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Essex pensions

21 June 2018

What service is being provided?

Pension Administration Service provided by Essex Pension Fund to Essex County Council and Police Uniform and Firefighters schemes. 

What personal data do we need from you?

  • Name and Contact Details

  • E-mail address

  • Date of Birth

  • Marital Status

  • Employment and Education Details

  • Other pension entitlements

  • National Insurance Number

  • Financial Details

  • Names of Beneficiaries              

What ‘special types’ of personal data do we need from you?

  • Medical certification where an assessment for pension benefits is required

  • Physical or Mental Health details

  • Gender 

Who will be using your personal data?

The Data Controllers are:
Essex County Council (Employer),
Essex Pension Fund (Pension Administrators),
Barnett Waddingham (Scheme Actuary),
Prudential (Scheme AVC Provider),
Standard Life (Scheme AVC Provider),
Equitable Life (Scheme AVC Provider),
Ernst Young (Scheme Auditor),
South Yorkshire Pension Authority (LGPS National Insurance Database),
The Department for Work and Pensions,
The Governments Actuary's Department,
The Cabinet Office (National Fraud Initiative),
HM Revenue & Customs,
The Courts of England & Wales (Pension Sharing),
 
The Data Protection Officer for Essex County Council can be contacted at dpo@essex.gov.uk.
 
The Data Processor supporting this purpose are:
Civica (Pensions Software Provider),
Citibank (Overseas Payment Provider),
Adare (Printing Company),
Tracesmart and Faraday (Tracing Bureau),
Charities Trust (Registered Charity),
Child Support Agency,
CAPS,
Fines (Earnings Orders from courts),
BHSF (Private Health Company),
Simply Health (Private Health Company),
Essex Police Sports Association,
Essex Police Sports Association Lottery,
Lloyds (Sponsoring Bank)
 

What will it be used for and what gives us the right to ask for it and use it?

  • Service Delivery
  • Prevention or Detection of Fraud/Crime
  • Service Planning/Improvement
  • Research using anonymised data only – if we would like to use your identifiable personal data for research purposes we will seek your consent to do so. 
If we cannot use your data we would be unable to exercise our function as the pension administrator. 
Our legal basis for using your personal data is:
  • Necessary for a task in the public interest
  • Under a legal obligation 
Our legal basis for using your Special Categories of data is:
Substantial public interest 

Who else might we share your data with?

Advisers and service providers so that they can help us carry out our duties, rights and discretions in relation to the fund.
 

Will your data be stored in or accessible from countries with no UK-equivalent Privacy Law protections?

The fund does have a number of overseas members who reside in countries other than the UK. The majority of these are in European Countries, USA or Australia. The Fund does not transfer data relating to overseas members to anyone other than the member and appropriate safeguards are applied.

How long will your data be kept?

We will stop using your data after you (or any beneficiary who receives benefits after your death) cease to be entitled to benefits from the Fund.

Your data will be deleted 15 years or once the administrator deems that the data is no longer needed for the purpose of exercising or defending a legal claim related to that data.
 
Our use of your data will be subject to the following legal rights:
  • Your Right to be Informed
  • Your Right to Access your personal data
  • Your Right for us to Rectify your personal data
  • Your Right to Restrict our processing of your personal data
  • Your Right to Object to how we use your personal data 

We may also receive personal information about you from others:

Employer,
HM Revenue & Customs,
Lloyds (Sponsoring Bank),
Department for Work & Pensions,
Cabinet Office (National Fraud Initiative)
Courts of England & Wales (Pension Sharing),
Fund Member       
 
Link to a relevant other privacy notice

Visit the following links for more information about Privacy Law, our obligations and your Rights:
The ICO Guide to the General Data Protection Regulation 2016
The General Data Protection Regulation 2016
 
If you have concerns over the way we are asking for or using your personal data, please raise the matter with our Data Protection Officer by the following means:
 
Postal Address:
Data Protection Officer,
Information Governance Team,
Essex County Council,
County Hall,
Market Road,
Chelmsford,
Essex,
CM11QH
Email: dpo@essex.gov.uk
Phone Number:0333 013 9824
 
If you still have concerns following our response you have the right to raise the matter with the Information Commissioner’s Office:
 
Postal Address:
Information Commissioner's Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF