Privacy Policy

Effective date: 18/12/2023

Ultralets ("us", "we", or "our") operates the www.ultralets.co.uk website (the "Service").

Making sure personal data is secure and properly dealt with is of paramount importance in our dealings with you. It is therefore important you understand what information we will take, why we need it, and how we will process your details. This page informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service and the choices you have associated with that data.

We use your data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this policy. 

Definitions

Personal Data

Personal Data means data about an individual who can be identified from that data (or from other information either in our possession or likely to come into our possession).

Usage Data

Usage Data is data collected automatically either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

Cookies

Cookies are small pieces of data stored on a User's device.

Data Controller

The Data Controller is the person or people who determine the purposes for which and the manner in which any personal data is processed. For the purpose of this Privacy Policy, we are a Data Controller of your data.

Who is the Data Controller?

Name Synergy Forward Limited
Address

Block A, Unit 7B

Flemingate

Beverley

HU17 0NQ

Telephone 01482 562 562
Email dataprotection@synergyforward.co.uk
Data Controller Registration No. Z3486056

Data Processor

Data Processor means any person who processes the data on behalf of the Data Controller.

We may use the services of various Service Providers in order to process your data more effectively.

Data Subject

A Data Subject is any individual who is the subject of Personal Data.

User

The User is the individual using our Service.

Information collection and use

We collect several different types of information for various purposes to provide and improve our Service to you.

Types of data collected

What data will you ask me for?

In order to fully understand your financial needs and be able to give good advice, we need to obtain information about you, your family, your personal circumstances, and your preferences.  Some of the information will be private and may be sensitive, such as details of your income and expenditure, health, debts and credit commitments, legal proceedings and adverse credit. Much of the information you provide will need to be passed on to the companies whose products you apply for.

Do I have to provide my personal data?

In order for us to be able to give you suitable advice, we need you to provide all the information we ask for as openly and honestly as possible. If you prefer not to disclose some information, please tell us that you prefer not to disclose it and we will assess whether this will alter or impede the work we are doing for you.

Personal Data

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you ("Personal Data"). 

Personally identifiable information may include, but is not limited to:

  • Email address
  • First name and last name
  • Contact number
  • Address
  • Social media profile (Facebook live chat)
  • Application form details 
  • Investor portal sign ups
  • Repair reporting system details
  • Rental payment details
  • Landlord sign ups 
  • Arrange a viewing details

We may use your Personal Data to contact you with newsletters, marketing or promotional materials and other information that may be of interest to you. You may opt-out of receiving any, or all, of these communications from us by following the unsubscribe link or instructions provided in any email we send or by contacting us.

Cookie Policy

You can view our cookie policy here.

How will you use my data?

The primary reason we will use your data is to allow us to do the job you’ve asked us to do. Specifically, we will use your data to:

  • Assess and provide advice to meet your needs and circumstances;
  • Introduce you to a range of product and service providers in order to meet your requirements;
  • Administer cases and assist processing of applications;
  • Tell you about any changes to products and services we have arranged for you;
  • Inform you about products and services we think may be suitable for you (unless you ask us not to send you this information).

We may also process your information in order to meet our legal and regulatory requirements. These may include:

  • Complying with the regulations set out by the Financial Conduct Authority and other regulators as required;
  • Preventing financial crimes such as money laundering and fraud by passing your details to other relevant bodies such as the police and National Crime Agency where required.

We may also process your personal data for our own legitimate interests. Typically, these would be limited to:

  • Analysing our business for trends and research how we can improve our services to customers;
  • Reviewing the work we have carried out for you to ensure we have met the regulations and quality standards;
  • Ensuring we are able to exercise or defend legal challenges in the future.

HL Partnership Limited will use your data to monitor and assess our work to ensure we have provided a high standard of service and met our legal and regulatory commitments.

Ultralets uses the collected data for various purposes:

  • To provide and maintain our Service
  • To notify you about changes to our Service
  • To comply with legal obligations such as money laundering checks.
  • To allow you to participate in interactive features of our Service when you choose to do so
  • To provide customer support
  • To gather analysis or valuable information so that we can improve our Service
  • To monitor the usage of our Service
  • To detect, prevent and address technical issues
  • To provide you with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless you have opted not to receive such information.

How long we will store your data?

We will only keep your personal information as long as necessary. How long that is depends on the type of data and the nature of the work we have carried out. In most cases, your personal data will be stored for an indefinite period as we need to keep evidence that we have fulfilled our legal and regulatory requirements. We will also retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

We will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer time periods. 

