Customers of our financial services clients privacy notice

Who we are

TLT LLP is a law firm and limited liability partnership registered in England under number OC308658 and regulated by the Solicitors Regulation Authority under number 406297. Our registered office is 1 Redcliff Street, Bristol, BS1 6TP. We are registered with the Regulator, the Information Commissioner’s Officer (“ICO”) under the registration number Z5378293.

TLT (NI) LLP is a law firm and limited liability partnership registered in Northern Ireland under number NC000856 and regulated by the Law Society of Northern Ireland. Its registered office is River House, 48-60 High St, Belfast, BT1 2BE. We are registered with the Regulator, the Information Commissioner’s Officer (“ICO”) under the registration number Z3336501.

Both TLT LLP and TLT NI LLP are data controllers pursuant to the UK General Data Protection Regulation (“GDPR”) and Data Protection Act (“DPA”) 2018 and operate under the TLT brand and are collectively known as ("TLT") and may share data between themselves when providing services.

This means that as an organisation we can (either on our own or jointly with our clients) decide the purposes for which, and the manner in which, personal data is processed. 

Please read the following notice carefully in conjunction with our primary ‘Privacy Notice’ to understand why your data is being processed, and what we do with that data once it is in our possession.

Contact details of our DPO

TLT has appointed a Data Protection Officer (“DPO”) pursuant to Data Protection Legislation. You can contact our DPO by writing ‘For the attention’ of Data Protection Officer, TLT LLP, 1 Redcliff Street, Bristol, BS1 6TP and you can email GDPR@tlt.com.

If you wish to speak directly with the DPO, you can telephone on 0333 006 0778

Why we are processing your information

"Personal information" is information that can be used to identify you or that is about you.

Your personal data is being processed to enable us to provide legal advice to our client and may also be used in legal proceedings to establish, exercise or defend legal rights on behalf of our client following their instructions to seek the services of a professional law firm. 

We are allowed to use your information because it is in the legitimate interests of our client under the terms and conditions of your mortgage and/ or loan and/or other finance agreement and/or guarantee and/or other security document to do so. We also have to use your personal data to comply with our own legal and regulatory obligations in accordance with Data Protection Legislation, whilst applying appropriate safeguards that protect your privacy

What type of information will we collect about you

At TLT we take privacy seriously and will only use your personal information to assist our clients in administering the mortgage and/ or loan and/or other finance agreement and/or guarantee and/or other security document, carry out any obligations arising from the mortgage and/ or loan and/or other finance agreement and/or guarantee and/or other security document between you and our client, and provide related legal services to our client. 

The information we collect about you will depend on the circumstances of the particular matter, but typically will include the following:

• your contact details (name, address, date of birth, email address) and
• financial details (income and expenditure, mortgage payment history).

In order to exercise our client's rights, we may also need to process information which is very sensitive in nature, such as your health related details. We may ask for information about your health for the purpose of identifying and being considerate of any disabilities or identifying you as a vulnerable customer. We ensure that the personal information we hold is secured by appropriate technical and organisational security measures.

Voice recordings

We voice record certain customer interactions when they relate to discussions around customer arrears typically related to you.  Any voice recording of telephone conversations will be held, for regulatory and monitoring purposes, for a period of three years after the call has taken place.

We may issue you with a telephone note summarising our discussion with you when you ask us for recordings of telephone calls.

Who will your information be shared with

Information about you may be passed to us by third parties in the course of providing our legal services.  Typically, these sources include financial institutions (our client), other parties involved in the legal proceedings (for example where you have instructed a solicitor) and government bodies (such as HM Land Registry). 

We may also need to share your information with selected people or organisations when required to do so in the course of progressing the legal matter, or where we are obliged by law.  This will include making disclosures to Court, other individuals that may be occupying your property, and legal counsel or other agents or professional experts we use to obtain advice or assistance in the matter. 

If you or another party to the litigation is based outside of the UK, it may be necessary to make a cross-border transfer of personal data. We will always ensure that any information shared or disclosed is undertaken pursuant to the requirement for third parties to respect the security of personal data and to treat it in accordance with data Protection Legislation.

Automated decision making

We do not use your information for automated decision making. This means that no decisions will be made about the processing of your information solely by automatic means, where no humans are involved in the decision making process.

Measures when transferring your data to other countries

There may be occasions where we need to send your data outside the UK .  This would cover situations where we need to deal with international aspects of our clients matter, and instruct overseas organisations or counsel or experts to assist.  For example, when you are residing in another country, and we need to serve you with Court papers.  We will not need to seek your consent in these circumstances as there is a legal need to transfer the information.  

How long will we keep your information

We will only retain your personal information for as long as necessary to carry out the legal work, establish or defend legal actions that could be made against us or our client, and to comply with obligations under the law.  For example, should the mortgage and/ or loan and/or other finance agreement and/or guarantee and/or other security document payments be defaulted on in the future, and we are re-instructed by our client, we may use information that was passed to us at the start of our involvement. 

How can you access and update your information

You have a right to request a copy of the personal information we hold about you, known as a data subject access request.  You also have the right to request that information we hold about you which may be incorrect, or which has been changed since you first told us, is updated or removed.  These requests are free of charge and can be sent to the Data Protection Officer, TLT LLP, 1 Redcliff Street, Bristol, BS1 6TP, or to GDPR@tlt.com. 

Complaints about the use of your information

If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by writing to our data protection officer, TLT LLP, 1 Redcliff Street, Bristol, BS1 6TP, or emailing GDPR@tlt.com. 

Due to the nature of the services that we provide in most cases we are likely to be able to continue to hold and process information for the limited purposes explained in the notice even when objections are raised.  If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the UK  regulator, the Information Commissioner’s Office.  Further details can be found at www.ico.org.uk or 0303 123 1113.