This notice explains how SEI Trustees Limited, the Trustee of the Atlas Master Trust ("AMT"), uses and protects the personal information that it holds about members and other beneficiaries of the AMT. Contact details for the Trustee are set out at the end of this notice.
The Trustee is a "controller" for the purposes of the data protection laws. The current data protection laws are set out in the UK General Data Protection Regulation (the UK GDPR) and the Data Protection Act 2018, referred to as the “Data Protection Laws” in this privacy notice.
You should share this notice with your family and dependants where you have provided us with personal information about them.
What is personal information?
Personal information broadly means information that identifies (or which could, with other information that we hold or are likely to hold, identify) a living individual.
This includes any information provided to us by or on behalf of you, your employer or HM Revenue & Customs in relation to your actual or potential membership of the AMT.
What types of personal information might we hold about you?
We will collect and process the information about you that you provide by filling in forms and by corresponding with us and our service providers by telephone, email or otherwise. We will also collect and process information about you that is provided to us by your employer or by HM Revenue & Customs.
We may hold and process any or all of the following personal information about you:
- 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 National Insurance number, passport 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, absence record, job title and job responsibilities;
- other financial details such as about any other income, other pension arrangements, bank account details (e.g. to process pension payments) and tax code;
- information about your physical or mental health (where there is a legal basis for the processing of such data under the Data Protection Laws – see below); and
- information about criminal convictions if these relate to money owed to the employer in circumstances where the employer is entitled to be reimbursed from your benefits.
Why do we hold this information?
We hold this information because we need it to administer the AMT. Without your personal information, we cannot provide you and your dependants with the correct benefits, at the right time. For example, we may need this information to verify your membership of the AMT, to calculate your pension or to assess whether you are entitled to a specific benefit or how the tax rules apply to you.
We may use unique identifier information, such as your National Insurance number, passport number, pension or member reference number and employee number (where applicable) for the purposes of sending communications to you and verifying your identity.
In some instances, we may need to hold and process information relating to your physical or mental health, for example if you are applying for a pension on grounds of ill-health. We will ask for your explicit consent to this, unless there is an alternative legal basis for processing this information under the Data Protection Laws. Once you have given your consent, you can withdraw it at any time by writing to us using the contact details below.
Using your information in accordance with Data Protection Laws
Data Protection Laws require us to meet certain conditions before we are allowed to use your personal information in the way described in this privacy notice.
We rely on a condition that allows us to use your personal information to comply with our legal obligations in relation to the AMT. We also rely on a condition known as 'legitimate interests' in order to use this information in the way described in this privacy notice. We have legitimate interests to collect and process your personal information as we need this to administer the AMT and to provide benefits for you and your dependants.
We will keep the amount of personal information collected and the extent of any processing to the minimum.
We will only process ‘sensitive’ or ‘special categories' of personal information under the Data Protection Laws (e.g. information about your health) where you have explicitly consented to this or where there is an alternative legal basis for processing this information under the Data Protection Laws. This may mean that you will be asked to sign consent forms in the future. If you don't consent to our processing this information when asked to do so, it may mean that we are unable to pay benefits to you or your dependants. Once you have given your consent, you can withdraw it at any time by writing to us using the contact details below.
We will only process information about criminal convictions if these relate to money owed to the employer in circumstances where the employer is entitled to be reimbursed from your benefits and either you consent to this or the processing is necessary for the exercise of a legal claim by the employer.
What do we do with the information?
We may use your personal information for a number of purposes relating to the administration of the AMT, including the following:
- to calculate and pay benefits. This includes providing you with details of your benefits and options under the AMT and dealing with any queries that you have about these;
- to carry out our obligations arising from any agreement that we have with, or concerning, you and to provide you with the information, benefits and services that you request from us;
- to notify you about services provided to members of the AMT and any changes to those services or to enable you to access those services;
- for statistical, financial modelling, accounting and reference purposes;
- for internal record keeping;
- for risk management purposes, including the insurance or management of longevity risks and related demographic risks or of the AMT's benefits;
- complying with our legal obligations, any relevant industry or professional rules and regulations or any applicable voluntary codes;
- complying with demands or requests made by any relevant regulators, government departments and law enforcement or tax authorities or in connection with any disputes or litigation; and
- in connection with any sale, merger, acquisition, disposal, reorganisation or similar change of the AMT business.
How long do we keep your information for?
We will hold your personal information on our systems for as long as is necessary for the AMT to provide benefits to you or your dependants.
So, for example, if your pension is paid from the AMT when you retire, we will hold your information for the rest of your life, until your pension ceases on your death. If a pension is payable to any of your dependants after your death, we will continue to hold your information until their pensions cease. We will also continue to hold your information for a further period of at least 6 years after all benefits payable to you and your dependants have ceased, in case there are any further queries about your membership of the AMT.
If you cease to be a member of the AMT (e.g. because you transfer your benefits to another pension arrangement), we will hold your information for as long as you are a member and then for an indefinite period after you cease to be a member, in case any further queries arise about your membership of the AMT.
