Purpose of this notice

This notice sets out how we collect and process your data for the purposes of your pensions 121 session and/or booking you onto a pensions information webinar. It is important that you read this notice so that you are fully aware of how and why we are using your data.

We may update this privacy notice from time to time. Any updates to this privacy notice will be uploaded to the booking system. Additional privacy notices may have been made available to you by Lincolnshire Housing Partnership and you should refer to these notices for information on other topics.

This privacy notice only covers how First Actuarial collect, process and retain your data for your 121 pensions session and/or pensions webinars.

Data Controller

First Actuarial will be the controller of the personal data provided to us. This means we are responsible for deciding what personal data about you is required, how it is used and how it should be protected.

How we look after information about you

First Actuarial needs to hold some of your personal information to enable you to book onto a webinar and/ or 121 session in which we will discuss the proposed changes to your pensions arrangements at Lincolnshire Housing Partnership.

We are committed to protecting the privacy of the people whose data we use. This privacy notice sets out what personal data we hold about you, the legal basis for using it, your rights, how we use it and the safeguards that are in place to protect it. This is all so that you are fully aware of how and why we are using your data.

We realise this notice is quite long, so we've tried to help by summarising the main points here, but it would still be really useful for you to read the notice in full:

· We collect information in order to allow you to book a 121 session and/or webinar and to enable us to provide that 121 session and/or webinar for you;

· All the information held by First Actuarial has been provided by Lincolnshire Housing Partnership or by yourself;

· First Actuarial won't share your information with anyone except for the purposes of providing feedback to Lincolnshire Housing Partnership about who has attended a 121 session and/or booked onto a webinar;

· You can contact First Actuarial at any time to request a copy of the data we hold on you for the purpose of the 121 session and/or webinar.

This privacy notice does not require any action from you; it is for information purposes only. However, if you do have any questions please contact us at the address shown at the end of this privacy notice.

What personal data do we hold and use?

Information used by the website when booking a 121 session and/or webinar

· Personal information including name, date of birth, and contact details;

· Your usual place of work;

· Any questions that you submit to the booking system in advance of your 121 session;

· Any documents that you upload to the booking system in advance of your 121 session.

When you login to the website we will place a cookie on your device to ensure we know who you are. This cookie will be deleted when you close the browser.

Optional information collected when using the website

When you first access the website, we will ask you if we can place additional cookies on your device and collect information about how you use the website. This additional information allows us to see how the website is used and track any issues. This enables us to improve the website. If you choose to allow us to place additional cookies on your device, we will use the cookies that are outlined in the cookie notice which can be found at the bottom of each webpage.

We will also collect the following information:

· Information on how you use the booking system and website;

· Your Internet Protocol (IP) address and details of which version of web browser you used.

First Actuarial will be the sole data controller for the above information held on the booking system. If you would like further information, please contact us.

Information used for the 121 session for you.

The information we hold on you may include, but is not limited to, some of the following:

· Personal identifiers such as name, gender, contact details (email address), date of birth, National Insurance number, member reference number, usual location of work.

· Personal and family information such as information on dependants, pension sharing orders, earmarking orders and attachment orders.

· Pension scheme membership and employment information such as dates of employment with Lincolnshire Housing Group or previous employers, date joined scheme(s), date pensionable service commenced, category of membership, details of any transfers of benefits into the pension scheme, details of any periods of absence and/or breaks in pensionable service, full-time or part-time employment, pension debits or pension credits, details of transfers in, normal retirement age and normal retirement date and pension accrual rates. This may include information about your Lincolnshire Housing Group pension scheme and other pension schemes that you are a member of.

· Contribution details such as contributions to the pension scheme(s) and any additional voluntary contributions.

· Financial and investment information such as your pension contributions paid, basic salary and pensionable salary, total accrued pension, total prospective pension at Normal Retirement Age (including various tranches that make it up), lump sum benefit payable on death in service, spouse’s pension payable on death in service, pension increase amounts.

· Lifetime allowance and annual allowance information, including details of any Fixed, Primary or Enhanced Protections held or applied for.

Why do we hold information about you?

The lawful reason First Actuarial processes your data is because we have a legitimate interest in:

· fulfilling our duty to Lincolnshire Housing Partnership Group to provide you with access to a 121 session and/or webinar to that you can better understand your pensions arrangements and have the opportunity to ask questions about them.

· fulfilling our duty to manage the 121 and webinar sessions by communicating with you in relation to your session before, during and after your session.

Where did we get your personal data from?

The personal data we hold about you was given to First Actuarial by Lincolnshire Housing Partnership or by yourself. Any information provided by yourself is provided either when registering for the booking system, through the questions that you submit on the booking system, the documents that upload to the booking system, or the information you provide during your 121 session.

Who do we share information with?

First Actuarial, will not give or sell your information to anybody else unless we are legally required to do so. In particular, we will not share your data with any other parties for marketing, market research or commercial purposes.

First Actuarial may share information with Lincolnshire Housing Partnership for the purposes of providing feedback about who has attended a 121 session.

First Actuarial will not transfer your data outside the United Kingdom.

How long do we keep your data?

First Actuarial will need to keep a summary of your 121 meeting for up to seven years in order to be able to demonstrate that we provided unbiased guidance to you in relation to your pensions benefits.

The remainder of the data supplied by you will be held by First Actuarial for between one and two years from the date that you supplied it to us.

Your rights

We never forget that your data belongs to you. Legislation gives you several rights so that you can understand and control how we use your data. You can:

· Ask us for a copy of the information we hold on you;

· Ask us to fix any information you believe is wrong;

· Ask us to stop using your data;

· Ask us to delete your data;

· Complain to us about how we use your data.

Whenever possible we will comply with your request. If we can’t comply with your request, we will let you know why. If you have any questions on how we use your data or are not happy with our use of your data, please get in touch with us. If you are still not happy with how we use your data, you should contact the Information Commissioner’s Office at: www.ico.org.uk or via their telephone helpline (0303 123 1113).

Contacting us

You may contact us for further details on how we use your personal information, or with any other questions about this Privacy Notice, including any requests to exercise your rights.

First Actuarial LLP
Data Protection
9th Floor, Network House
Basing View
Basingstoke
Hampshire
RG21 4HG

Email: data.p rotection@firstactuarial.co.uk (referring to “Lincolnshire Housing Partnership 2023” within the email title).