Retailer Privacy Notice

1. Introduction

This Privacy Notice explains how Propensio Finance Limited (“we”, “us”, “our”) collects, uses, stores, and protects personal information relating to directors or key individuals of suppliers and introducers.

Our registered office is:
Building 3, Callflex Business Park, Golden Smithies Lane, Wath-Upon-Dearne, Rotherham, S63 7ER.

For the purposes of UK data protection law (including the Data Protection Act 2018 and UK GDPR), we act as the data controller. You can contact us at:
Email: DPO@propensio.co.uk
Telephone: +44 (0)1709 808 990
Data Protection Officer: Jill Burton

We are committed to protecting your privacy and complying with applicable data protection legislation. This Notice explains what information we collect, why we collect it, and your rights.

2. Personal Information We Collect

We may collect and process the following categories of personal information from directors or key individuals:

• Identity information: full name, date of birth, residential address, identity documents (e.g., passport or driving licence).
• Contact details: email address, telephone number, job title, and business address.

3. How We use Personal Information

We use personal information for the following purposes:

• Supplier onboarding and suitability assessments – verifying identity, assessing supplier risk, and determining suitability to work with us.
• Regulatory screening and compliance – conducting director AML/KYC checks, sanctions screening, fraud prevention, and meeting our obligations as an FCA regulated firm.
• Ongoing oversight and monitoring – performing periodic reviews, audits, performance monitoring, and managing regulatory reporting obligations.
• Contract and relationship management – administering contracts, communicating with supplier representatives, and managing day to day interactions.
• Risk, governance, and legal compliance – maintaining appropriate records, managing disputes, and fulfilling our legal and regulatory duties.

Legal bases for processing personal information:

• Legitimate interests (e.g., supplier due diligence, risk management, and business administration).
• Legal obligations (including AML, sanctions screening, and FCA regulatory requirements).
• Performance of a contract (where processing is necessary to enter into or manage a contract with you or your organisation).

4. Who We Share Personal Data With

We may share personal data with regulators, IT service providers, legal advisers, sanctions screening partners, and Experian, which we use for identity verification purposes.
We store and process personal data within the United Kingdom and the European Economic Area (EEA). We do not transfer personal data outside the EEA.

5. Where We Store Personal Information

Your information is stored securely within the EEA, on systems protected by technical and organisational security measures, including firewalls, passwords, and access controls.

6. Data Retention

We keep information for as long as needed to manage the relationship, and for a maximum of six years afterwards, unless a longer period is required by law.
We maintain an internal Data Retention Policy that sets out how records are reviewed, stored, anonymised, and destroyed.

7. Your Rights

Under UK GDPR, you have the following rights:

• Right of access – to obtain a copy of the information we hold about you
• Right to rectification – to correct inaccurate or incomplete data
• Right to erasure (“right to be forgotten”) – in certain circumstances
• Right to restrict processing – in certain circumstances
• Right to data portability – to transfer your data to another provider
• Right to object – to processing based on legitimate interests
• Right to lodge a complaint – with the Information Commissioner’s Office (ICO)

To exercise any of these rights, contact us at
customerservices@propensio.co.uk. You may also contact the ICO at www.ico.org.uk or by calling 0303 123 1113.

8. Questions or Concerns

If you have any concerns regarding our use of your information, please notify us as soon as possible.
For further information or to make a complaint, email our Data Protection Officer at DPO@propensio.co.uk. If we cannot resolve your complaint, you can contact the ICO at:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Website: www.ico.org.uk
Telephone: 0303 123 1113

Last update: 12th March 2026