PRIVACY NOTICE FOR THE PENSIONS TRUST AND THE PENSIONS TRUST 2016
The Trustee, Verity Trustees Limited (trading as TPT Retirement Solutions), holds and processes personal data about Scheme members and beneficiaries in order to run the Scheme. In doing so, we comply with relevant data protection legislation.
What we do with your data
As a data controller, the Trustee collects and processes your personal data for the purposes of complying with its legal duties to administer the Scheme and for other legitimate purposes relating to the operation of the Scheme. If you should sign up to access your scheme benefit details through DB Online, the Trustee will also collect and process your personal data for the purposes of providing this online service to you via our website in line with our portal terms and conditions [https://userportal.tpt.org.uk/TermsAndConditions].
Whilst much of the data we hold has been provided by members themselves, we also hold and process data provided by your employer, other pension schemes which you may have transferred from, from HMRC, the DWP and regulatory bodies and from tracing organisations. We also receive information from members about their proposed beneficiaries, who would be eligible to receive benefits on the member's death. We assume that you have the consent of those individuals to provide us with this information and that you will share this privacy notice with them. The data we hold is to assist the Trustee to calculate and pay the benefits the members are entitled to and this includes your name, address, salary, years of service with the scheme, date of birth, NI number and contact details.
We also hold some special categories or “sensitive” data about members for the purposes of administering the Scheme (for example, in relation to ill-health or death benefits). We will typically only do so with your explicit consent. Where we are relying on your consent to process your sensitive data, you can withdraw it at any time.
Who else processes your data?
We share your personal data with certain third parties involved in running the Scheme; for example, JLT Benefit Solutions (the Scheme Actuary) and The Leadership Factor (who undertake customer satisfaction surveys on our behalf).
If you sign up for access to DB Online, we will share your personal data with certain third party IT providers involved in running the online services; for example, for the purposes of IT hosting and maintenance.
In some circumstances, we are joint controllers with the Scheme Actuary, the legal advisors (who may process your data to comply with their professional duties as advisors to the Trustee) and your employer. Your employer holds your data to comply with its legal obligations as a sponsoring employer of the Scheme. It has a legitimate interest in the Scheme being run in a cost effective way and may have an interest in offering certain options to members. The Trustee may share information with your employers and its auditors and advisers for this purpose.
Storage of your personal data
Pension benefits are paid over a long period and your right to benefits under the Scheme is based on information which may go back many years. Our policy is therefore to retain information relating to you until your membership of the Scheme ends.
Once your membership ends, we may decide to delete some of the data held in relation to you after 6 years. However, information may be held for longer where we consider it appropriate in order to ensure the Scheme pays the correct benefits and to deal with any queries relating to your benefits which may arise after that time.
You have the right to access your personal data, and require that we rectify any errors in the data that we hold, or request that we erase your personal data. You can also require that we restrict the way we process your personal data or object to its processing. In some circumstances, you have a right to request a copy of your personal data for the purposes of transmitting elsewhere. Where we have requested and obtained your consent to process particular information, you may withdraw that consent at any time. However, if we do not hold all the data we need to administer your benefits, we may not be able to pay out the benefits you are entitled to.
If you have any questions about this document, please contact:
TPT Retirement Solutions, Verity House, 6 Canal Wharf, Leeds, West Yorkshire, LS2 5BQ, firstname.lastname@example.org, 0113 234 5500, www.tpt.org.uk or your employer.
If you are unsure of the correct details to use to contact your employer, then please contact us and we will provide you with the relevant details.
If your question concerns the use of DB Online more generally, please contact:
TPT Retirement Solutions, Verity House, 6 Canal Wharf, West Yorkshire, LS2 5BQ, email@example.com, 0113 234 5500, www.tpt.org.uk
What if you have a complaint?
To make a complaint about how we’ve handled your information, contact us as set out above.
If you’re not satisfied with our response to your complaint, or believe our processing of your information does not comply with data protection law, you can make a complaint to the Information Commissioner's Office. Its contact details are:
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Telephone number: 0303 123 1113 or 01625 545 745