This website is provided by Capita Pension Solutions Limited (‘we’)
We provide employee benefits and administration services, including communication services, to your employer or pension scheme trustee.
We are registered in England and Wales under company number 02260524 respectively and have our registered office situated at First Floor, 2 Kingdom Street, Paddington, London, England, W2 6BD.
We are authorised and regulated by the Financial Conduct Authority under registration number 142484.
This policy explains:
- what data we collect
- why we collect it
- how we use it
- who we might share it with
- where it is stored
- how long it is kept
- your rights
- how we safeguard your privacy
This policy relates only to our services as outlined above. It is supplemental to both our website terms and the privacy notice provided by your employer or pension scheme trustees.
By continuing to access this website, you agree to be bound by these terms. We may change, modify, add or remove portions from this policy at any time.
What data we collect
Your employer or pension scheme trustee provides us with data we need to provide you with or offer you benefits and services.
We also collect data from you directly, such as:
- Information you provide by completing forms on the website. We may also ask you for information when you report a problem with our website.
- records of correspondence when you contact us.
- any surveys you complete for research purposes.
- details of your visits to this website including but not limited to, traffic data, location data, weblogs and other communication data.
Details such as your name, company name, telephone number, email address and password. We may need this information in order to provide you with access to the website and to ensure we can identify you.
Your employer or the Trustees is the ‘Controller’ of this information.
Why we collect this data
The controller will have a legal basis for providing us with your information to process. They should provide you with details of this in their privacy notice to you. As a processor your information is processed by us on the basis of instructions from and a contract with the controller.
We gather this information to so we can administer and provide you information about your pension.
Your employer may have provided your email address details to Capita for the purpose of providing our services. Email messages sent over the internet cannot be guaranteed to be completely secure as they may be subject to possible interception or loss.
We may also wish to provide you with information about special features of our website or other services. This may be by email or by SMS text messaging if you have registered for this service. If you do not want to receive this information, please contact your employer.
Contact us if you want to opt out of digital communications
We never use or share any personally identifiable information provided to us online in ways unrelated to the ones described on our website, this notice or our cookie policy.
How we use your data
Information that you, or your employer, or pension scheme trustee, provide to us (which may include personal data and/or sensitive personal data) will be used only for the following purposes (and subject to any preferences you have notified us of):
- We may retain and disclose your personal data in order to comply with any statutory, legal or regulatory obligations.
- We may disclose your personal data to third parties if we are under a duty to disclose or share such information in order to comply with any legal obligation, or in order to enforce or apply our website terms of use, or other agreements; or to protect the rights, property or safety of Capita, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
- We intend to continue improving the content and function of our website. For this reason, we may monitor customer traffic patterns and website usage to help us improve the design and layout of our website and provide content of interest to you.
We shall keep your information for a reasonable period of time for the purposes outlined above.
Who we might share your data with
Where we provide pension administration or benefits services and you apply for any additional products or services offered through our website, we will pass your personal details as necessary to the provider of those products and services to the extent necessary for you to receive those products or services. Thereafter, the provider may correspond with you directly in order to provide those services.
Once a provider has received your personal information they will usually have a direct relationship with you and use your personal data in accordance with their terms and conditions and privacy policy.
One example of the types of providers used is insurance companies, to provide medical insurance or life assurance.
To provide our services to your employer and / or pension scheme trustee we sometimes use third parties such as IT systems and software providers or print and document management companies.
In addition, your details may be disclosed to your employer / pension scheme in order for Capita to provide the services to you.
If Capita is sold or integrated with another business, your details may be disclosed to our advisers and any prospective purchasers' advisers and will be passed on to the new owners of the business.
Where agreed with your employer and/or pension scheme trustee we may anonymise your personal information and use it for data analytical purposes.
We may also use aggregate information and statistics for the purposes of monitoring website usage and to help us develop our website and our services, and may provide such aggregate information to third parties. These statistics will not include information that can be used to identify any individual.
From time to time we may provide your information that we collect and store during normal use of our website to our customer service agencies for research and analysis purposes so that we can monitor and improve the services we provide. Such use does not result in any personally identifiable data, other than contact details, being collected, stored or transferred to such agencies. We, or our agents and subcontractors, may contact you by post, email or telephone to ask you for your feedback and comments on our services.
One way in which we gather this information is by using cookies
Where your data is stored
Your personal data is stored in the European Economic Area (EEA). We will not transfer it outside of the EEA unless specifically agreed with the controller. If this happens, you will be separately notified.
How long your data is kept
Our standard policy is to hold your data for a maximum of 7 years after the end of our agreement to provide services to your employer / pension scheme trustee. After this, it will be securely destroyed.
Your rights
If you do not wish us to process your personal data in order to use our website, please contact us. However, in certain circumstances the controller may be under a legal obligation to process your personal data, for example for automatic enrolment into a pension scheme and to manage opt-outs. In such cases, we may have to continue to process your personal data.
Under Data Protection regulations you have a number of rights. These can be exercised by contacting your employer or pension scheme trustee as the Controller of your information.
The right to be informed
This includes an obligation to explain to you how your information is used. This notice provides you with this explanation in relation to the information processed by us when providing pension scheme administration services to your employer or pension scheme trustee.
The right of access
You have the right to obtain confirmation that your information is being processed and to obtain access to your information, for example by receiving a copy of it.
The right to rectification
You have the right to have your information corrected if it is inaccurate or incomplete.
The right to be forgotten
You have the right to request the deletion or removal of your information in certain circumstances. Please note that there may be circumstances where you ask for your information to be deleted but both us and your employer or pension scheme trustee are legally entitled to retain it.
The right to restrict processing
You have the right to request the processing of your information is restricted in certain circumstances. Again, there may be circumstances where you ask your employer / pension scheme trustee to restrict the processing of your information, but they are legally entitled to refuse that request.
The right to data portability
You have the right to receive the information you have provided in a usable electronic format and/or request it is transmitted to a third party where this is technically feasible.
The right to complain to the Supervisory Authority
You have the right to make a complaint with the Information Commissioner if you think that any of your rights have been infringed.
How we safeguard your privacy
Our website has security installed to ensure that any personal data entered onto the website is protected against loss, misuse or alteration.
We take appropriate steps to maintain the security of your data. But the open nature of the internet is such that data may flow over networks without security measures and may be accessed and used by people other than those for whom the data is intended. You therefore use this website at your own risk.