Privacy notice – Evelyn Partners Restructuring and Recovery Services

The privacy of your personal information is very important to us. This Privacy Notice explains how we (the data controllers identified below) use your personal information. It also describes your data protection rights, including a right to object to some of the processing which we carry out.

This Privacy Notice applies to information held about you.

For the purposes of this Privacy Notice, “you” or “your” are defined as:

A company (being either a client, or potential client of Evelyn Partners Group Limited) receiving restructuring and recovery services or an employee, officer, director, agent, contractor, consultant or other relevant individual of that company; or
A creditor debtor, member, consumer, member of personnel or other relevant individual of an insolvent company, an insolvent individual or a solvent company in respect of which an Evelyn Partners Group Limited insolvency practitioner has been formally appointed; or
A debtor, rate payer or other relevant individual of a client receiving restructuring and recovery services from Evelyn Partners Group Limited.

In relation to any information we collect about you, whether you are a client, a prospective client or a contact of a client or prospective client, the data controller is Evelyn Partners Group Limited.

To the extent we provide Restructuring and Recovery Services to you, the data controller is the Evelyn Partners Professional Services LLP entity or the individual insolvency practitioner which provides these services to you under the applicable Terms and Conditions, unless we inform you otherwise. Where we communicate with you, in particular to offer services, or in an advisory capacity or pre-appointment to an engagement, the data controller is the Evelyn Partners Group Limited entity named in the communications.

How do we receive your information?

We may receive information about you from one or more of the following sources:

Directly from you:
- When you fill in forms or applications and when you request services
- Through your interactions with us by post, email, telephone, in person, via our websites, secure portals or by any other means
- By the way you use our services with us and from your use of our website
Other Evelyn Partners group companies
From individuals or firms acting on your or our behalf (e.g. powers of attorney, solicitors, accountants, financial advisers, platform providers or custodians)
Data aggregators, marketing and analytics agencies which, in themselves, receive personal information from other parties and sources including publicly available sources
Credit reference agencies and identification, verification and screening tools service providers which receive information from other parties, including publicly available sources
Our existing clients, connections or affiliates who refer us to you
Public sources such as Companies House, the electoral roll as well as news or social media
When carrying out due diligence on an organisation that we intend to acquire, books of business or teams that we intend to acquire where it is not possible to anonymise the information

What information do we collect from you?

Information we process about you includes (but is not limited to):

Contact information such as your name, address, email address, phone number and other contact information
Personal identifiers such as personal identification numbers, identity and verification documents
Financial information, information about your wealth, assets, credit position, the products you have invested in, tax residency, details of any payments you make or receive, household income, employment status and details of your business interests. This includes information about the source of your wealth and source of funds
Credit worthiness, open-source media including adverse media and potential criminal or regulatory investigations or conviction information resulting from any due diligence checks we will undertake about you
Pay records and national insurance numbers
Details of third parties connected to you such as your professional advisers (e.g. accountants or solicitors) or connections who you may introduce to us
Information about any previous disqualifications you may have been subject to
Information we obtain from you about the way you do business with us, such as when you use our telephone services; websites (including IP address(es), device types used and country of access); when you write to us; when you apply for our products or services or enter into competitions or promotions; or any other time you contact us, including through social media
Any other information about you that you disclose to us when engaging our services or during the course of our relationship in providing services to you including information about the way you use and manage your account(s)
Information that we need to be able to provide you with help and support if you require it

The personal information that we collect about you may also include more sensitive types of information such as criminal or alleged criminal offences. We will usually seek permission from you in writing to collect this type of information; however, in certain circumstances it may be still lawful for us to continue processing this information even where you have withdrawn your consent.

How will we use the information we collect about you?

