PRIVACY NOTICE
PRIVACY NOTICE
Introduction
Aurelia Financial Planning Solutions Limited is committed to protecting and respecting your privacy. We wish to be transparent about how we process your data and show that we are accountable under the General Data Protection Regulation 2016 (GDPR), not only in relation to processing your data but also in ensuring that you understand your rights as a client.
This Privacy Notice explains when and why Aurelia Financial Planning Solutions Limited collects personal data, how it is used, the conditions under which it may be disclosed to others, and how it is kept secure.
Who we are
We are Aurelia Financial Planning Solutions Limited, a financial planning firm and an insurance and investment intermediary.
We are regulated by the Central Bank of Ireland for the following activities:
- as an investment business firm authorised under the Investment Intermediaries Act 1995 to provide the services of an investment intermediary
- as an insurance intermediary registered under the European Union (Insurance Distribution) Regulations 2018
For the purposes of GDPR, Aurelia Financial Planning Solutions Limited is the data controller and our contact details are as follows:
GDPR Owner: Ciara Jones
Address: Unit 40, The Hyde Building, The Park Carrickmines, Dublin 18, D18 RPT6
Telephone: 01 2734826
Email: ciara.jones@aurelia.ie
Your privacy is important to us. If you have any comments or questions regarding this statement, please contact us using the details above.
What personal information do we collect and why?
We collect data about you when you apply for our services and for products provided by product providers with whom we have an agency agreement. Data is collected only to provide you with our services, to open accounts with product providers, to arrange products with them, and to comply with relevant laws and regulations.
Your data is retained and processed to provide you with our services and to comply with relevant laws and regulations, including internal operating procedures and compliance checks.
Use of AI
We use Microsoft Copilot, a generative AI tool, to create meeting minutes. Microsoft Copilot generates meeting minutes by using AI to transcribe, summarise and organise spoken content and chat interactions from meetings into structured notes and actionable items.
The data used to create meeting notes is retained by Aurelia, and Copilot does not retain any of the input data used to create meeting notes or use that data to train the AI model.
We will always ask your permission before we record meetings in this way.
Categories of data we may collect
We may collect data under a number of categories, including:
- Identification and Contact Information, including your name, date of birth, gender, marital status, PPS number, address, email address, home phone number, work phone number and mobile number
- Financial Details and Financial Information, including your occupation, job title, total remuneration, employment details, existing pension benefits, employer name, bank details, tax residence, income, assets and liabilities, including savings, investments and loans
- Health Information, such as information about your health status, medical records and medical assessment outcomes. We may also process certain special categories of information, for example information about your personal characteristics, biometric information or disability information
- Pension Benefits Information, such as current benefits, pension entitlement information, date of retirement and any relevant matters impacting your benefits, such as voluntary contributions
Where we collect sensitive personal data as defined under GDPR, such as health information, we will ensure that we require this information and that we have your explicit consent and/or authorisation before collecting it.
Information we automatically collect
We sometimes automatically collect certain types of information when you visit our website and through emails when we communicate with you.
Automated technologies may include the use of web server logs to collect IP addresses, cookies and web beacons. Other cookies, such as functional cookies, marketing cookies and analytical cookies, will only be used with your express consent.
Further information about our use of cookies can be found in our Cookie Notice in the footer of our web page.
Our lawful basis
We need to ensure that we process your personal data lawfully. We rely on the following legal grounds to collect and use your personal data:
- to provide the service or services we have contracted to provide to you
- to comply with a legal or regulatory obligation, such as the requirement to carry out anti-money laundering customer due diligence
- to protect our legitimate interests
Where we collect sensitive personal data such as health information, we can only do so on receipt of your explicit consent. We may also rely on your consent to send direct marketing information to you. We will present this to you clearly and concisely, and if you give consent, you can withdraw it easily at any time.
The consent for the lawful basis for controlling and processing your personal information, including collecting, storing and using it, is given when you apply for our services and/or products of our product providers and enter into a contract with us to provide you with services.
We also have a legal obligation to control and process your personal information to comply with Central Bank of Ireland regulations and other legislative and regulatory requirements, for which you also give consent when you agree to our Terms of Business.
Sharing your data
We will keep your personal data confidential but may pass it on to third-party services contracted to Aurelia Financial Planning Solutions Limited in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details secure and to use them only to fulfil the service they provide on our behalf or your behalf.
We may also share your data with regulatory and other governmental bodies where required by or under any enactment, rule of law or court order, including but not limited to the Revenue Commissioners, An Garda Siochana, the Companies Registration Office, the Financial Services & Pensions Ombudsman or the Central Bank of Ireland.
If we transfer personal data to a third party or outside the EEA, we as the data controller will ensure that the recipient, whether a processor or another controller, has provided the appropriate safeguards and that enforceable data subject rights and effective legal remedies are available to you.
Your rights around data
At any point while we are in possession of or processing your personal data, you, as the data subject, have the following rights:
- Right of access – you have the right to request details of and/or a copy of the information that we hold about you
- Right of rectification – you have the right to correct data that we hold about you if it is inaccurate or incomplete
- Right to be forgotten – in certain circumstances, you can ask for the data we hold about you to be erased from our records
- Right to restriction of processing – where certain conditions apply, you have the right to restrict the processing of your data
- Right of portability – you have the right to have the data we hold about you transferred to another organisation
- Right to object – you have the right to object to certain types of processing such as direct marketing
- Right to object to automated processing, including profiling – you have the right not to be subject to the legal effects of automated processing or profiling
- Right to judicial review – if Aurelia Financial Planning Solutions Limited refuses your request under rights of access, we will provide you with a reason why
All of the above requests will be forwarded on where a third party is involved in the processing of your personal data, as outlined above.
How long do we hold personal information for?
We retain personal information only for as long as required to provide the service or services you have asked us to provide or to comply with regulatory or legal obligations.
Our default retention period, in line with regulations and statutory requirements, is currently 6 years following the end of a client relationship.
Personal data will be disposed of securely.
If you have a complaint
If you wish to make a complaint about how your personal data is being processed by Aurelia Financial Planning Solutions Limited, or how your complaint has been handled, you have the right to lodge a complaint with our GDPR Owner using the contact details provided above.
You also have the right to complain to the Office of the Data Protection Commissioner at:
Data Protection Commission
21 Fitzwilliam Square South
Dublin 2
D02 RD28
Web: www.dataprotection.ie
Email: info@dataprotection.ie
Privacy policy statement changes
Aurelia Financial Planning Solutions Limited may change this Privacy Notice from time to time. When a change is made, we will post a revised version online. Changes will be effective from the point at which they are posted.
It is your responsibility to review this Privacy Notice periodically so that you are aware of any changes. By using our services, you agree to this Privacy Notice.
Aurelia Financial Planning Solutions Limited is regulated by the Central Bank of Ireland.
Company Registration No: 740757
Registered Office: Unit 40, The Hyde Building, The Park Carrickmines, Dublin 18, D18 RPT6
Directors: S Jones, C Jones, C. Brennan
P: +353 01 273 4826
E: hello@aurelia.ie
W: aurelia.ie
