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Who we are

White Oak Financial Planning Ltd is an Appointed Representative of Blackstone Moregate Limited. White Oak Financial Planning Ltd is registered in England and Wales (Company Number: 10768069). Our registered office is Regus House, Herons Way, Chester Business Park, Chester, CH4 9QR. White Oak Financial Planning Ltd is authorised and regulated by the Financial Conduct Authority (FCA Registration Number: 782396).

What information do we collect about you?

We collect information about you when you engage us for financial planning, financial advice, mortgage advice, or investment management services. This information will relate to your personal and financial circumstances. It may also include special categories of personal data, such as data about your health, where necessary for the provision of our services.

We may also collect information when you voluntarily complete client surveys or provide feedback to us. Information relating to usage of our website is collected using cookies.

Why do we need to collect and use your personal data?

We must have a lawful basis to process your personal data. Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

• We have a contractual obligation: This is the primary legal basis that we intend to use for processing your data. The personal information that we collect about you is essential for us to be able to effectively carry out the services that we have agreed to deliver to you.

• We have a legal obligation: Sometimes, collecting personal data is needed to meet our legal and regulatory obligations. For example, UK anti-money laundering legislation may require us to collect personal information to verify your identity.

• We will obtain your consent: Special category data, such as that relating to health matters, is often required to provide our services. When this is required, we’ll obtain your explicit consent to collect and process this information. From time to time, we may wish to contact you to offer additional products or services which may be of interest to you. To do this, we will obtain your consent. You may withdraw your consent at any time by notifying us at our main business address.

• We have a legitimate interest: We rely on legitimate interest to retain relevant data for the purposes of assessing the appropriateness of our services, defending future complaints, and meeting our Professional Indemnity Insurer’s expectations.

How will we use the information about you?

We collect information about you to provide you with the services for which you engage us.

Who might we share your information with?

If you agree, we may email you about other products or services that we think may be of interest to you. We won't share your information for marketing purposes with companies outside our group of companies.

To deliver our services to you effectively, we may send your details to third parties such as our Principal firm (Blackstone Moregate Limited) for compliance oversight, those that we engage for professional compliance, accountancy, or legal services, as well as product and platform providers that we use to arrange financial products for you.

Where third parties are involved in processing your data, we will have a contract in place with them to ensure that the nature and purpose of the processing is clear, that they are subject to a duty of confidence in processing your data, and that they'll only act in accordance with our written instructions.

Where it’s necessary for your personal data to be forwarded to a third party, we’ll use appropriate security measures to protect your personal data in transit. This could be by sending a secure encrypted link to our file, by sending information via secure portals, by applying passwords to documents, or by encryption of data. Where our service providers or support contractors access data outside the UK, we ensure appropriate statutory safeguards—such as UK International Data Transfer Agreements—are in place to protect your information.

How long do we keep hold of your information?

During our relationship with you, we will retain personal data which is necessary to provide services to you. We are subject to regulatory requirements to retain your data for specified minimum periods (e.g. five years for investment business, three years for mortgage business, and indefinitely for pension transfers and opt-outs). We reserve the right to retain data for longer where we believe it is in our legitimate interests to do so. In any case, we will not keep your personal data for longer than 7 years after our relationship with you has ended, subject to regulatory retention restrictions.

What can you do if you are unhappy with how your personal data is processed?

You have the right to lodge a complaint with the supervisory authority for data protection in the UK:

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

How to contact us

If you have any questions about our privacy policy or information we hold about you, please contact:

Tom Wilcox-Jones

White Oak Financial Planning Ltd

Regus House, Herons Way

Chester Business Park

Chester, CH4 9QR