Portfolio Adviser modules - Terms and Conditions

This page sets out the terms under which IFA Systems Ltd will set up and run your chosen modules from our Portfolio Adviser range, linking data from 1st Software's Adviser Office - links with other proprietary systems to follow in due course.

Setting up
On receipt of your order we will set up the chosen version of our Portfolio Adviser system for use by you in connection with the relevant database. We will customise the layout and colour as you request, contacting you by phone, and set up the basic module. We will contact you by telephone to go over the upload procedure.

Portfolio Adviser also includes two levels of our Client Information Centre through which clients will be able to access a secure area within your website and thus their portfolio details. Advisers who already have a website with IFA Systems will have the Client Information Centre included as standard within their website: for those with other websites we can either supply pages for use within an i-frame within your existing site, or we can create a special frameset, coloured to match your main site, providing a login link for your designer to add to your site.

Once the setup has been complete we will give you a test web address to try the system out with your own data. The system is operated on-line through our unique Website Manager, where you will have a secure login to access your own area and clients' details. We will provide telephone support over any questions, and send you e-instructions on using the system.

If you do not already subscribe to Finex's overnight price feed as part of your back office subscription then we will set up a subscription with Finex for you for an additional charge. Ask us for details if you prefer the service on a daily basis.

If chosen we will then add our Fund Factsheets links to the Portfolio Adviser module, providing links from the portfolio reports to give details of the funds involved. For this to work you must have set up all relevant funds using the correct MEX codes. IFA Systems cannot be held responsible for incorrect data showing through use of an incorrect or non-existent MEX code.

If chosen we will then add our Portfolio Updater module to the Portfolio Adviser module, and set up links to the product providers required using your agency references. We will provide any necessary telephone training on the setup and ongoing use of those modules.

Website Link
Once you have approved the files, the Client Information Centre and Portfolio Adviser can be linked to your existing website. If you do not have a website, or want to upgrade, we can easily supply a website from our templated range.

Hosting
IFA Systems will host all the files supplied through this system on our secure server: your site will link seamlessly to these files.

Ongoing development
We operate a policy of continual improvement and development. If any upgrades involve major new features for which there is a cost we will inform you beforehand, otherwise upgrades will be applied at no further charge. IFA Systems will take all reasonable steps to keep abreast of developments in the relevant database, although major upgrades or revisions may result in an amendment charge – we will tell you if this is likely to happen.

Compliance
We are used to working closely with the majority of Networks to obtain compliance approval to our sites, and will continue this with any new products we bring out. However we do not obtain pre-approval from any Network, and cannot be responsible for changes requested by any Network which may render the program unusable.

Accuracy and reliability of data
Portfolio Adviser is designed to take data exported from the relevant database and upload it to our web server. The data is not changed in the process, but simply reflects the content of your local records, however accurate or up-to-date. IFA Systems Ltd cannot be held responsible for the accuracy of the data thus displayed. The testing of the format , layout and accuracy is the responsibility of the IFA, who will sign off the setup before it goes live.

If however you also choose to subscribe to our Portfolio Updater package then valuations can be obtained direct from the product providers as regards basic units and prices, which will show in the portfolio summary.

Both Portfolio Updater and Transaction history have been designed to obtain data from the Product Providers' intranets, and is not manipulated or amended in any way by IFA Systems Ltd. We cannot be held responsible for the accuracy of the data thus displayed.

Backing up and security
We take regular backups of all the sites and data that we manage, and these are stored off-site. We give you secure access to the Website Manager for your website, and each client is allocated their own unique username and password to access the Client Information Centre and onwards features. They can request a new password if they wish through the site.

The entire secure client area of your site, as well as the Website Manager access for site maintenance, is protected by 128-bit encryption, as confirmed by the security certificate emblem showing on those pages.

No personal data is sent by e-mail - access to messages or personal data always requires a login to the secure area.

We may need to access your clients' data for maintenance purposes, or as we train you on accessing that data online, and our staff work under our security guidelines in this respect. If you discontinue use of this module then we will remove all your clients' data from our servers.

Payment
On receipt of your order we will send you a Direct Debit Mandate for ongoing payments, and an invoice you for the setup cost, for settlement by cheque within 2 months of date of order or when the module goes live, whichever is the sooner. All prices are as stated, and will be confirmed on receipt of order. Monthly payments will become due on completion of our work, and continue for a minimum of 6 months. Your subscription may then be ceased by providing one month's notice in writing (by post or e-mail) to IFA Systems Ltd. All stored data will then be deleted from our systems.

Acceptance of terms
By ordering one or more of the Portfolio Adviser modules you will be deemed to have read and accepted these terms (also linked from the online Order form).

IPR
The Intellectual Property Rights on all Portfolio Adviser and Portfolio Updater modules reside solely with IFA Systems Ltd.

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