Can I see a copy of my personal data?

Yes. Please write to our Data Controller (details below) and we will provide a copy of any personal data we hold about you within one calendar month of receiving your request. Please note that we may need to verify your identity before providing the information. There are some exemptions to the right of access, including but not limited to personal and employment references. These are collected in confidence and fall under the confidential references exemption.

What if my data is incorrect or incomplete?

You have the right to have your data corrected or completed by contacting our Data Controller in writing (details below). Please be aware that we need to maintain records of information as it was at the time of the advice or the transaction taking place.

Can I have my data erased?

If we have provided you with advice or processed a transaction on your behalf, we will not normally be able to erase your personal data. This is because we are obliged to maintain records of our advice and transactions to meet our regulatory requirements and in case we need to exercise or defend legal claims in future.

Transfer of data

Your information, including Personal Data, may be transferred to - and maintained on - computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those in your jurisdiction. Data could be transferred to Rightmove, Zoopla, Facebook, Mailchimp, Fixflo or other software partners for us to carry out our Service to you in the most effective way possible.

If you are located outside of the United Kingdom and choose to provide information to us, please note that we transfer the data, including Personal Data, to United Kingdom and process it there.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of your data and other personal information.

Disclosure of data

Disclosure for Law Enforcement

Under certain circumstances, we may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Legal Requirements

We may disclose your Personal Data in the good faith belief that such action is necessary to:

  • To comply with a legal obligation
  • To protect and defend the rights or property of Ultralets
  • To prevent or investigate possible wrongdoing in connection with the Service
  • To protect the personal safety of users of the Service or the public
  • To protect against legal liability

Security of data

The security of your data is important to us, but remember that no method of transmission over theiInternet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

Your rights

We aim to take reasonable steps to allow you to rectify, move, access, erase, object, restrict, or limit the use of your Personal Data.

If you wish to be informed what Personal Data we hold about you and if you want it to be removed from our systems, please contact us. Please note that we may ask you to verify your identity before responding to such requests.

Service Providers

We may employ third party companies and individuals to facilitate our Service ("Service Providers"), to provide the Service on our behalf, to perform Service-related services or to assist us in analysing how our Service is used.

These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

Analytics

We may use third-party Service Providers to monitor and analyse the use of our Service.

  • Google Analytics

    Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads of its own advertising network.
    You can opt-out of having made your activity on the Service available to Google Analytics by installing the Google Analytics opt-out browser add-on. The add-on prevents the Google Analytics JavaScript (ga.js, analytics.js, and dc.js) from sharing information with Google Analytics about visits activity.
    For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://policies.google.com/privacy?hl=en

Links to other sites

Our Service may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third-party's site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third-party sites or services.

Children's Privacy

Our Service does not address anyone under the age of 13 ("Children").

We do not knowingly collect personally identifiable information from anyone under the age of 13. If you are a parent or guardian and you are aware that your child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.

Changes to this privacy policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact us

If you have any questions about this Privacy Policy, wish to update your preferences or want to opt out, please contact us:

  • By email: hello@ultralets.co.uk
  • By phone number: 01482 562562
  • By mail: Block A, Unit 7B, Flemingate, Beverley, HU17 0NQ

How can I get more information?

If you would like further details on how we use your personal information or if you have any data protection queries, please write to:

The Data Protection Officer, HL Partnership Limited, 6 Merus Court, Meridian Business Park, Leicester, LE19 1RJ

Email: compliance@hlpartnership.co.uk

If you’d like to make a complaint about how we have handled your personal data…

…please write in the first instance to The Data Protection Officer at the above address.

 

If you are not satisfied with the Data Protection Officer’s response, you can make a complaint to:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113 (local rate) or 01625 545 745 (national rate)

Email through their website at: https://ico.org.uk/concerns/

Important notes on protecting your own Data

Please be aware of cybercrime and protect your information online, particularly financial information. Do not send unsecured personal information over the Internet. We recommend you use encryption software or provide any information to us using the online tools we provide.

Do not respond to emails asking you to pay money. Never make a payment purely in response to an email. Always call the company to validate any payment requests and check the phone number independently from the email (i.e. via a secure website). If you receive a phone call asking for payment ensure you are satisfied the call is genuine, or else call the company back to check. Ultralets, a trading style of Synergy Forward Limited, will not take responsibility if you transfer money to a fraudster in error.