Privacy Notice
WFS Consulting Limited, trading as Wingate Benefit Solutions, is part of the Wingate Group.
We take your privacy seriously and are committed to handling your personal information
lawfully, fairly and transparently under the UK GDPR and the Data Protection Act 2018.
This Privacy Notice explains how we collect, use, share, store and protect your personal information,
including where we use artificial intelligence (AI).
Contact Details
Address:
Quadrant House North
61-65 Croydon Road
Caterham
Surrey CR3 6PB
Telephone: 01883 332260
Email: info@wbs.e-innovate.dev
Data Protection Officer: Ben Clarke
What Information We Collect
Personal Information
- Name, date of birth, address and contact details
- Gender and marital status
- Employee ID reference
- National Insurance number
- Identification documents such as passports and driving licences
Financial and Employment Information
- Income and expenditure
- Employment information
- Employee benefit entitlements
- Assets, liabilities, pensions and investments
- Tax information
- Bank account details
Special Category Information
Where necessary, and with your explicit consent where required, we may collect:
- Health information
- Racial or ethnic origin
- Political opinions
- Religious or philosophical beliefs
- Trade union membership
- Genetic information
- Biometric information
- Information relating to sex life
- Information relating to sexual orientation
Communications
- Emails
- Notes of telephone calls and meetings
- Records required for FCA compliance purposes
How We Collect Your Information
We collect personal information from your employer and directly from you during meetings,
telephone calls, email correspondence and through the completion of forms and surveys.
How We Use Your Information
We use your personal information to:
- Understand your financial circumstances
- Provide regulated advice and recommendations
- Arrange employee benefit schemes
- Apply for and administer financial products
- Carry out identity verification and anti-money laundering checks
- Maintain accurate records
- Communicate with you about benefits, pensions and services
- Investigate and respond to complaints
Who We Share Your Information With
Where necessary, we may share your information with:
- Insurers, pension providers and employee benefit providers
- Health and wellbeing providers
- Compliance consultants, auditors and professional advisers
- IT service providers and secure cloud platform providers
- The Financial Conduct Authority (FCA), HMRC and the Financial Ombudsman Service
- Identity verification agencies
- Credit reference agencies where required
We do not sell your personal information to third parties.
Use of Artificial Intelligence (AI)
We may use AI tools as part of our service delivery.
Meeting and Call Transcription
Personal information, including sensitive personal data where relevant,
may be processed using AI transcription services to create transcripts
and summary notes of meetings and telephone discussions.
Other Uses of AI
- Drafting documents
- Summarising information from documents and data
- Identifying patterns or potential errors
- Supporting compliance monitoring
- Supporting risk assessments and vulnerability identification
- Transferring information into internal systems
We do not use AI systems to make automated decisions about individuals.
We do not allow personal information to be used to train public AI models.
Your Rights
Under UK data protection law, you have the right to:
- Be informed about how your information is used
- Access your personal information
- Correct inaccurate information
- Request deletion of information where applicable
- Restrict processing
- Object to processing
- Request data portability
- Request review of certain automated decisions
We will normally respond to rights requests within one month.
Our Lawful Bases for Processing
Contract
Processing is necessary to provide the services agreed between us.
Legal Obligation
Processing is necessary to meet legal and regulatory requirements,
including anti-money laundering obligations.
Consent
We rely on consent where required for special category information and
for marketing communications.
Legitimate Interests
We may process personal information where there is a legitimate business need,
including maintaining records, responding to complaints and meeting insurance requirements.
Recognised Legitimate Interests
In limited circumstances, we may process information for purposes such as
fraud prevention or safeguarding.
How Long We Keep Your Information
| Record Type | Minimum Retention Period |
|---|---|
| Investment business | 5 years |
| Pension transfers and opt-outs | Indefinitely |
| Insurance business | 3 years |
| Anti-money laundering records | At least 5 years after the relationship ends |
Some records may be retained for longer where required by legal,
regulatory or business requirements.
Information About Connected Individuals
We may need information about family members, dependants, beneficiaries,
donors or individuals connected with trustees and attorneys in order to provide our services.
Where information relating to another individual is provided,
you should ensure you have authority to share that information.
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