McInroy & Wood Limited provides a discretionary investment management service for individuals, families, trusts and charities. It has a single subsidiary, McInroy & Wood Portfolios Limited, which acts as manager for four UK UCITS authorised unit trusts which are accessible to direct investors. McInroy & Wood Limited and McInroy & Wood Portfolios Limited are collectively referred to as “the Firms”, “we”, “us” or “our” in this Privacy Policy.
The Firms are authorised and regulated by the Financial Conduct Authority. In addition, McInroy & Wood Limited is registered as an investment adviser with the US Securities and Exchange Commission.
We are committed to preserving the privacy of our clients, direct investors and any other individuals with whom we establish a relationship either directly or through this website.
It is important that you read this Privacy Policy, together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data. This Privacy Policy supplements such other notices and is not intended to override them.
Controller
This Privacy Policy explains how we may use personal information. This Privacy Policy is issued on behalf of both Firms for the purposes of the UK General Data Protection Regulation (GDPR), and other applicable data protection legislation (the Data Protection Laws), the Firms are joint data controllers and are jointly responsible for your personal data.
What personal information do we collect?
Personal data, or personal information, means any information about an individual from which that person can be identified.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
If you contact us by post, telephone, email, secure message through our investor portal or through our website, we may keep a record of that correspondence.
Telephone conversations with you may be recorded, where required to do so by law or regulation. In particular, we are required to record all telephone conversations and electronic communications that are intended to result in the execution of an order e.g. where you give a specific instruction to execute a trade on your behalf.
For the purposes explained in this Privacy Policy, we do not request from you any Special Categories of Personal Data (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we request, nor collect, any information about criminal convictions and offences. However, whilst we do not request such data, you, or your power of attorney, may wish to provide us with certain Special Categories of Personal Data if you think this is necessary for your personal circumstances. If you do so, we will process it in accordance with the terms of this Privacy Policy.
How will we use the information we collect about you?
We collect and process information held about you in the following circumstances:
(i) when it is necessary for the performance of a contract to which you are a party or seek to become a party to;
(ii) when we are required to comply with a legal obligation
(iii) if the processing is for our legitimate interests or those of a third party; and / or
(iv) where we have obtained your active agreement to use your personal data for a specific purpose, for example if you agree to receive marketing communications from us.
We collect and process information about you for the following specific purposes:
We may contact you by post, telephone, email and secure message if you use our investor portal service. If you change your mind about how you wish to be contacted, then please let us know. Should we require to process your information for any purpose not included within this policy, we shall communicate this to you in advance of doing so.
Security
All personal information provided to us is stored on secure servers. While we take all reasonable steps to protect your personal data, its security cannot be guaranteed. Once personal information has been received, we will use robust procedures and security software to prevent unauthorised access. All reasonable steps will be taken to ensure that your data is treated securely and in accordance with this Privacy Policy.
Transfers Abroad
Your personal information may be transferred to, and stored in, a destination outside the European Economic Area (“EEA”). It may also be processed by staff based outside of the EEA who work for us, or one of our third-party business partners. If your personal information is transferred, we will take all steps necessary to ensure it is held securely and in accordance with this Privacy Policy - in particular by ensuring the appropriate technical and organisational safeguards are in place.
Disclosure of Information
We process all data in accordance with Data Protection Laws. We may share your information with third-party business partners with whom we have contracted to help us provide our service to you.
We may have to send your data to organisations which help us to confirm your identity, to comply with Anti-Money Laundering regulations, or for other purposes such as the detection of crime. To confirm your identity, such processing may require the use of automated decision making by the relevant organisation. If the relevant organisation cannot confirm your identity, we will take additional measures to enable us to do so.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party business partners to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We will not share your information for marketing purposes with any organisation outside the Firms.
Your rights in relation to your personal information
Data Protection Laws give you rights in relation to your personal information.
You may:
In addition to the rights set out above, you have the right to lodge a complaint with the Information Commissioner’s Office, or its successor.
If you are a discretionary investment management client or a direct investor in one of our unit trusts, and you ask us to stop processing or erase your personal information, we will be unable to continue to provide any investment management service to you. In such circumstances we will have no option but to terminate any contract with you for the provision of investment management or fund services. You would therefore be required to sell or transfer any investments.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.
Retention of your personal information
Data Protection Laws allow us to retain your personal information for as long as is necessary for the purposes for which your personal information was obtained, or for longer periods where a statutory or regulatory requirement exists. Our record retention policy is to remove your personal information from our records 6 years after our business relationship with you has ended, unless i) there is a statutory or regulatory reason why we require to retain your personal information for longer or ii) we have already erased your personal information following an earlier request to do so.
Cookies
A cookie is a piece of software that places a text file on the hard drive of your computer that remembers information about the configuration of your computer (and its IP address) and collects standard internet log and visitor behaviour information. The information is used to track visitor use of the website and to personalise any repeat visits you make to our website.
When entering our website you are informed that the site uses cookies and are then prompted to accept, decline or select the discretionary cookies you wish to allow. You can set your browser not to accept cookies and you can remove existing cookies from your browser. However, in a few cases some of our website features may not function as a result. Please see our Cookies Policy for more information about what cookies are, the cookies used on our website and how to disable them if required. There is an additional Portal Cookies Policy for our fund investor portal.
Other websites
Our website contains links to other third-party websites. Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements or cookies policies. When you leave our website, we encourage you to read the privacy notice and cookies policy of the websites you visit. This Privacy Policy only applies to our website.
Changes to our Privacy Policy
This version of the Privacy Policy was last updated on 4th November 2024. We keep our Privacy Policy under regular review and any updates will be made on this webpage.
How to contact us
If you wish to exercise any of the rights set out above or if you have any questions or comments on this Privacy Policy, please contact us by either sending an email to: enquiry@mcinroy-wood.co.uk or by writing to us at: McInroy & Wood, Easter Alderston, Haddington, EH41 3SF, UK, FAO Director of Operations & IT.
Our registration numbers with the UK Information Commissioner’s Office are Z5037103 (McInroy & Wood Limited) and Z2965605 (McInroy & Wood Portfolios Limited).
Complaints
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