We use the personal information about you for a number of reasons:

Where necessary to perform a contract with you

To manage the client relationship
To communicate with you
To liaise with creditors and regulators
To deal with insolvency paperwork on your behalf, adapting proposals and sharing previously undisclosed information
To provide advice and recommendations to our clients’ lenders and other financial stakeholders
To investigate potentially fraudulent trading, wrongful trading, misfeasance, preference, transactions at an undervalue, unpaid capital recovery of voidable dispositions and unlawful dividends
To supply interim management; provide chief restructuring officers, new board appointments or other interim management
To adjudicate claims against the company/debtor
To send notices to stakeholders as required by statute
To process and assist government departments with claims under the Employment Relations Act 1999
To investigate and assist government departments with requirements under the Company Directors’ Disqualification Act 1986 (as amended)
To process and collect any debts owed to the company/ debtor subject to formal insolvency proceedings
To provide HMRC with the relevant information to process taxation claims against the company/debtor
To enable us to act as your authorised representative, if you are a creditor of the company/debtor subject to formal insolvency

Where necessary to comply with a legal obligation

To comply with requirements of any applicable legislation and regulation (e.g. Anti-Money Laundering, Anti-Bribery and the Markets and Financial Instruments Directive, Economic Sanctions regime and any other applicable legislation and regulations that require data retention and/or use). This could result in processing of information about actual or alleged criminal convictions
To carry out financial sanctions checks prior to payment of dividends and distributions to creditors, members, bankrupt charge holders and others and prior to transferring /selling business and/or assets or doing an in-specie distribution to any party
For veriﬁcation purposes (e.g. as required by Money Laundering Regulations and other applicable financial crime legislation). For example, in order to comply with our obligations under anti-money laundering laws and legislation we are required to verify the identity of all clients and, where relevant, beneficial owners of such clients as well as relevant related parties (for example, if you are a trustee, executor or person of interest under a trust or a partnership; or if you are a company then your directors, officers , shareholders, members and/or trustees and trust beneficiaries as relevant) and other information (including but not limited to details of any nationality, citizenship or rights of residence you hold). We may do this using an electronic verification system that we consider suitable or by asking you for suitable documentary evidence
We are also required under financial crime laws and regulations including the Money Laundering Regulations to verify certain other information about your source of wealth and source of funds in certain circumstances and may ask for documentary evidence or use third party service providers to do so
In connection with legal claims, (including disclosure of personal information in connection with legal process or litigation). The latter may include special category information contained in documents, telephone or video recordings
To fulfil our obligations under any reporting agreement entered into with any tax authority or requirement from the regulator(s) from time to time
We are required to maintain backups of our systems in the event that live data is lost, unrecoverable or compromised

If you fail to provide us with this information that we need to know about you for the above purposes, the consequences are that we may not be able to provide any services to you.

Where it is in our or a third party’s legitimate interests, as listed below, and where these interests are not overridden by your fundamental rights and freedoms

For security and training purposes
To monitor or record telephone and video conversations or other communications between you and us. Recordings of telephone and video conversations may take place without the use of a warning tone. We use these recordings (or transcripts of them):
- To check your instructions to us
- To analyse, assess and improve our services to clients
- For training and quality purposes
- To help us investigate any complaint you may make
- As evidence in any dispute or anticipated dispute between you and us
- Where required by applicable regulation
- As required in internal investigations
To improve how we interact with you through our website, services, communications and products, and to improve our website user experience (e.g. by enabling user feedback on our website)
To better understand how clients interact with our secure portals to further improve them
To develop new products and services, including:
- To analyse our client base in order to establish whether it (as a collective) may be interested in new products and services highlighted by market trends
- To develop new products and services which would be suitable for you based on wider information
- To test software and system improvements by using pseudonymised/anonymised information where possible
- The use of machine learning contained within our environment, to create efficiencies in our products and services
To offer new products or services to you that we think may be of interest, based on what we know about you
To invite you to and manage events and inform you of our and our group companies’ relevant products and services by email, telephone, letter and other digital methods unless you ask us not to - you can determine the extent of our communication to you through the links or instructions in any email we send you, or by contacting us using the details below
To prepare research and anonymised or pseudonymised statistical reports, including reports on what our typical clients are like
To follow up with you after you request information to see if we can provide any further assistance in an advisory or pre-appointment capacity only
To ensure that complaints are investigated, and/or to conduct internal investigations
To prevent or detect abuse of our services or any of our rights, and to protect our (or others') property or rights
To take measures to comply with applicable laws and regulations so we can counter the risk of being used for financial crime purposes
To share information with relevant third parties in the context of a sale or potential sale of a relevant part of our business, subject always to confidentiality obligations
Auditing, assurance and compliance monitoring
We may also use automated processes whenever we use your information

