Updated 25 February 2021
BT Pension Scheme Trustees Limited, BT Pension Scheme Management Limited and BT Pension Scheme Administration Limited is committed to protecting your privacy.
We are a private company limited by guarantee established in England and Wales with company numbers 06009363 and 10665093 with registered address at One America Square, 17 Crosswall, London EC3N 2LB, and for the purposes of the EU General Data Protection Regulation (the “EU GDPR”), the Data Protection Act 2018 (“DPA 2018”) and any other applicable data protection laws, we are the data controller regarding any personal data that you have provided to us.
This Privacy Notice sets out the basis on which we will process any personal data we collect from you, or that you or third parties provide to us, in connection with your membership in the Scheme and which relates to you or to any individual connected with you.
Please read this Privacy Notice (“Notice”) carefully so that you understand your rights in relation to your personal data, and how we will collect, use, and process your personal data.
In a situation where you provide us with your personal data to share with a third party who will provide a service to you directly, they are the data controller of that personal data and you are strongly advised to review their own privacy notice for details as to how they handle your personal data.
This Notice explains our policy in relation to:
You and your employer provide certain information to us in relation to your membership of the Scheme when using the online pensions portal which enables members to manage their membership in the Scheme (the “Pensions Portal”) and when visiting and/or contacting us online, by phone, email, post or any other engagement or correspondence that you or your employer may have with us.
You acknowledge that we may collect, use, process and transfer your personal data as set out in this Notice.
The Scheme reserves the right to change this Notice from time to time and you should therefore check this page frequently to ensure that you are happy with any changes. We will ensure that your personal data is handled in accordance with this Notice.
We hold the following personal information about you:
If you provide us with information about someone else, for example your family members and dependants, we will assume that you have their permission to do so. We will process their personal data in accordance with this Notice. Please let them know you have provided their information to us and encourage them to read this Notice.
We will use your personal information for the purposes of administering and managing the Scheme. We may receive information from third parties who collect your personal data and pass it on to us. For example, a claim organisation contacts us on your behalf. Where this is the case, the third party is responsible for obtaining the relevant consents from you to ensure you are happy with the ways in which your personal data will be used.
More information on the purposes for which we process your data and the legal bases for this processing can be found in additional information.
We do not sell, rent or lease your personal information. We share your information with selected recipients as set out in this Notice. This includes sharing information with those who are involved in the running of the Scheme, those who provide assistance to us to run the Scheme, those who sponsor or oversee the Scheme, and those who may have a legal or regulatory right to request such information. Please click here for more information.
The information that we collect from you will be transferred to and stored at/processed in the UK/EEA. We will take all steps reasonably necessary to ensure that your personal data is treated securely and in accordance with this Notice.
We will only transfer your information outside of the UK/EEA where we have adequate measures in place to provide appropriate safeguards such as Model Clauses (Standard Contractual Clauses (SCCs) produced by the EU Commission) and other appropriate safeguards such as (Code of Conduct and Certification). Click here to learn more about these transfer mechanisms.
Unfortunately, the transmission of information via the internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your information transmitted through this website or over email; any transmission is at your own risk. Once we have received your information, we will take appropriate technical and organisational measures to safeguard your personal data against loss, theft and unauthorised use, access or modification.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping such password confidential. Please do not share your password with anyone.
Pension benefits are paid over a long period and your right to benefits payable under the Scheme is based on information that may date back many years. We will decide to delete some of the data held in relation to you after 6 years. However, your personal information may be held for longer where: (i) it is required by law or a court order; (ii) it is needed to establish, exercise, defend or pursue legal claims; (iii) we consider it is necessary to ensure the Scheme pays the correct benefits; and (iv) to deal with any queries relating to your benefits as they may arise after that time; (vi) to protect the rights of another natural or legal person.
After the retention periods have elapsed, we will store your information in an aggregated and anonymised format.
You have certain rights in relation to the personal information we hold about you, which we detail below. Some of these only apply in certain circumstances as set out below. We also set out how to exercise those rights. Please note that we will require you to verify your identity before we respond to any of your requests. We must respond to a request by you to exercise those rights without undue delay and at least within one calendar month (although this may be extended by a further two months in certain circumstances). To exercise any of your rights, please click here to fill out the Data Subject Rights Request Form.
