DATA PROTECTION PRIVACY NOTICE
Ross Corporate Services is appointed as Secretariat and Pension Manager support to a large number of pension schemes. It is a data processor in relation to the personal data it receives and processes about scheme members and beneficiaries.
Separate scheme privacy notices have been sent to all members and beneficiaries of the schemes to which we are appointed. This notice explains what we, at Ross Corporate Services, do with member data which we receive and why.
What we do with personal data
As a data processor, Ross Corporate Services receives and processes personal data from scheme members and beneficiaries for the purposes of complying with its professional duties in providing Secretariat and Pension Manager support to the Trustee, who will administer the schemes to which they are appointed. There are also other legitimate purposes for Ross Corporate Services to hold personal data relating to the operation of those schemes, such as providing data to the sponsoring employers to consider the benefit design of their pension schemes and risk management issues.
Whilst much of the data Ross Corporate Services holds has been provided by members themselves, it also receives and process data provided by the scheme advisers, sponsoring employers, HMRC, the DWP and regulatory bodies and by tracing organisations.
Ross Corporate Services may also receive information from members about their proposed beneficiaries, who may be eligible to receive benefits on their death. It is important members have obtained the consent of those beneficiaries before providing their data and Ross Corporate Services operates on the basis that this consent has been sought and given. It would not be possible for us to verify this with the beneficiaries concerned as to do so is likely to seriously impair our ability to properly pay the benefits due under the Schemes.
What data do we hold?
The data we hold is to assist the Schemes to which we are appointed, with calculating and paying the benefits to which pension scheme members are entitled to. This includes:
- personal details such as your name, gender, age, date of birth, contact details (e.g. your address and postcode, email, telephone and mobile numbers), and identifiers such as your passport number, National Insurance number, pension or member reference number and employee number (where applicable);
- details of your family, lifestyle and social circumstances. This could include details about your current marriage or civil partnership, any previous relationships and details of your family and dependants;
- employment details such as your earnings, length of service, employment and career history, recruitment and termination details, attendance record, health and safety record, job title and job responsibilities;
- other financial details such as income, salary, assets and investments, bank account details (e.g. to process pension payments), benefits, grants and insurance details; and
- a description of your physical or mental health (where there is a legal basis for the processing of such data, see below).
Ross Corporate Services may also hold some special categories or “sensitive” data about individuals for the purposes of administering the schemes (for example in relation to ill-health or death benefits). In most circumstances it processes this data in the performance of its legal obligations in connection with employment, social security and social protection (as allowed by legislation). We may also, typically if considering claims under the schemes’ complaints procedure, process any sensitive data for the purposes of establishing, exercising or defending legal claims. It may sometimes be necessary to obtain member’s explicit consent to collect this information (even if provided by the member themselves). If there are any occasions where explicit consent to process sensitive data is obtained, that consent can be withdrawn at any time.