Privacy Policy

Introduction

Shadow Praxis is committed to protecting your privacy and handling your personal information with care and respect. This privacy policy explains what information we collect, why we collect it, how we use it, and the choices you have regarding your data.

We are registered as a data controller under UK data protection legislation and take our responsibilities seriously. Your financial information is particularly sensitive, and we implement robust security measures to safeguard it.

Information We Collect

To provide effective financial planning and management services, we collect various types of information:

Personal Identification Information

This includes your name, date of birth, address, email address, and other contact details necessary for communication and service delivery.

Financial Information

We collect details about your income, employment, assets, liabilities, existing investments, pension arrangements, tax status, and financial goals. This information is essential for providing tailored financial advice.

Technical Information

When you visit our website, we may collect technical data including your IP address, browser type, device information, and usage patterns. This helps us improve our website functionality and user experience.

Communication Records

We maintain records of our communications with you, including emails, meeting notes, and consultation summaries, to ensure continuity of service and regulatory compliance.

How We Use Your Information

We use your personal information for specific, legitimate purposes:

Service Delivery

Your information enables us to analyze your financial situation, develop personalized strategies, manage your investments, and provide ongoing advice and support.

Legal and Regulatory Compliance

Financial services are heavily regulated. We must collect and retain certain information to comply with legal obligations, including anti-money laundering regulations, tax reporting requirements, and financial conduct rules.

Client Relationship Management

We use your contact information to schedule meetings, send relevant updates about your accounts, share market insights, and maintain our professional relationship.

Service Improvement

Analyzing how clients interact with our services helps us improve our offerings, develop new features, and enhance the client experience.

Legal Basis for Processing

We process your personal data based on several legal grounds under UK GDPR:

Contractual Necessity

Processing your information is necessary to fulfill our service agreement with you. Without this data, we cannot provide financial planning services.

Legal Obligation

We must process certain data to comply with legal and regulatory requirements governing financial services.

Legitimate Interest

We have legitimate business interests in maintaining client records, improving our services, and operating our business effectively. We balance these interests against your privacy rights.

Consent

For certain activities, such as sending marketing communications, we rely on your explicit consent, which you can withdraw at any time.

Data Sharing and Disclosure

We share your information only when necessary and appropriate:

Service Providers

We work with trusted third parties who provide essential services such as investment platforms, pension providers, and technical infrastructure. These providers are contractually bound to protect your information and use it only for specified purposes.

Professional Advisors

With your consent, we may share relevant information with your accountant, solicitor, or other professional advisors to ensure coordinated financial planning.

Regulatory Bodies

We may disclose information to regulatory authorities, law enforcement, or government bodies when legally required or to comply with regulatory obligations.

Business Transfers

If our business is sold or merged with another company, your information may be transferred to the new owners, subject to the same privacy commitments.

We do not sell your personal information to third parties for marketing purposes.

Data Security

Protecting your information is paramount. We implement comprehensive security measures including:

• Encryption of sensitive data both in transit and at rest
• Secure access controls limiting who can view your information
• Regular security assessments and updates to our systems
• Staff training on data protection and confidentiality
• Physical security measures for our office premises
• Secure backup and disaster recovery procedures

While we take every reasonable precaution, no system is completely secure. We continuously monitor and improve our security practices to protect against unauthorized access, alteration, disclosure, or destruction of your information.

Data Retention

We retain your personal information for as long as necessary to provide services and meet regulatory requirements. Financial services regulations typically require us to maintain client records for at least six years after our relationship ends. Some records may be kept longer based on specific legal obligations.

Once retention periods expire and we have no ongoing legal basis to keep your information, we securely delete or anonymize it.

Your Rights

Under UK data protection law, you have several rights regarding your personal information:

Right to Access

You can request a copy of the personal information we hold about you, free of charge in most circumstances.

Right to Rectification

If information we hold is inaccurate or incomplete, you can ask us to correct or complete it.

Right to Erasure

In certain circumstances, you can request deletion of your personal data, though this may be limited by legal retention requirements.

Right to Restrict Processing

You can ask us to temporarily suspend processing of your data in specific situations.

Right to Data Portability

You can request your data in a structured, commonly used format for transfer to another service provider.

Right to Object

You can object to processing based on legitimate interests or for direct marketing purposes.

To exercise these rights, contact us at [email protected]. We will respond within one month of receiving your request.

Cookies and Website Technology

Our website uses cookies and similar technologies to enhance functionality and analyze usage. For detailed information about our cookie practices, please see our separate Cookies Policy.

International Data Transfers

We primarily store and process data within the United Kingdom. If we transfer data outside the UK, we ensure appropriate safeguards are in place to protect your information in accordance with UK data protection standards.

Children's Privacy

Our services are not directed at individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us immediately.

Changes to This Policy

We may update this privacy policy periodically to reflect changes in our practices, technology, legal requirements, or business operations. When we make significant changes, we will notify you via email or through a prominent notice on our website. The date at the top of this policy indicates when it was last revised.

Contact and Complaints

If you have questions, concerns, or complaints about how we handle your personal information, please contact us:

Shadow Praxis
42 Colmore Row
Birmingham B3 2BS
United Kingdom
Email: [email protected]

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office, the UK's data protection authority, at ico.org.uk.