protection at https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection/adequacy-decisions_en.

You can obtain a copy of the standard data protection clauses at https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/model-contracts-transfer-personal-data-third-countries_en. 

If you would like further information regarding our data transfers and the steps we take to safeguard your personal information, please contact us using the details set out in the 'contact us' section.

4. What marketing activities do we carry out?

We may carry out Marketing activities like the below:

• Providing information to you around changes in the Financial Advice industry
• Informing you on our yearly conferences
• Providing information to you about Intelliflo services
• Providing updates on what you can do to get the best out of Intelliflo services
• Newsletters to advise you of what is going on with Intelliflo services and the wider industry
• Email marketing
• Social media marketing
• Telemarketing

You can opt out of direct marketing at anytime by clicking 'email preferences' at the bottom of a marketing email we send you.

5. How long do we keep personal information for?

Where we are storing information in email, our email retention policy is 7 years - so any information you send us via email would be deleted 7 years after you send it.

Intelliflo developer store accounts are stored for 3 years after you last login to your account and 3 years after our last customer ceases to use your product - this is so we can deal with any billing issues which may arise.

Information stored in Salesforce or Netsuite will be stored for 7 years from the point you stop doing business with us.

6. Your rights

It is important that you understand that at any point while we are in possession of, or processing, your personal data, you, the data subject, have the following rights that Intelliflo is fully committed to upholding:

Your rights include:

• The right to access your personal information

You have the right to request a copy of the information that we hold about you.

• The right to rectification

You have a right to correct data that we hold about you that is inaccurate or incomplete.

• The right to erasure

In certain circumstances you can ask for the data we hold about you to be erased from our records.

• The right to restriction of processing

You may object to your data being processed under legitimate interests by emailing dataprotection@Intelliflo.com - please note, this does not mean that Intelliflo has to cease processing as we may have an overriding legitimate interest to do so, despite such an objection.

• The right to data portability

You have the right to have data you supplied to us transferred to another organisation, in machine readable format.

• The right to object to marketing

You have the right to object to certain types of processing such as direct marketing.

• Rights relating to automated decision-making

You have the right to not have decisions made automatically about you, to be informed if they are made and to have an automated decision reconsidered.

• The right to withdraw consent

You have the right to withdraw consent if that is the legal basis we are processing your data on.

• The right to lodge a complaint with the ICO

You have the right to withdraw consent if that is the legal basis we are processing your data on. You have a right to complain to the Information Commissioner's Office if you believe that any use of your personal information by us is in breach of applicable data protection laws and/ or regulations. More information can be found on the Information Commissioner’s Office website: https://ico.org.uk

This will not affect any other legal rights or remedies that you have.

7. How we protect your information

Intelliflo is an ISO27001 certified firm, which means that we have Information Security Management Systems in place, a key control within that framework is our management and risk assessment of suppliers we use. All suppliers that may process your data are subject to rigorous review as part of our ISO27001 supplier management processes.

8. Contact us

You may contact our data protection officer if you have any questions about how we collect, store or use your personal information:

Data Protection Officer
Intelliflo Ltd
Wellington House
60-68 Wimbledon Hill Road
SW19 7PA
dataprotection@Intelliflo.com
0330 102 8402

9. Updates to this privacy notice

We may need to make changes to this privacy notice periodically, for example, as the result of government regulation, new technologies, or other developments in data protection laws or privacy generally.

Updates will periodically be posted on the companies website.

Page updated: 18 March 2020