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Privacy Policy

The trustee (the Trustee) of the University of Manchester Superannuation Scheme (the Scheme) is responsible for the governance and management of the Scheme, which includes ensuring both we, and our advisers, are responsible for compliance with legislation, including data protection legislation. Data protection legislation is extremely important to ensure that personal information is kept securely and used only for the right purpose.

From 25 May 2018, the law will be changing to tighten further the protection of personal data. This doesn't just apply to pension schemes; it applies to each company and organisation in Europe that has access to personal data.

This policy explains:

What we mean by personal data

By personal data we mean data relating to an individual by which they can be identified; for example your date of birth and address.

Information we collect from or about you

The information about you that we collect and process may be provided from a number of sources including: by you; your employer or a previous employer; HM Revenue & Customs (HMRC); a tracing agency which may use a range of sources such as the electoral roll e.g. if we are trying to trace you; and (with your consent) your doctor.

This information may include some or all of the following:

Our use of your personal data

We must have a legal reason to use your personal data and this will usually be:

We may ask you to consent to us processing information in some circumstances. For example, where personal data collected is categorised as a special category of personal data (such as information about your health if retiring on grounds of ill health) and there is not an alternative legal basis for processing it we may ask for your consent.

If we do not have your consent it may mean that we are unable to pay benefits to you or your dependants. You can withdraw consent at any time by writing to us using the contact details given below.

When you provide personal information about your beneficiaries the Trustee and our advisers assume that you do so with their full knowledge and consent.

Purposes of processing the data

We collect and process your data based on the lawful reasons set out below:

We rely on our legitimate interests in processing your data:

Who we might share this data with

The Trustee and our advisers will share your personal data with each other as necessary and with other advisers and service providers used to help administer the Scheme. This may include the Scheme's legal advisers, investment advisers, auditors and accountants. It may also include other organisations such as tracing, archiving, document printing and distribution and IT service providers. If you require details of any of these advisers/providers please contact us using the details given below.

In some circumstances, we may need to pass personal information to other third parties who advise or assist the Trustee and our advisers, the sponsoring employer, your employer, Government bodies, fund providers, insurance companies and persons associated with you. In the event that any such third party processes personal information, reasonable steps will be taken to ensure that such third party agrees in writing to act only on our instruction and provides appropriate guarantees in respect of the technical and organisational security measures governing the processing to be carried out.

We may also pass personal information to other third parties at your request, for example where you are considering a possible transfer and you have asked us to provide information to your adviser and/or to the administrators of the receiving arrangement. In this situation we will assume that you have satisfied yourself that the third party has suitable security measures in place.

How we protect your data

We take the security of your data seriously. We have put appropriate procedures in place and we limit access to your personal information to those who have a business need to know.

We have put in place procedures to deal with any suspected data breach and will notify you of a suspected breach where we are legally required to do so.

How long we keep your personal data

We will keep your personal data, in accordance with the law and regulatory guidance, for as long as is necessary for the purpose(s) for which it was collected and for so long afterwards as we consider may be required to deal with any questions or complaints that we may receive about our administration of the Scheme. This will be in line with our Record Retentions Schedule, which is available on request from UMSS (see contact details below). When no longer needed, we will seek to ensure that personal data is securely destroyed.

Your rights

You have the right to:

If you wish to exercise any of these rights please contact us using the contact details below. We will aim to respond to any request received from you within one month of receiving your request. Access to your data will be provided free of charge, unless the request is excessive or unfounded.