How Mailock Assists Harwell Finance Group with Email Compliance

80% of financial services firms have seen an increase in cyber attacks due to COVID-19. Lockdowns and remote working pushed communications and services online, especially within financial services.

When national lockdowns halted face-to-face advice, Harwell Finance Group needed member firms to keep serving clients by email without weakening data protection. This case study explains how the network secured those communications with Mailock.

Who Are They?

Harwell Finance Group is a bespoke mortgage and protection network, providing its member firms with dedicated regulation, compliance, and supervisory support.

They place a high priority on continuous development, helping their members build the knowledge and skills needed to deliver the very best service to clients.

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Run by directors Jonathan Harris and Paul Stockwell, both experienced in the UK mortgage market, Harwell Finance Group offers a personal approach to business support and a strong sense of community within their network.

The Challenge

Harwell Finance Group launched in March 2020, unintentionally coinciding with the start of the COVID-19 pandemic.

Financial advisers looking at wealth planning dashboard on laptop

This created a challenge, as firms in their network – many of which relied on face-to-face contact – were unable to continue business as usual due to national lockdowns.

They quickly realised the need to move their connections online and began relying more heavily on email for client communications.

"Since a lot of our client data is now transferred by email, the directors felt it was responsible for us to look at a system that could protect that client data, as it is the most important thing for our business."

Rob Hastings, Operations & Compliance Officer, Harwell Finance Group

The Solution

During this time, they also noted media reports of significant increases in cybercrime, especially in financial services.

Looking to secure their client communications, Harwell Finance Group reviewed several secure email solutions. They ultimately chose Mailock, officially coming on board in 2020.

"As there has been such a large step up in cybercrime, we’ve taken as many reasonable steps as we can to make sure that client data is protected going forward."

Rob Hastings, Operations & Compliance Officer, Harwell Finance Group

The Outcome

Ease of Use

A simple interface is vital for adoption. Harwell Finance Group found Mailock easy to use, helping them demonstrate to the FCA that they are protecting client data without complicating workflows.

Financial advisers reviewing the monthly budget

Integrations

Rob shared that Mailock integrates well with their existing CRM system. The Outlook Add-in made secure email so straightforward that it felt "like you’re not using a system."

Cost

Mailock’s competitive pricing was a key factor. Rob also highlighted the risk mitigation value in avoiding reputational and financial damage from breaches.

"Mailock removes a lot of the concern around dealing with everyone’s favourite method of communication, which is email. We feel a lot more secure now we are sending and receiving sensitive client information safely."

Rob Hastings, Operations & Compliance Officer, Harwell Finance Group

Compliance Benefits

Making sure tools meet regulatory standards is a key part of Rob’s role.

Mailock helps firms respond to GDPR challenges, offering features such as the ability to revoke misdirected emails and providing a clear compliance checklist.

Desk-based research at a financial advice firm

Harwell Finance Group also values Mailock’s ability to track and audit secure emails, helping advisers follow up with clients efficiently.

They now use Mailock for all client communications containing sensitive personal data, such as forms and financial records.

"I think it’s very good for a business to be able to demonstrate you have taken steps to protect data and be in line with GDPR."

Rob Hastings, Operations & Compliance Officer, Harwell Finance Group

What Mailock Changed for Harwell Finance Group

Mailock enables Harwell Finance Group to do “absolutely the right thing in an extremely important area”. It helps their members protect sensitive information in a practical, user-friendly way while supporting regulatory expectations.