At Ruby Finance Limited (“we”, “us” or “our”), safeguarding your personal data is just as important to us as delivering outstanding service and value. Alongside our affiliated companies, we are fully committed to protecting the information you share with us.

This Privacy Policy outlines how we gather, handle, store, and share your personal information (also known as “personal data”), whether you interact with us online, over the phone, or via written communication. It also explains your rights under the Data Protection Act 1998 and the General Data Protection Regulation (GDPR).  It is important you read this Privacy Policy together with data protection statement in your terms and conditions so that you are fully aware of how and why we are using your information.

Changes to this Privacy Policy

We may update this Privacy Policy occasionally. Any changes will be reflected by the date at the top. Please check back from time to time to stay informed about how your data is protected.

Keeping Your Information Safe

All personal data you provide is stored securely. If you use a password to access any of our services, you’re responsible for keeping it confidential. Please don’t share it with others.

Although we do our utmost to secure your information, internet-based data transmission can never be 100% secure. You accept this risk when submitting data online. Once we receive your details, we take appropriate steps to protect it from unauthorised access.

What kind of personal information do we collect about you?

We collect the personal information requested by our application and contact forms together with any comments or remarks that you may provide in free text fields or may send to us. We may also keep a record of references and information received from third parties (for example from credit reference or fraud prevention agencies) and any other correspondence or communication between you and us, whether written, e-mailed, or as a result of visits, interviews or telephone calls including those which are recorded for the purposes summarised below.

Information includes:

• Name of customer
• Customers business name
• Contact information (e.g. address, email, telephone number)
• Identification documents
• Profile information including username and password
• Marketing and communications information including your preferences in receiving marketing from us and our third parties and your communication preference.

As standard, we do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sexual orientation, political opinions, trade union membership, information about your health and biometric data). Nor do we collect any information about criminal convictions and offences.

When you interact with our digital platforms, we may also automatically collect the following information about your visit:

• How you have reached our digital platform and the internet protocol (IP) address you have used;
• Your browser type, versions and plug-ins and your operating system;
• Your journey through our digital platform, including which links you click on and any searches you made,
  how long you stayed on a page and other page interaction information;
• Information collected in any forms you complete such as our online enquiry forms; and
• News, offers and opportunities from us

How do we use your personal information?

We use your data to manage your account, provide services, and improve your experience. In some cases, we share your information with trusted third parties (such as Broadway Broking Group Limited and other partners) to:

• Identify and verify you
• Deliver requested services and manage renewals
• Help detect and prevent fraud
• Conduct marketing and statistical analysis (unless you’ve opted out)
• Enhance our systems and quality assurance processes
• Train our team and monitor service standards

You may receive marketing communication from us if you have chosen to opt-in to marketing material.  We will get your express opt-in consent before we share your personal information with any company outside Ruby Finance Limited for marketing purposes.

We may pass information about you to our agents and service providers for these purposes. This may involve passing your information outside of the European Economic Area (EEA) to countries that do not have the same data protection standards as we do in the UK. If we, or our agents and service providers, do this, we will make sure that it happens and will ensure the information is afforded the same or similar safeguards and processes that we undertake in the EEA. If we are asked, we may pass your information on for regulatory purposes to the Financial Conduct Authority (FCA) (or any organisation which takes over the FCA’s role), at the request of any other legal or regulatory body or as part of a government data-sharing initiative.

We may search the files of credit reference agencies who will record the search. We may share information about how you deal with your account with other financial institutions, with credit reference agencies and with fraud-prevention agencies. We may use this information to help us assess your ability to pay our bills and to make decisions about the products and services that we offer you.

If you have given us your mobile phone number or email address (or both), we may use the information to send you service messages or other similar information (by text message or email). The aim is to help us manage your account. We will not use the information for marketing purposes unless you have agreed that we can. You must let us know if your mobile phone number or email address changes so that we can keep this information up to date.

We will release your account details to any organisation we may transfer our rights or responsibilities to and we reserve the right to tell your future service provider of any debt you may have with us.

From time to time, additional personal information may be collected to supplement the information already held for the legitimate interests of Ruby Finance Limited, such as, for the purpose of ensuring sufficient contact information is held to ensure your account can be fully managed.

Please note that we reserve the right to access and disclose individually identifiable information to comply with any applicable laws and lawful government requests, to operate our systems properly, to protect both ourselves and our users, and where we are approached by a potential buyer of our business or assets, or in relation to any joint venture or business arrangement.

If you have consented to us sending you marketing material

If you’ve agreed to receive marketing communications, you can change your preferences or opt out at any time by contacting us. We’ll never share your information for marketing purposes without your consent.

How can you find out the personal information we hold about you?

You are entitled to see the personal information that we hold about you at any time. If you would like to contact us in relation to this information, you can do so by:

• Telephoning us on XXXXXXXXX;
• Emailing us at hello@rubyfinance.uk; or
• Writing to us at Data Protection Team, Ruby Finance Limited, Highbury Stadium, Park Avenue, Fleetwood, England, FY7 6TX

When we receive your request we will send you a form to fill in.

Your rights to personal information include:

• Request access to personal information;
• Request that inaccurate information is corrected;
• Request that processing of personal information is restricted;
• Request that personal information we hold is erased in certain circumstances;
• Request a copy of the personal information that has been provided to us (Subject Access Request);
• Object to the processing of personal information or the continued processing of personal information.

Even if you don’t want a copy of your personal information, you can still contact us to check that the personal information that we hold is accurate or to let us know of any changes to your personal information. We always try to ensure that the information that we hold is accurate, up to date and relevant. We’ll be more than happy to make changes or to correct any inaccuracies.

External links from our site

From time to time, for your convenience, we may include hypertext links to sites which are created by individuals and companies outside of Ruby Finance Limited. We do this when there is a particular relevance to the topic you’re reading about. Whilst we endeavour to check that the content of these sites is suitable, we, unfortunately, cannot take any responsibility for the practices of the companies who publish the sites that we link to, nor the integrity of the content contained within them.

Please remember that we are not responsible for the privacy practices of other sites. This privacy policy applies only to information collected and held on systems controlled by Ruby Finance Limited.

If you have any questions or if you feel that we are not complying with the terms of this privacy policy please do contact us via email at hello@rubyfinance.uk.

How long will you retain my information?

We will only retain your personal data for as long as reasonably necessary to fulfil the purpose we collected it for, including for the purpose of satisfying any legal, accounting, or reporting requirements.

Our standard data retention periods for personal information provided to us for the purpose of supplying of services is set out in the Ruby Finance Limited Data Retention and Destruction Policy however as standard for contractual information this is 6 years from the date that your contract is terminated with us, at which point the data will be securely deleted or destroyed.

Data security

We take the security of personal information seriously and Ruby Finance Limited has appropriate measures, safeguards and protocols in place to ensure data is kept secure, is only accessed by those individuals authorised to do so and where there is a legitimate need to access the data.

Cookies

We may use cookies to monitor how people use our site. This helps us to understand how our customers and potential customers use our website so we can develop and improve the design, layout and function of the sites. A cookie is a piece of information that is stored on your computer’s hard drive which records how you have used a website. This means that when you go back to that website, it can give you tailored options based on the information it has stored about your last visit. You can normally alter the settings of your browser to prevent it
from accepting cookies.

If you do not want us to use cookies in your browser, you can set your browser to reject cookies or to tell you when a website tries to put a cookie on your computer. However, you may not be able to use some of the products or services on our website without cookies.

 

Where to make a complaint

If you have a complaint regarding any aspect of your personal data or this policy please contact us by:

• Telephoning us on XXXXXXXXX;
• Emailing us at hello@rubyfinance.uk; or
• Writing to us at Data Protection Team, Ruby Finance Limited, Highbury Stadium, Park Avenue, Fleetwood, England, FY7 6TX

If you are not happy with the outcome of your complaint, you may write to the Information Commissioner’s Office, whose details can be found on https://ico.org.uk/