020 8064 0019

Privacy Policy

Effective date: 27 October 2026 (previous version 5 August 2026)

While dealing with us we will ask you to provide detailed personal information relating to your circumstances, your financial situation and, in some cases, your health and family health history (“Your Information”). This notice explains what we do with Your Information, why we need it, who we may share it with, and the rights you have in relation to it.

1. Who we are

Your Financial Assurance Ltd is the data controller responsible for Your Information. We are a directly authorised mortgage and protection broker.

  • Company: Your Financial Assurance Ltd
  • Business address: Regus, Unit 2 Falcon Court, Falcon Way, Shire Park, Welwyn Garden City, Hertfordshire, AL7 1TW
  • Registered office: 19 The Avenue, Welwyn, AL6 0PW
  • Telephone: 020 8064 0019
  • Email: enquiries@y-fa.co.uk
  • FCA Firm Reference Number: 1052118
  • Registered in England & Wales, company number: 07545492
  • ICO registration number: ZA570189

2. What do we mean by “Your Information”?

Your Information means any information that describes or relates to you — whether it identifies you directly, such as your name, address or National Insurance number, or indirectly, such as your employment situation, health history, or other information that could be associated with your cultural or social identity.

In the context of our mortgage and insurance services, Your Information may include:

  • Identity details. Title, names, date of birth, gender, nationality, country of birth, immigration status and any visa details, how long you have lived in the UK, civil or marital status, contact details, addresses and identity documents.
  • Employment data. Employment and remuneration information including salary, bonuses, overtime, sick pay, benefits and employment history.
  • Financial background. Bank account details, tax information including any country of tax residence outside the UK, loans and credit commitments, personal credit history, sources of income and expenditure, family circumstances and dependants.
  • Medical details. Health status and history, details of treatment and prognosis, and medical reports. See section 3 below.
  • Product history. Details of any existing mortgage or insurance products and their terms and conditions.
  • Technical and usage data. Information collected automatically when you use our website, as described in section 12 below.

We ask about country of birth, nationality and how long you have lived in the UK because lenders and insurers set their own criteria on residency, and because we are required to record it in order to identify you under the Money Laundering Regulations 2017. It is never used to decide what advice we give you.

3. Special category data and criminal offence data

Where you ask us to assist with insurance needs — particularly life insurance, or insurance covering accident or illness — we may ask for information about your ethnic origin, health and medical history (“Your Special Data”). We record and use this to make enquiries of insurance providers and to advise you on the suitability of available products.

Where you have parental responsibility for children under 16, we may also record information about those children, including their special category data. Some insurance arrangements may involve disclosure of information about historic or current criminal convictions or offences, for example in relation to insurance underwriting, claims or fraud management.

We process this information on the basis that it is in the substantial public interest to enable us to provide insurance services, as permitted under the Data Protection Act 2018. This information must be freely exchangeable between insurance intermediaries and providers to enable customers to secure the protection they need. We maintain an Appropriate Policy Document covering this processing, which is available on request.

4. How do we collect Your Information?

We collect Your Information mainly directly from you during our meetings and conversations, both verbally and in writing including email. We may also obtain some information from third parties, including:

  • Credit reference agencies.
  • Your employer, where relevant.
  • Publicly available information such as the electoral register.
  • Technology solutions used to verify identity, check credit status or access bank account entries. In those cases your prior consent will always be obtained and we will explain beforehand how the software operates.
  • Automatically, when you use this website. See section 12 below.

5. The legal basis on which we process Your Information

We process Your Information on the following legal bases under UK data protection law:

  • Contract. When you ask us to provide mortgage or insurance services, we process Your Information to perform our contract with you, or to take steps to enter into that contract.
  • Legitimate interests. We may process Your Information where it is in our legitimate business interests to do so and your rights are not overridden. For example, we may use Your Information to respond to lender or provider requests, seek feedback on our service, or manage our business operations.
  • Legal obligation. We may process Your Information to comply with legal, regulatory or compliance obligations, including sharing information with the FCA, HMRC and the Information Commissioner.
  • Consent. Where we rely on your consent, such as for non-essential cookies or marketing, you may withdraw it at any time.

