We observe the highest standards of practice in all our activities and we are committed to protecting all the personal information we collect whether through our website, in person, over the telephone or in any application form you submit to us.
We will treat all your personal information as private and confidential. None of the personal information you provide to us, in any form, will be disclosed to anyone other than as permitted by law or as described below.
We collect, use and are responsible for certain personal information about you. When we do so we are subject to the General Data Protection Regulation, which applies across the European Union (including in the United Kingdom) and any other applicable data protection laws in the United Kingdom. We are responsible for your personal information as ‘controller’ of that personal information for the purposes of those laws.
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.
Any reference to “we” or “us” means Ultimate Finance Group Limited with company registration number 04350565 and its registered office at First Floor, Equinox North, Great Park Road, Bradley Stoke, Bristol BS32 4QL and its subsidiaries which include:
We collect and process different kinds of personal information about individuals including: the directors/members at our clients or prospective clients, clients who may be sole traders or partners of a partnership; our clients or prospective clients’ employees, customers and suppliers; and candidates who apply for a job with us, which we have grouped together as follows:
We do not usually collect any Special Categories of personal information, such as information about your health, political beliefs or sexual orientation. We will notify you at the point of collection if we do need any Special Categories of personal information.
We may only process information relating to criminal convictions or criminal records where the law allows us to do so. This will usually be where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else’s interests) and you are not capable of giving your consent or where the information is publicly available. We do not conduct DBS checks, however, as part of our pre lending process we do carry out searches with agencies such as Experian and Lexis Nexis to establish creditworthiness and to detect fraud. Such searches may reveal some publicly available information about criminal records or convictions.
If you do not provide the personal information we request
Where we need to collect personal information by law or under the terms of a contract we have with you and you fail to provide that personal information when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with one of our products). In this case, we may have to cancel a product you have with us but we will notify you at the time if this is the case.
We collect information about you in a number of ways including through:
Under data protection laws we can only use your personal information if we have a proper legal basis for doing so. Most commonly we will use your personal information in the following circumstances:
Where we are relying on consent as the legal basis for processing your personal information you have the right to withdraw consent at any time by contacting us at UFG-DataProtection-Mailbox@ultimatefinance.co.uk.
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own fundamental rights and interests.
Purposes for which we will use your personal information
We may use the personal information held about you for various purposes and which of the legal bases we rely on to do so are set out in the following table:
Type of data
Lawful basis for processing including basis of legitimate interest
To sign you up as a new customer either online, in person or over the phone
Performance of a contract with you
To process any service requested by you, deliver a product or service to you and perform any obligations we have in relation to those products or services:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(c) Consider suitable repayment options
(e) Marketing and Communications
(f) Special Category
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to manage our business including to recover debts due to us)
(d) What is in the substantial public interest
To manage our relationship with you which will include:
(b) To carry out compliance checks such as KYC checks using passports, other ID documents and online tools
(c) Asking you to leave a review, provide feedback or take a survey in relation to our products or those of third parties
(c) To provide you with information, products or services that you request from us
(d) Marketing and Communications
(e) Special Category
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To assess your suitability for a role with us and to ensure you are legally entitled to work in the UK
(c) Employment & Education
To administer and protect our business (including complying with our legal obligation to prevent money laundering, fraud and other criminal or illegal activity) and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(c) What is in the substantial public interest
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you
Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you
Necessary for our legitimate interests (to develop our products/services and grow our business)
Assess risk and carry out credit scoring
(c) Necessary for our legitimate interests (to ensure we our only lending money to customers who are able to repay it)
Prevent financial crime and the funding of terrorism
(a) Necessary to comply with a legal obligation
(b) Necessary for our legitimate interests (to avoid losses caused by financial crime)
If we or a fraud prevention agency determine that you pose a fraud or money laundering risk we may refuse to provide the services or financing you have requested, or to employ you, or we may stop providing existing services to you.
We strive to provide you with choices regarding certain personal information uses, particularly around marketing and advertising.
Marketing from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased products from us and, in each case, you have not opted out of receiving that marketing.
We do not share your personal information with any company outside the Ultimate Finance Group for marketing purposes but if we decide to do so in the future we will get your express opt-in consent.
If you do not want to receive marketing communications from us please submit a request to unsubscribe by (a) emailing email@example.com or (b) clicking on the unsubscribe link in the next marketing email you receive from us. Once you unsubscribe you will not receive any further marketing communications from us. You will continue to receive communications from us via email if it relates directly to a service or product we provide to you.
We may disclose your information to the following third parties:
We use Experian as our preferred credit reference agency. They have prepared a Credit Reference Agency Information Notice which explains how they obtain, process and share personal data about consumers and businesses. You can find a copy of their CRAIN notice here: https://www.experian.co.uk/legal/crain/
Please note that credit reference or fraud prevention agencies may transfer your personal data outside of the EEA. If they do, they impose contractual obligations on the recipients of that data to protect your personal data to the standard required in the EEA. They may also require the recipient to subscribe to ‘international frameworks’ intended to enable secure data sharing.
the British Business Bank plc, any affiliate of the British Business Bank plc and any of their advisers, agents or contractors including professional advisers and consultants, auditors and advisers carrying our due diligence; processing agents, fund managers, delivery partners and companies providing services to the British Business Bank and its affiliates; and Government departments and Devolved Administrations (including but not limited to the National Audit Office, Office for National Statistics, HM Treasury and the Department for Business, Energy and Industrial Strategy) and other politicians or government members (i.e. ministers).
We may transfer your personal information abroad to other countries outside of the UK. If we so do we will ensure that a similar degree of protection is afforded to your information by ensuring at least one of the following safeguards is implemented:
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal information, or request that we transfer a copy of your personal information to another party, please contact UFG-DataProtection-Mailbox@ultimatefinance.co.uk.
No fee usually required
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact UFG-DataProtection-Mailbox@ultimatefinance.co.uk. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
We have put in place measures to protect the security of your information. Details of these measures are available upon request.
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available in our retention schedule which is available from UFG-DataProtection-Mailbox@ultimatefinance.co.uk. To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer a customer we will retain and securely destroy your personal information in accordance with our data retention policy.
Fraud prevention agencies can hold your personal data for different periods of time, and if you are considered to pose a fraud or money laundering risk, your data can be held for up to 6 years.
If you send us your CV but your application is unsuccessful you consent to us keeping a copy of it in our records for 6 months so that we can consider you should another role become available which we feel may be suitable for you. Your CV will be permanently deleted after 6 months. If you would rather we did not do this please do let us know when you submit your CV to us.
You also have the right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner’s Office whose contact details can be found on the website: https://ico.org.uk.
If you would like to talk to us about any funding needs, call us on 0800 121 7757, register as an Introducer or request a quote for your business today