You have the right to object to processing where it is in our or a third party’s legitimate interests by contacting us at: The Data Protection Officer, Evelyn Partners, 45 Gresham Street, London, EC2V 7BG or by email: dataprivacy@evelyn.com.

With your consent

With your consent, where such consent is required under the applicable regulations and data privacy laws, to send you information about products and services of ours and other companies in our group which may be of interest to you. You may withdraw your consent or otherwise opt out of receiving this information at any point. You can contact us using the details below, or opt to unsubscribe from marketing communications by using the method contained in any marketing message
With your consent, to use images and video content of you for publicity purposes
For any other purpose where you have provided your explicit consent for such processing

You have the right to withdraw your consent at any time. This will not affect the lawfulness of any processing that we carried out before your withdrawal. If you choose to withdraw your consent, we may not be able to provide you with certain products and services.

Providing third party information to us

Sometimes we receive personal information relating to third parties. When this information is provided to us, we expect that you have obtained any necessary permissions from such persons to the reasonable use of their personal information for the purposes referred to in this Privacy Notice.

Cookies

We use cookies and similar technologies on our websites and in our emails. These technologies do many different things, such as letting you navigate between web pages efficiently and remembering your preferences. In emails they help us to understand whether you have opened the email and how you have interacted with it.

Please refer to our Cookie Policy for further details on these technologies, how and where we use them and how you can control them.

Who do we share your information with?

The recipient or categories of recipients of whom we may share your personal information with are:

Where necessary, with other Evelyn Partners Group companies subject to our duty of confidentiality
Our service providers who act only on our instructions (e.g. service and software providers, IT and hosted services) including their subcontractors
Credit Reference Agencies
Successive appointed insolvency practitioners (IPs) in connection with their duties (statutory and otherwise)
Debtors, creditors and other financial stakeholders, landlords or tenants (if necessary) only where necessary for statutory and other duties
Independent accounting and consulting firms if necessary for the purpose of fulfilling our obligations; statutory, regulatory and otherwise
Employment claim specialists acting upon our instructions
Parties to a complaint or internal investigation where required
Your advisers (including, but not limited to, accountants, lawyers or other professional advisers) where authorised by you
UK and overseas regulators and authorities in connection with their duties (such as crime prevention) where strictly necessary for legal or regulatory purposes or pursuant to a court order
The regulatory body for all licensed insolvency practitioners within Restructuring and Recovery Services (at present, the Institute of Chartered Accountants in England and Wales)
Any compliance agency instructed to review our files where appointed formally on insolvency matters
Any regulatory body or compliance agent with access to the files relating to the insolvency appointment, including fraud prevention agencies who will use it to prevent or detect fraud and money-laundering and to verify your identity. We and fraud prevention agencies may also enable law enforcement agencies to access and use your information to detect, investigate and prevent crime
Any other person or organisation after a restructure, sale or acquisition of any Evelyn Partners group company, as long as that person uses your information for the same purposes as it was originally given to us or used by us (or both)
The Insolvency Service – for any individual voluntary arrangements administered, the IS maintains an
IVA register which is open to the public for inspection
Our professional advisors (e.g. suppliers, professional advisors, solicitors, auditors, insurers)
Data aggregators
Website optimisation technologies (e.g. GetSiteControl, HotJar)
Statistics and research providers (e.g. Nisus)
Websites that help us to identify new prospective clients such as Meta Pixel by Facebook, Google Tag Manager and LinkedIn Insight Tag
The representatives of a potential buyer, transferee, merger partner or seller if we wish to buy, sell, transfer or merge part or all of our business or assets
Prospective clients you refer to us (we may tell them that you referred us)
Law enforcement agencies or other authorities to comply with legal or regulatory obligations (e.g. Disqualification Unit, The Insolvency Service, Secretary of State for the Department for Business and Trade, the Official Receiver, National Crime Agency, Information Commissioner’s Office (ICO), HMRC or the FCA)

Transfers of personal data outside the United Kingdom (UK)

Personal information in our possession may be transferred to other countries and jurisdictions which are outside the UK. These may be where we service your account, where transactions are effected, from where you receive or transmit information and jurisdictions where underlying managers conduct their activities.

