Privacy Policy
Mallard Mortgages respects your privacy and is committed to protecting your personal information. This policy explains how we collect, use and protect information when you visit mallardmortgages.co.uk, contact us or enquire about our services.
1. Who we are
Mallard Mortgages is a trading name of Mallard Mortgages Ltd, registered in England and Wales under company number 12608084.
Registered office:
19 Tissington Drive, Waverley, Rotherham, South Yorkshire, England, S60 8AP.
Contact address:
Unit H1, Olive Lane, Waverley, S60 8GA.
Email: contact@mallardmortgages.co.uk
Telephone: 0114 312 3550
Mallard Mortgages Ltd is an appointed representative of Mortgage Advice Bureau Limited and Mortgage Advice Bureau (Derby) Limited, which are authorised and regulated by the Financial Conduct Authority.
For the website activities described in this policy, [confirm Mallard Mortgages Ltd’s role as data controller and identify any joint controller arrangements]. A data controller decides why and how personal information is used.
Where you proceed with mortgage or protection advice through Mortgage Advice Bureau, its privacy policy also explains how your information is processed:
Mortgage Advice Bureau Privacy Policy
You can contact us using the details above with any questions about this policy or your personal information.
2. Information we collect
The information we collect depends on how you interact with us.
When you make an enquiry, we may collect:
- Your name.
- Your email address and telephone number.
- Information you include in your message.
- Details of your enquiry and our correspondence with you.
- Your communication and marketing preferences.
If you proceed with mortgage or protection advice, additional information may be needed, such as your address, date of birth, employment, income, expenditure, financial commitments, identification documents and property requirements. Health information may also be required for certain protection products or to help us support your individual needs.
The relevant advice privacy information will explain how this additional information is handled.
When you use our website, we may collect technical information, including your IP address, browser and device details, pages visited and information about how you reached the website. Some information is collected through cookies and similar technologies, subject to your choices where applicable.
Please avoid sending bank details, identification documents or medical information through our general website enquiry form. We will explain how to provide sensitive documents securely if needed.
3. How we collect information
We collect information directly from you when you:
- Complete a website form.
- Contact us by telephone, email or post.
- Speak with an adviser.
- Request or use our services.
We may also receive information from an authorised representative, a joint applicant, an introducer or organisations involved in your application. Where relevant, these may include Mortgage Advice Bureau, lenders, insurers and identity or credit-checking providers.
If you provide information about another person, please make sure you are entitled to do so and make them aware of this policy.
4. How and why we use your information
We use personal information only where we have a lawful basis under applicable data protection law.
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry and discussing services you have requested | Taking steps at your request before entering into a contract, or our legitimate interest in responding to general enquiries |
| Providing and administering services you have agreed to receive | Performance of a contract |
| Keeping records required by applicable law or regulatory rules | Legal obligation |
| Managing complaints and establishing or defending legal claims | Legal obligation and/or our legitimate interest in resolving disputes and protecting legal rights |
| Maintaining, securing and troubleshooting our website and systems | Our legitimate interest in running a secure and effective business |
| Sending optional email or text marketing | Consent, unless another permission permitted by law applies |
| Using optional analytics or advertising technologies | Consent where required |
Where we rely on legitimate interests, we consider the effect on your privacy and balance our interests against your rights.
Submitting an enquiry does not automatically subscribe you to marketing.
Where we need personal information to provide a requested service or meet a legal requirement, we will explain this. If you do not provide it, we may be unable to proceed.
5. Sensitive personal information
Health information and certain other types of information receive additional protection under data protection law.
Where this information is needed, we will explain the purpose and the additional legal condition that allows us to use it. This may include your explicit consent or another condition permitted by law.
Where we rely on consent, you can withdraw it by contacting us. This does not affect processing already carried out lawfully, but it may affect our ability to provide the relevant service.
6. Who we share information with
Where necessary for the purposes described in this policy, we may share relevant information with:
- Mortgage Advice Bureau and advisers involved in providing or overseeing your service.
- Lenders, insurers and other providers relevant to your enquiry or application.
- Identity verification, fraud prevention and credit reference organisations.
- Solicitors, conveyancers and other parties involved in your transaction, where appropriate.
- Website hosting, IT support, communications and other service providers working on our behalf.
- Professional advisers, regulators, law enforcement bodies and other authorities where required or permitted by law.
We limit sharing to information needed for the relevant purpose. Some recipients, such as lenders and insurers, act as independent data controllers and provide their own privacy notices.
7. Marketing preferences
Where you have agreed to receive marketing, we may contact you about relevant services.
You can change your preferences or withdraw your consent at any time by contacting contact@mallardmortgages.co.uk or using the unsubscribe option in our marketing emails.
Opting out of marketing does not prevent us from sending messages needed to deal with your enquiry, administer an agreed service or meet legal requirements.
8. Cookies and website services
Our website uses cookies and similar technologies. These can support website functionality, remember preferences and, where enabled, help measure website use or advertising performance.
You can manage your choices through the website’s cookie settings.
For further information, please see our Cookie Policy.
Third-party tools, embedded content and external websites may have their own privacy notices.
9. International transfers
Some service providers may process personal information outside the United Kingdom.
Where a restricted international transfer takes place, we will ensure an appropriate legal mechanism is in place. Depending on the destination and arrangement, this may include UK adequacy regulations or approved contractual safeguards.
You can contact us for information about relevant transfers and how to obtain a copy of the applicable safeguards.
10. How long we keep information
We keep personal information only for as long as needed for the purpose for which it was collected, taking account of legal requirements, regulatory obligations and the need to handle complaints or legal claims.
Our retention arrangements are:
- Website enquiries that do not proceed: [insert confirmed retention period and when it starts].
- Website form submissions, server logs and backups: [insert confirmed periods or retention criteria].
- Mortgage and protection advice records: retained under the applicable advice record retention schedule, as explained in the Mortgage Advice Bureau privacy policy.
- Marketing preferences: retained while relevant, with a limited suppression record where needed to respect an opt-out.
Information will be securely deleted or anonymised when it is no longer required.
11. Keeping your information secure
We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, alteration or disclosure.
Access is limited to people and service providers who need the information for their work. However, no method of online transmission or storage can be guaranteed completely secure.
12. Automated processing
Mortgage and protection providers may use automated systems for activities such as eligibility checks, credit assessments and identity verification. Their privacy notices explain their processing.
Mortgage Advice Bureau also describes its use of AI and automated tools in its privacy policy.
13. Your rights
Depending on the circumstances, you may have the right to:
- Request access to your personal information.
- Ask us to correct inaccurate or incomplete information.
- Request deletion of your information.
- Ask us to restrict how we use your information.
- Object to processing based on legitimate interests.
- Object to the use of your information for direct marketing.
- Request transfer of certain information in a portable format.
- Withdraw consent where processing relies on it.
- Exercise applicable rights relating to automated decision-making.
These rights are subject to legal conditions and exemptions. For example, we may need to retain some records to meet legal obligations or handle legal claims.
To make a request, contact contact@mallardmortgages.co.uk. We may need to verify your identity. We normally respond within one month, subject to any extension or other adjustment permitted by law. Requests are normally free of charge.
14. Complaints
If you have concerns about how your personal information has been handled, please contact us so we can investigate.
You also have the right to complain to the Information Commissioner’s Office, the UK’s data protection regulator:
Website: ico.org.uk
Telephone: 0303 123 1113
15. Changes to this policy
We may update this policy to reflect changes to our services, processing activities or legal requirements.
The latest version will be published on this page with an updated revision date.