Providing Your Information is not a statutory requirement, but it is necessary for us to advise you and to act on your behalf. Much of it is required by lenders and insurers, and some of it is required by law, for example identity verification under the Money Laundering Regulations. If you choose not to provide it, or later withdraw it, we may be unable to advise you, to submit or progress an application on your behalf, or to continue acting for you. We will always tell you at the time if that is the case.

6. Cloud systems, CRM and administrative AI assistance

To provide our brokerage services accurately and efficiently we use secure, specialist third-party cloud applications and professional productivity tools. Your data is processed and stored using the following infrastructure.

  • Customer relationship management. We use Finova CRM systems to manage your application lifecycle, track cases, maintain regulatory audit trails and interface securely with providers.
  • Cloud storage and filing. Your documentation, application forms and certified identification are stored within our Microsoft OneDrive business environment, which uses enterprise-grade encryption.
  • Administrative AI assistance. We selectively use secure, standalone artificial intelligence tools, specifically Google Gemini and Anthropic Claude, to assist our staff with administrative efficiency. This includes formatting text, data filing, analysing and summarising client documentation to prepare files for lender submission.

Our safeguards

We maintain human oversight over all AI-assisted outputs. No automated system makes a final decision about your mortgage viability or regulatory compliance. We configure our professional AI interfaces so that your data is processed dynamically and is not used to train public machine learning models.

Separately, some lenders and insurers use automated systems to assess applications and may make automated decisions about you, including automated credit scoring and underwriting. Where a decision about you is made solely by automated means, you have the right to ask for human intervention, to express your point of view and to contest the decision. Please contact us and we will raise it with the provider on your behalf.

7. What happens to Your Information?

While handling Your Information we will:

  • Record and store it in our files and on our computer systems, including email, cloud facilities, CRM and secure databases, accessed only by those within our firm who need it to provide our service.
  • Submit it to mortgage lenders and insurance providers, both in paper form and online, to progress any enquiry or application made on your behalf.
  • Use it to respond to queries about any mortgage or insurance product you have taken out, and to keep you informed of relevant developments.
  • Transmit it, where appropriate, to the FCA, the Financial Ombudsman Service, HMRC, the Information Commissioner, or any other regulatory, law enforcement or governmental body upon request.

8. Sharing and transferring Your Information

From time to time Your Information will be shared with or transferred to:

  • Mortgage lenders and insurance providers as part of your application or enquiry.
  • Third parties who can assist with your enquiry or support your identified needs, such as product specialists, estate agents, conveyancers, surveyors and valuers.
  • Contractors or suppliers engaged to assist with customer feedback exercises.
  • Our professional indemnity insurers, legal advisers or other professionals in connection with the handling of a complaint, litigation or investigation.
  • Persons engaged to detect, prevent or investigate financial crime, including those working in conjunction with mortgage lenders, insurance providers and regulators.
  • Kingsmead Financial Planning Limited, our former principal firm. Until 5 August 2026 we were an Appointed Representative of Kingsmead and they were responsible for our regulated activities during that period. Where your case began before that date, or was submitted under their authorisation, Kingsmead holds a copy of the relevant records and may retain them to meet their own regulatory and record-keeping obligations. They are a separate data controller for the information they hold.

This sharing of Your Information does not entitle any third party to send you marketing or promotional messages. Information is shared solely to enable us to fulfil our professional responsibilities to you as set out in this notice.

9. UK data transfers and international safeguards

We primarily store and process your information within secure United Kingdom and European Economic Area jurisdictions. While our administrative infrastructure uses global productivity platforms such as Microsoft OneDrive and standalone AI tools, data transfers to servers outside the UK or EEA are protected by enterprise-level security protocols, standard contractual clauses and data-handling restrictions that ensure your information is afforded the equivalent level of protection required under UK data protection law.

10. Security and retention of Your Information

Your privacy is important to us. We keep Your Information secure in accordance with our legal responsibilities, taking reasonable steps to safeguard against unlawful access, accidental loss, destruction or damage. This includes encryption, access controls, staff training and regular review of our systems.

