This privacy notice applies to all members of the University of East Anglia Staff Superannuation Scheme (UEASSS). It tells you what to expect when the Scheme collects and uses your personal information.
The Scheme needs to process information about its members in order to carry out its duties as a pension scheme. The following sections describe in detail the usual ways we will use your information whilst a member of UEASSS.
If we need to use your information in different ways, or for a different purpose, we will let you know by means of separate notices as relevant.
If you are a member of the scheme who is currently employed at UEA, a student at UEA or alumnus of the UEA, please also see our other privacy notices on the UEA website.
UEASSS is a registered data controller and will collect and use information about members in accordance with current UK data protection legislation.
Where Does Our Information Come From?
Most of the information we use is collected from you, either directly (for example when you were an employee of the UEA and provided details for your employment) or as a result of your actions (updating details since leaving the scheme such as nominated beneficiary or address).
What Information Do We Hold About You
The primary record relating to your membership of the scheme is held by the UEA on behalf of UEASSS. The information we hold consists of the following:
General Biographical Information
- Contact information: name, address, email address (UEA and non-UEA), phone number
- Date of birth
- Copies of passports and certificates
- Marital status, next of kin details
- National insurance number, bank or building society account details, tax codes
- Protected characteristics or ‘Equal opportunities’ information, where provided, in accordance with the Equality Act 2010
- Nominated beneficiary information
Information about Your Employment
- University ID (e.g. staff number)
- Contracts or terms and conditions of employment
- Service dates and working hours
- Occupational health records (where permission has been given)
- Salary and grade details
- Maternity and paternity leave records
Why we Use this Information
In most circumstances there will be a contractual requirement for you to provide relevant information, and for UEASSS to use that information in order to run the scheme.
Occasionally information may be provided by consent. Where we process your data based on your consent, you have the right to withdraw that consent at any time. Contact email@example.com for further advice, or to withdraw consent.
Sharing and Disclosing Information
As described in the section above, UEASSS may disclose certain personal data to external bodies. At all times the amount of information disclosed and the manner in which it is disclosed will be in accordance with the provisions and obligations of UK data protection law.
The organisations with whom we share data also have an obligation to tell you how they will use your information. We advise you to look at their privacy notices/policies. If you require any assistance with this, pease contact us at firstname.lastname@example.org
Our actuaries, Punter Southall Limited, including our individual Scheme Actuary, are classed as joint data controllers with the Trustee when providing certain actuarial and consultancy services. Punter Southall Limited has an appointed Data Protection Officer tasked with ensuring its compliance with data protection legislation. Your point of contact for Punter Southall Limited or the Scheme Actuary is Punter Southall Limited’s Data Protection Officer, whose address is 11 Strand, London, WC2N 5HR.
We also use Clerical Medical and Henderson for Additional Voluntary Contribution fund providers and they are also classed as joint data controllers. As such they will also need to ensure compliance with data protection legislation.
We also use third party organisations, known as data processors, to provide certain services on our behalf. In order to deliver these services, these organisations may have access to staff data. We are required to have contracts in place with each of these data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.
How long we keep your Information
We will keep your personal data only as long as is necessary for the purpose(s) for which it was collected. For pension schemes this is often indefinite.
Data will be securely destroyed when no longer required.