West Yorkshire Pension Fund Privacy Notice

What information do we collect

Over the course of your pension scheme membership, WYPF will collect the following information:

  • Name
  • National Insurance number
  • Gender
  • Marital Status
  • Date of Birth
  • Contact details – address, telephone number, email
  • Pay reference
  • Employer
  • Job Title
  • Date joined
  • Hours of employment
  • Pay
  • Pension contributions paid
  • Rank (if in the Firefighters’ pension scheme)
  • Date left
  • Reason for leaving
  • Bank details for pensioners and beneficiaries
  • Dependants and next of kin details
  • Death grant nominations
  • Details of other private pensions

Who uses this information?

West Yorkshire Fund use this information.  It may also be used by your employer and other organisations where it is legal to do so.  Not all of the information we collect about you will be shared with these organisations. See the section on ‘Who are we likely to share this information with?’

Why do we use this information?

We use this information to ensure that the Fund pays the correct amount of pension benefits to scheme members and their beneficiaries.

What authority does CBMDC have to collect and use this information?

The Fund has a legal obligation and a statutory duty to provide individuals with certain information under a number of regulations, including;

  • The Occupational and Personal Pension Schemes (Disclosure of Information) Regulations 2013
  • The Pensions Act 2011 (Transitional, Consequential and Supplementary Provisions) Regulations 2014
  • The Occupational and Personal Pension Schemes (Disclosure of Information) Amendment Regulations 2015
  • The LGPS Regulations 2013
  • The Public Service Pensions Act 2013
  • The Pensions Act 2004

What is 'person identifiable data'?

The term ‘person identifiable data’ relates to any data that could potentially identify a specific individual. The following fields in West Yorkshire Pension Fund are classified as person identifiable: Name, age, address, postcode, place of birth, date of birth, gender, national insurance number, employer, date employment started, date retired, date left pension scheme, any information about an individual that can be used directly, or in connection with other data, to identify, contact or locate that person.

Who are we likely to share this information with?

Type of service/advisor Name of body/organisation Reasons for sharing the personal data

Employer

Your Employer whilst you were in the pension scheme.

We hold these details on computer so employers can use some of this data, eg to check the accuracy of the information held, to produce retirement estimates, but only for their own employees. They cannot see the details of any death grant nominations.

Scheme Actuary

Aon Hewitt

To calculate the value of the Fund's assets and liabilities based on its membership profile and to set employer contribution rates based on that information.

Scheme AVC Provider*

Prudential/Scottish Widows/Equitable Life

To facilitate the creation and maintenance of individual member's AVC accounts

Scheme Auditor

 Mazars LLP

To facilitate the statutory duty of auditing the Fund's Annual Report and Statement of Accounts and internal controls

LGPS National Insurance Database

South Yorkshire Pension Authority

To enable the Fund to identify if their members have benefits in other LGPS schemes to ensure that appropriate benefits are paid.

DWP Tell Us Once Service

Department for Work and Pensions

To enable the Fund to be notified of the death of a scheme member

Regulators, the government, law enforcement bodies including local and foreign courts, tribunals and arbitrators.

National Fraud Initiative

Government Actuary Department

The Pensions Regulator

The Scheme Advisory Board

To comply with the Fund's statutory duty in the management and administration of benefits, this includes participation in the Cabinet Office's National Fraud Initiative for the purposes of the prevention and detection of fraud against the Fund and organisations within the public sector and the Government Actuary's department for the calculation of the triennial assessment of the cost of the Local Government Pension Scheme on a national basis as per the Public Service Pensions Act 2013.

The Fund's software provider for its pension administration system

Civica

To provide software management support in the delivery of the Fund's electronic pension case management and benefit calculation system.

Banking Services

HSBC

To enable the Fund to pay pensions to retired members and beneficiaries.

Mortality and lost contact tracing services

Accurate Data/Experian/Lexis Nexis

To enable the Fund to trace members who have we have lost contact with because correspondence has been returned from their last known address or their pension has been returned by the bank.

Voluntary deductions from pensions

Various

To enable the Fund to pay over deductions made from pensions to organisations such as hospital funds, charities, sporting clubs or organisations etc.

Printing

Various – using Bradford Council’s framework contract

The enable the Fund to print payslips, annual benefit statements and newsletters to send to scheme members.

How do we keep this information secure?

Your information is stored securely on database and document management systems with stringent access and use policies. We also undertake quality checks and monitoring to ensure the information we hold is accurate at the time and being used appropriately.

How long do we keep this information?

The Fund, in providing statutory duties under the regulations has determined that it cannot permanently delete a member's record. Member details and documentation are required to be retained to enable the Fund to comply with statutory and legal obligations. However, if a request is made to delete member details or documentation, it will be considered on a case-by-case basis.

What are your rights?

You have the right to request CBMDC to stop processing your personal data in relation to any council service.  See our main Privacy Notice for details.

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