These countries and jurisdictions may have differing (and potentially less stringent) laws relating to the protection of personal information. They may also have less stringent laws relating to the degree of confidentiality afforded to your information.

Information can become subject to the laws and disclosure requirements of such territories, including disclosure to governmental bodies, regulatory agencies and private persons as a result of applicable governmental or regulatory inquiries, court orders or other similar processes.

If we transfer your information outside the UK, we will make sure that it is done lawfully and will only occur where:

we have your consent to share, or the transfer is otherwise legally allowed;
the transfer is to a country that the UK has determined offers adequate data protection; or
appropriate legal safeguards have been put in place in accordance with Data Protection Legislation. For further information about the relevant safeguards, please contact the Privacy Office using the details provided below.

Security of your information

We will take appropriate steps to store, process and send your personal information securely. Our employees are trained on and are aware of their responsibility to maintain your privacy.

We will take appropriate technical or organisational security measures against the accidental loss, destruction, damage and/or the unauthorised or unlawful use of your personal information. These will include ensuring that any service provider provides sufficient security guarantees in relation to any data processing it undertakes on our behalf.

How long do we keep hold of your information?

We will only hold your personal information for as long as it is required to provide you with the services you have asked for or for as long as we are legally required under applicable laws.

We will normally destroy or erase data seven years after the end of our agreement with you or, where applicable, six years after the dissolution of the insolvent company or the last office holder being released. However, we may retain your information for longer than this, provided it is necessary for a legal, regulatory, fraud prevention or other legitimate business purpose.

Once we no longer need your personal information, we securely destroy it.

What are your rights in relation to the personal information we hold about you?

This section explains what rights you have under data protection law. If you want to exercise any of these rights, you should speak to the leading insolvency practitioner or lead partner who is dealing with your case. If you would like further information about your rights, you can contact us using the details set out in the ‘Contact Us’ section below.

We will grant your rights request only to the extent that, following an assessment of your request, we are allowed and required to do so under data protection law. Your rights may be limited; for example, if fulfilling your request would unfairly reveal personal information about another person, or if you ask us to delete information which we are required by law or have compelling legitimate interests to keep.

You have the right to:

ask for a copy of the personal information we hold about you in a written format, free of charge.
require us, and any third parties who we have shared your personal information with, to correct any inaccuracies in your personal information.
in certain cases, ask us to restrict or suppress further use of your personal information. When you have exercised this right, we can still store your personal information but may not use it further unless you provide your consent for us to do so or as otherwise permitted by law.
object to the processing of your personal information in certain circumstances.
have the personal information we hold about you erased in certain circumstances unless it prevents us from carrying out the services you have requested or prevents us from meeting our legal obligations.
obtain and reuse your personal information for your own purposes across different organisations; for example, if you wish to move to a new financial services provider. This enables you to move, copy or transfer your personal information easily between our IT systems and another provider’s safely and securely (where technically feasible), without affecting its usability.
lodge a complaint about how we collect, process and store your personal information with our Data Protection Officer (details below), or with the supervisory authority: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Contact us

If you have any questions or comments about privacy issues or wish to raise a complaint about how we are using your personal information, you can do so by emailing dataprivacy@evelyn.com.

You may also contact our Data Protection Officer by post: The Data Protection Officer, Evelyn Partners, 45 Gresham Street, London, EC2V 7BG.

Changes to our Privacy Notice

We keep our Privacy Notice under regular review and we will update this document from time to time as required. This Data Privacy Notice was last updated August 2024.