Date of last update: June 2025
This privacy notice explains how Holtram TLPI Ltd (“we”, “us”, or “our”) collects, uses, and protects your personal information, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Holtram TLPI Ltd is a company registered in England and Wales (company number 12775174) with its registered office at 42 Lytton Road, Barnet, EN5 5BY.
For the purposes of Intellectual Property Rights, Tax and Accounting Advice, Holtram TLPI operates as a trading style of Protero Tax Limited (company number 12780422), registered with the ICAEW. Advice to establish a SSAS pension is provided by Protero Tax Limited.
2. What Information We Collect
We may collect and process the following types of personal data:
- Name, date of birth, postal address, email address, and phone number
- Employment or director status (e.g., whether you are a company director)
- Financial details relevant to the services we provide
- Website usage data (including IP address and device information)
- Interaction data from our emails (e.g. opens, clicks)
We may also receive your data from third parties such as pension providers, trustees, or financial advisors.
3. How We Use Your Personal Data
We use your personal data for the following purposes:
a) Contractual Necessity
- To provide you with our services
- To support your application to establish a pension scheme
- To send you relevant updates or information
b) Legal Obligation
- To comply with anti-money laundering regulations
- To meet legal or regulatory requirements
c) Consent
- To respond to your enquiries
- To send marketing or informational content (email/SMS) if you have opted in
d) Legitimate Interests
- To maintain website security and performance
- To analyse service usage and improve our offering
- To screen form submissions against eligibility criteria
Note: The eligibility tool does not involve automated decision-making under Article 22 of UK GDPR. It is used for screening based on information you provide and does not make final decisions about your application.
4. Cookies and Tracking Technologies
Our website uses cookies to enhance your experience. Cookies are small files placed on your device to help us understand usage and improve our services.
By continuing to use our site, you agree to the use of essential cookies. Non-essential cookies (e.g. analytics) will only be set with your consent via our cookie banner.
You may disable cookies through your browser settings; however, this may impact website functionality.
5. How We Store and Secure Your Data
We store your data securely using access-controlled systems, password protection, and two-factor authentication (2FA) where available. All staff undergo GDPR training upon onboarding and receive regular refresher training.
Your personal data is stored in secure software platforms including HubSpot and Microsoft Outlook. These providers act as data processors under contract.
While we take appropriate steps to protect your data, transmission over the internet is inherently insecure, and we cannot guarantee complete security of data transmitted online.
6. Who We Share Your Data With
We do not sell or rent your personal information to third parties.
We may share your data with:
- Providers of services essential to delivering our offering (e.g. hosting, email delivery)
- Regulators, courts, or law enforcement agencies if legally required
We store personal data using third-party software platforms but control and limit their access.
7. How Long We Keep Your Data
Client data is retained for a minimum of 6 years from the end of the contractual relationship, or longer where required to comply with legal obligations or defend legal claims.
Non-client data is retained only for as long as necessary for the purpose it was collected.
Data is securely destroyed when no longer required.
8. Your Rights
Under UK GDPR, you have the following rights:
- Access: Request a copy of the personal data we hold about you
- Rectification: Request correction of inaccurate or incomplete data
- Erasure: Request deletion of data where no longer necessary (“right to be forgotten”)
- Restriction: Ask us to restrict processing in certain circumstances
- Objection: Object to processing where we rely on legitimate interests
- Data Portability: Obtain and reuse your data across services (if applicable)
- Withdraw Consent: Withdraw consent at any time for processing based on consent
To exercise any of these rights, contact us at the details below. We aim to respond within one month.
9. Contacting Us
For queries, requests, or concerns about your personal data, please contact:
Data Protection Officer: Company Secretary
Holtram TLPI Ltd
Trident House, Trident Business Park, Basil Hill Road, Didcot, Oxfordshire, OX11 7HJ
Email: enquiries@tlpi.co.uk
Phone: 01235 426666
10. Complaints
If you have any concerns about how we handle your personal data, please contact us first so we can try to resolve the issue. However, you also have the right to complain directly to the Information Commissioner’s Office (ICO) if you prefer.
For more information, visit Information Commissioner’s Office (ICO):
Website: www.ico.org.uk
Helpline: 0303 123 1113
11. Changes to This Policy
We may update this Privacy Notice from time to time. Please check back periodically to stay informed. This version is effective from June 2025.