We also ask that you take reasonable steps to protect your own privacy when transferring information to us, for example by not sending confidential information over unprotected email, ensuring attachments are password protected or encrypted, and using secure postage for original documents.

Your information will be retained, in electronic or paper format, for a minimum of six years. As our regulatory obligations to you do not have an automatic time bar, other than for payment protection insurance, we will keep records of products and services provided to you for as long as we consider reasonably necessary to discharge our obligations, respond to complaints and meet FCA requirements.

11. Your rights in relation to Your Information

Under UK data protection law, you have the right to:

  • Request copies of Your Information that is under our control.
  • Ask us to explain further how we use Your Information.
  • Ask us to correct, delete, or restrict or stop using Your Information. We will confirm at the time of any such request the extent to which we can action it.
  • Object to our processing of Your Information where we rely on our legitimate interests, and object at any time to the use of Your Information for direct marketing.
  • Request that we send an electronic copy of Your Information to another organisation.
  • Change or withdraw any consent you have given.

If we believe we have a legal right not to deal with your request, or to action it differently from how you have requested, we will inform you of this at the time. Please also contact us as soon as possible if you become aware of any unauthorised disclosure of Your Information, so that we may investigate and meet our own regulatory obligations.

12. Cookies and similar technologies

What they are

These are small text files placed on your device when you visit our website. They help the site work properly, remember your preferences, and help us understand how the site is used. Some are set by us and some by third parties whose services we use.

The categories we use

  • Strictly necessary. Needed for the website to function, for example page navigation, security, and remembering what you have entered in a form. The site cannot work properly without them, so they do not require your consent.
  • Analytics. These help us understand how visitors use the site, which pages are read and where people arrive from, so we can improve it. The information is used in aggregate. These are only set if you agree.
  • Functionality. These remember choices you make, such as preferences you have set, so you do not have to enter them again. These are only set if you agree.
  • Marketing. These may be used to show you relevant information about our services on other websites. These are only set if you agree.

Your choice

When you first visit our site you will be asked whether you accept those that are not strictly necessary. You can accept all, reject all, or choose which categories to allow, and you can change your mind at any time using the settings link on our website.

Refusing the non-essential categories will not stop you using the site or contacting us, though some features may be less convenient.

Managing them in your browser

You can also block or delete these files through your browser settings. Most browsers let you see what is stored and remove items individually or all at once. The help section of your browser will explain how. Please note that blocking everything, including the strictly necessary items, may stop parts of the site working.

Do Not Track

Some browsers send a “Do Not Track” signal. There is no agreed standard for how websites should respond to it, so our site does not currently respond to these signals. You can control your preferences through our banner and your browser settings as described above.

13. How to contact us about Your Information

If you have any questions or comments about this notice, or wish to exercise any of the rights set out above, please contact us in the first instance:

  • Contact: Laurence Penn
  • Address: Regus, Unit 2 Falcon Court, Falcon Way, Shire Park, Welwyn Garden City, Hertfordshire, AL7 1TW
  • Telephone: 020 8064 0019
  • Email: enquiries@y-fa.co.uk

Information Commissioner’s Office

If you have concerns or complaints about how we have handled Your Information, you may lodge a complaint with the UK’s data protection regulator:

14. Changes to this notice

We may update this notice from time to time to reflect changes in how we operate or in the law. The current version is always published on this page, with the effective date shown at the top. Where changes are significant we will tell you directly.

Your Financial Assurance Ltd is authorised and regulated by the Financial Conduct Authority. FCA Firm Reference Number: 1052118. Registered in England & Wales under company number: 07545492. Registered office: 19 The Avenue, Welwyn, AL6 0PW. Business address: Regus, Unit 2 Falcon Court, Falcon Way, Shire Park, Welwyn Garden City, Hertfordshire, AL7 1TW. Registered with the Information Commissioner’s Office, registration number ZA570189.

This website is intended for UK residents only. Your home may be repossessed if you do not keep up repayments on your mortgage.