Name of Rights | Right Description | How to make a compliant |
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right of information | You have the right to know the personal information we hold about you, how we use it, who we share it with and how long we keep your personal data. |
Please contact us as soon as possible via view here |
right of access | You have the right to know whether we process your personal information, and if we do, to access information we hold about you, how we use it and who we share it with. If you require more than one copy of information, we hold about you, it is free of charge, unless we deem it necessary to charge you an administration fee. We may not provide you with certain personal information if providing it would interfere with a person’s rights and freedom (e.g. where providing the personal information would reveal information about another person) or where another exemption applies. Please See “how long will we keep your personal data”. |
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right to rectification | The accuracy of the information we hold about you is important to us. Under the DPA 2018 and EU GDPR, you have the right to access the information we hold about you and have any inaccuracies corrected. Where you request correction, please explain in detail why you believe the personal data we hold about you to be inaccurate or incomplete so that we can assess whether a correction is required. Please note that whilst we assess whether the personal data, we hold about you is inaccurate or incomplete, you may exercise your right to restrict our processing of the applicable data. |
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right to erasure | This is also known as the “right to be forgotten”. Please click here for more information about the circumstances in which you may request that we erase the personal data we hold about you. |
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right to data portability | You have the right to receive a subset of the personal data we collect from you in a structured, commonly used and machine-readable format and a right to request that we transfer such personal data to another third party. Please click here for more information on the data we hold. If you wish for us to transfer the personal data to another third party, please ensure you detail that third party and note that we can only do so where it is technically feasible. We are not responsible for the security of the personal data or its processing once received by the third party. We also may not provide you with certain data if providing it would interfere with right and freedom of another person (e.g. where providing the personal data we hold about you would reveal information about another person or our trade secrets or intellectual property). |
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restriction of processing to storage only | You have a right to require us to stop processing the personal data we hold about you other than for storage purposes in certain circumstances. Please note, however, that if we stop processing the personal data, we may use it again if there are valid grounds under data protection laws for us to do so (e.g. for the defence of legal claims or to protect to right and freedom of another person. Please See “how long will we keep your personal data”. Please click here for more information on the circumstances in which you may request that we stop processing and just store the personal data we hold about you. |
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make a complaint | You have a right to lodge a complaint with relevant data protection supervisory authorities. In the UK, it is the Information Commissioner’s Office (ICO). |
Please contact ICO as soon as possible via here Please contact relevant data protection supervisory authorities via here |
We may share your personal data with a third party where it is necessary (i) for the performance of the services you have requested (ii) for us to comply with our legal obligations or (iii) for our legitimate business interest.
When you visit our website, we collect technical information about your computer, such as your internet protocol address (which is a number that can uniquely identify a specific computer on the internet), time zone setting, your login information, browser type and version, browser plug-in types and versions, operating systems and platforms.
We use cookies to collect information about your browsing activities over time following your use of our services. This allows us to recognise and count the number of users and to see how users navigate on our website when they are using it. This helps us to improve the services we provide to you and the way our website works. Please click here to learn more about our cookie policy.
If you wish to make a complaint about how we process your personal data, please contact us using the contact details below and we will endeavour to deal with your request as soon as possible. This does not interfere with your right to raise a complaint with a relevant data protection supervisory authority.
Any changes we make to our Privacy Notice in the future will be updated on this page. Please check back frequently to see any updates or changes to our Privacy Notice. Any changes to this Notice will become effective when we post the revised Privacy Notice on our website. Your use of the website, or continued participation in the Scheme, following these changes means that you accept the revised Privacy Notice. It is your responsibility to ensure that you are aware of the latest version of this Notice.
If you have any questions, comments or requests regarding any aspect of this Notice, please do not hesitate to contact us as soon as possible at:
By post: BT Pension Scheme, Sunderland, SR43 4AD
By email: riskandcompliance@btpsa.co.uk
By phone from within the UK: 0800 731 1919
By phone from outside the UK: +44 0203 0233420