privacy POLICY
INTRODUCTION
Your Company Matters Limited (“YCM”, “we”, “us” or “our”) is committed to ensuring the protection and security of all personal information within our control. Should we ask you to provide any information by which you can be identified when using this website or our services, you can be assured that it will only be used in accordance with this Privacy Policy.
This Privacy Policy explains what personal information we collect, how we use it, how we protect it and the rights you have in relation to your information.
We may change this policy from time to time by updating this page. Please check this page periodically for updates or changes. The latest version will be published on our website. This policy is effective from October 2026.
WHO ARE WE
We are a UK company providing regulatory hosting and compliance support to businesses operating in the insurance sector.
Your Company Matters Limited is authorised and regulated by the Financial Conduct Authority (FCA) under Firm Reference Number 486123. Trading address: 8 Greenhill Road, Sutton Coldfield, West Midlands, B72 1DS. Registered in England under Company No. 05649402. Registered office: Office 1, 72 Booker Avenue, Bradwell Common, Milton Keynes, MK13 8EF.
Your Company Matters Limited is a Data Controller for the personal information we collect and use in connection with our website enquiries and relevant business activities. Our ICO registration reference is Z1464821.
What INFORMATION WE COLLECT
The personal information we collect will depend on your relationship with YCM and the services or regulatory arrangements involved.
We may collect and use the following personal information:
Your first name and last name, email address and other business contact details.
Information you include in website enquiries or other communications with us.
Previous employment details, work history, qualifications, experience and training.
Information required for fitness and propriety assessments, including information about honesty, integrity, competence, capability and financial soundness where relevant.
Standard Disclosure and Barring Service (DBS) check information and relevant criminal record information, where lawfully required or appropriate.
Personal information provided in references, including information from referees and previous employers.
Information relating to regulatory status, permissions, conduct, disciplinary matters and relevant regulatory history.
Business policies, procedures, compliance records and other documentation required for onboarding, regulatory oversight and ongoing monitoring.
Financial information relating to a business or an individual's financial soundness, where relevant to our regulatory assessments.
Information provided through regulatory applications, due diligence questionnaires, annual reviews, compliance assessments and other regulatory processes.
Technical information about your use of our website, such as your IP address, browser type, device information and website usage data, where collected through cookies or similar technologies.
We may collect this information directly from you, from your business or its representatives, from referees and previous employers, from relevant third parties, or from publicly available and regulatory sources, where appropriate and lawful. We only collect personal information that is relevant to the purpose for which it is required.
HOW WE COLLECT AND USE YOUR INFORMATION
We collect personal information when you contact us, enquire about our services, apply to become an appointed representative or introducer appointed representative, or are involved in our regulatory hosting and compliance activities. We may obtain information directly from you, your business or its representatives, referees, previous employers, relevant third parties, regulatory bodies and publicly available sources, where appropriate and lawful.
We use personal information for the following purposes:
To enable us to deliver services to clients and where we have a contract with you, it is necessary for us to process certain personal data to deliver that contract and provide those services.
To assess prospective appointed representatives and introducer appointed representatives, including carrying out due diligence and onboarding checks.
To complete fitness and propriety assessments and assess relevant employment history, qualifications, competence, experience, references and financial soundness.
To obtain and review Standard Disclosure and Barring Service (DBS) check information and other relevant criminal record information where lawfully required or appropriate.
To meet our regulatory responsibilities as an FCA-authorised Principal firm, including monitoring appointed representatives and relevant individuals.
To carry out compliance monitoring, annual reviews, training, audits and ongoing assessments.
To maintain regulatory records, policies, procedures and compliance documentation.
To manage business relationships, communicate with prospective and existing clients, and administer our services.
To operate, maintain and improve our website and protect our systems from misuse, fraud and security threats.
To comply with applicable legal and regulatory requirements and to establish, exercise or defend legal claims where necessary.
If you complete our website contact form, we collect your first name, last name, email address and message. Your submission is forwarded to our designated enquiries email address so that we can review and respond to your enquiry and take any appropriate follow-up steps. Submitting an enquiry does not automatically appoint a business as an appointed representative or create a contractual relationship.
We only collect and use personal information that is relevant to the purpose for which it is required. We will process it only where we have a lawful basis to do so and, where required, an additional legal condition for processing particular types of information.
WHO WE SHARE YOUR INFORMATION WITH
We do not sell, trade or rent personal information to other organisations.
We may share relevant information where necessary with:
Website and technology providers, including Squarespace and providers supporting our email, IT and website services.
Professional advisers, such as legal, accounting or other professional advisers where required.
Regulators and public authorities, including the FCA, the Information Commissioner's Office (IC), law enforcement or other authorities where we are legally required or permitted to disclose information.
Other parties involved in a business transaction, where necessary in connection with a proposed or actual sale, restructuring or transfer of our business.
Where third parties process personal information on our behalf, we take appropriate steps to ensure that the information is handled securely and in accordance with applicable data protection requirements.
HOW LONG DO WE KEEP YOUR INFORMATION
We only keep personal information for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, regulatory, accounting or reporting requirements.
Information relating to an ongoing or established business relationship may be retained for the duration of that relationship and for an appropriate period afterwards, depending on the nature of the information and any applicable legal or regulatory requirements.
We securely delete or dispose of personal information when it is no longer required.
HOW WE PROTECT YOUR INFORMATION
All personal information is treated as confidential. Our staff are trained to treat all personal information in the same way. Where this information is recorded electronically, we have accepted standards of organisation and technical security to ensure it is protected and secure. This is by way of passwords, staff training and recording only the minimum data that is necessary to complete the service we are required to provide to you.
YOUR DATA PROTECTION RIGHTS
Depending on the circumstances and subject to applicable legal requirements, you may have the right to:
Access the personal information we hold about you.
Correct inaccurate or incomplete information.
Request deletion of your personal information.
Restrict how we use your information.
Object to certain types of processing, including processing based on legitimate interests.
Object to direct marketing at any time.
Request data portability, where the right applies.
Withdraw consent where we rely on consent to process your information.
These rights are not absolute in every situation. For example, we may need to retain certain information to comply with legal obligations or establish, exercise or defend legal claims.
To exercise your rights, please contact us using the details in the “Contact Us and Complaints” section of this policy. We may need to verify your identity before responding.
cookies and website analytics
Our website may use cookies and similar technologies to ensure the website operates correctly, remember preferences and, where enabled, understand how visitors use the website.
Where required, we will obtain your consent before using non-essential cookies. You can manage your preferences through the available cookie settings and your browser controls.
Please read our separate Cookie Policy for further information.
EXTERNAL websiteS
Our website may contain links to external websites. If you follow a link to another website, that website will have its own privacy policy and terms.
We are not responsible for the privacy practices or content of external websites. We recommend reading their privacy information before providing personal information.
contact us and complaints
If you have a question about this Privacy Policy, wish to exercise your data protection rights or have a concern about how we handle your personal information, please contact:
Your Company Matters Limited
Phone: 07889 321458
Trading address: 8 Greenhill Road, Sutton Coldfield, West Midlands, B72 1DS, United Kingdom
If you are unhappy with how we have handled your personal information, please contact us first so that we can try to resolve your concern.
You also have the right to complain to the Information Commissioner's Office (IC), the UK's independent data protection regulator. Further information is available at https://ico.org.uk/.