Tiemann Investment Advisors will not disclose or release any confidential or personal information that you provide to us for any reason, other than in fulfillment of the investment services that you authorize us to do for you. TIA does collect and maintain records that contain confidential information of our clients and we maintain those in secure conditions and handle them, to the best of our ability, to protect the confidentiality of that information. Here is a run-down the types of information that TIA collects from its clients, how we keep it and what we use it for:
Contact Information (Temporary), so we can contact you.
When you first contact TIA to explore how TIA can help you with your portfolio needs, we will not collect any of your information but just discuss the TIA approach to investing (and our constraints, minimums, and fee). If you are interested in continuing the discussion (and meet TIA's minimum), TIA will set up a meeting and collect your basic contact information at that time, to enable our communication with you.
Existing Investment Account Information Shared (Review only), so we can assess your situation with you.
Either at your first meeting or for a subsequent meeting, you may choose to provide Dr. Tiemann with information about your existing financial accounts, so that he can review what you have and where you are. Generally, clients opt to have Dr. TIemann's assessment of prior account performance and provide copies of their existing account statements. These documents and any information contained on them remain your possession and are kept confidential except as to their review by Dr. Tiemann and his verbal discussion with you. No personal investment information is collected by TIA at this time, no copies of your documents are made or kept and if you choose not to hire TIA going forward, your original documents will be returned to you or copies destroyed at your request and any work process documents created in the analysis will be destroyed. There will be no client file made or permanent records created at all. (TIA will only temporarily maintain a record of your contact information in a "Client Prospects" file until you have indicated no continuing interest.)
Formal TIA Account Proposal with Personal Investment Details and Analysis (TIA Single Document File Created), providing our investment analysis and proposal to you.
If our meetings with you have indicated a good fit between your needs and TIA's approach and capabilities, and you express an interest in moving forward to consider an investment relationship, then TIA will offer to provide you with a Proposal for TIA services. This proposal will contain a lot of investment detail. In order to do its analysis and provide this proposal, TIA will collect detailed personal and financial information from you, your spouse and/or children and from your existing separate, joint and custody accounts, as you direct. TIA will create its Proposal, which will contain summaries and analyses of this information. This TIA proposal will be provided to you and your spouse in person at a meeting with Dr. Tiemann and it will be reviewed with you in detail. A copy is maintained for TIA records, however, all personal and account information collected and contained in the proposal and all analysis provided by TIA is used exclusively for the purpose of providing detailed and comprehensive information to you regarding your assets, investments and TIA's recommendations on them. An electronic file will be created for this proposal. (At this time, should you not pursue an investment relationship, only this document file will be retained for TIA record archive purposes.)
Client-specific account data (TIA New Client Accounts Created), new accounts opened by clients authorizing services to be provided.
When a client retains TIA to provide investment management services, TIA works with the client to create a unique client investment profile and asset allocation plan. TIA assists the client to convert existing accounts or create new accounts that enable TIA to provide its services, by making TIA authorized to manage the securities in the account on behalf of the client. These documents contain client-specific confidential account information. Such information includes name, address, social security numbers and account numbers, among other highly sensitive personal information including account balance amounts, birthdates, often children's names and ages, and other family information. Dr. Tiemann handles all new account documentation personally, to ensure their complete security and confidentiality. His usage of this information is for the establishment of the new accounts and for ongoing authorization interaction with the custodian (Schwab or Fidelity) for confirmation of authorization to trade on behalf of the client accounts. Upon completion of this process, these documents are securely retained in the Client Records File.
Client Records File (TIA Client Document File Created), client "hard-copy" information organized and protected.
When a client retains TIA to provide investment management services, TIA creates a new client-specific document file that is maintained in TIA's offices and controlled by Dr. Tiemann. These files are ordinarily kept locked and access is limited to only Dr. Tiemann and his administrative assistants. These files may contain documents containing confidential personal and financial information but none of this data is collected other than in the originals in this hard-copy file, and it is not used for any purpose, other than as a record of information received by TIA from clients, or sent to clients by TIA, for the purposes of TIA's provision of investment services.
Client Electronic Records (TIA's Electronic Investment Files), client reporting.
TIA provides its reports to clients through electronic transfers of .pdf documents, containing summary and detailed information about account performance. TIA creates its reports separately for each client and maintains records of such reports on secure office computers and in secure back-up systems. These reports are protected by secure network administration and password protection and are not used for any purpose other than business archives and investment reviews directly with clients. TIA sends these reports on a quarterly basis to its clients through the Internet to the email addresses provided by the client. While there is confidential information contained in these reports, there is no confidential information that could provide unathorized access to any client account, should such a transmission get into the wrong hands.
Client Service Records (TIA's Administrative Files), client preferences and service.
TIA strives to provide the best service possible and may create a Client Service Record that enables TIA support staff to remember whether you prefer tea or coffee and how you take it. These records are maintained strictly to enable us to serve you better.
NOTE ABOUT PHISHING
Identity theft and the practice currently known as "phishing" are of great concern to Tiemann Investment Advisors. Safeguarding your information to help protect you from identity theft is a top priority. There, be assured that TIA will not, at any time, use an unsolicited email or a phone call from someone you do not know to request your social security number credit card information, bank login information or any other confidential information. For more information about phishing, visit the Federal Trade Commission’s website.