Who do we share the information with?
Where appropriate for the purposes of administering the AMT, we may share your information with:
- the AMT's administrator, which is currently Capita. The administrator uses the information to administer the AMT, including to calculate and pay benefits and for compliance purposes (e.g. Pensions Dashboard);
- the AMT's professional advisers and auditors. This includes the AMT's legal advisers Pinsent Masons LLP and auditors Crowe U.K. LLP These organisations use the information when advising the Trustee and carrying out their respective professional obligations;
- the AMT's insurers (and other insurers for the purpose of obtaining quotations relating to the AMT or its benefits), investment managers, banks and other service providers;
- any financial adviser or other organisation appointed by the Trustee to advise you about your options under the AMT or any adviser appointed by you where you have asked us to provide them with details of your benefits under the AMT;
- any other person who is authorised to act on your behalf;
- companies within the SEI Group and their professional advisers;
- regulators, government departments, bodies sponsored by a government department (such as The Money and Pensions Service), law enforcement authorities, tax authorities and insurance companies;
- any relevant ombudsman, dispute resolution body or the courts; and
- persons in connection with any sale, merger, acquisition, disposal, reorganisation or similar change of the AMT business.
Some of these entities may also be controllers under the Data Protection Laws. However in the first instance you should contact the Trustee using the contact details below if you have any queries.
All third-party service providers are required to protect your personal information in line with our policies and we only permit them to process your personal data for specified purposes and in accordance with our instructions.
Please note that some of the AMT's former service providers may continue to hold information about you for their own record keeping purposes once they have ceased to be involved with the AMT.
Where we store your personal data
The data that we collect from you will usually be stored inside the UK.
However, if you live or work outside of the UK it is possible that we may need to transfer your personal data outside of the UK to respond to any queries that you may have. The Trustee will seek to ensure that data is not transferred outside the UK without appropriate safeguards being in place. We may transfer data outside the UK to a country which the UK government considers ensures an adequate level of protection to personal data. These “adequacy regulations” currently apply to a number of countries, including countries within the European Economic Area (EEA). If there are no adequacy regulations in place, the Trustee will only transfer data if there are adequate safeguards and the data subjects would have enforceable legal rights and effective legal remedies in respect of their data. Professional advice will be taken if it is proposed that personal information be transferred outside the UK by the Trustee.
We explicitly require that any service provider that uses your personal information on our behalf implement adequate safeguards to protect your personal information, in accordance with the UK GDPR and any other applicable Data Protection Laws. For example, we may put contracts in place (which are approved by the European Commission and are known as "standard contractual clauses") with those service providers, or alternatively will ensure they have signed up to, and comply with, any other approved mechanisms that may become available to us in the future. We will also carry out a risk assessment of the laws and practices of the destination country or territory to identify any technical and organisational measures that need to be put in place to ensure that your personal information is fully protected when in that country or territory.
Data may also be transferred outside the UK where the AMT’s service providers host data outside the UK. Where this applies, we will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.
Your rights in relation to your personal information
The accuracy of the information that we hold about you is important to us. If any of the information that we hold is inaccurate or out of date, please let us know using the contact details set out at the end of this notice.
You have a number of rights under the Data Protection Laws in relation to the way we process your personal data, namely:
- to access your data;
- to have your data rectified if it is inaccurate or incomplete;
- in certain circumstances, to have your data deleted or removed;
- in certain circumstances, to restrict the processing of your data;
- a right of data portability, namely to obtain and reuse your data for your own purposes across different services;
- to object to direct marketing (although we do not carry out direct marketing);
- not to be subject to automated decision making (including profiling), where it produces a legal effect or a similarly significant effect on you (we do not use automated decision making); and
- to claim compensation for damages caused by a breach of the Data Protection Laws.
If you wish to exercise any of these rights, please contact Atlas Master Trust, Capita Pension Solutions, PO Box 555, Stead House, Darlington DL1 9YT T: 0345 121 3389 E:memberenquiries@atlasmastertrust.co.uk
We will aim to respond to any request received from you within one month from your request. Access to your data will usually be provided free of charge, although in certain circumstances we may make a small charge where entitled to do so under the Data Protection Laws.
Please note that we may be unable to delete or remove your data whilst we still need this to administer the AMT – see the section 'How long do we keep information for?' above.
Any complaints?
If you are not happy with the way in which your personal information is held or processed, please contact us using the details below. You also have the right to complain about data protection matters to the Information Commissioner's Office (ICO).
The ICO is the UK's independent body set up to uphold information rights. You can find out more about the ICO on its website (https://ico.org.uk/). The ICO can be contacted by calling 0303 123 1113.
Changes to this privacy notice
This privacy notice is current as at 12 February 2024.
We keep our privacy notice under regular review, and may change it at any time. We will tell you about any significant changes.
Contact us
If you have any queries about this privacy notice, or wish to exercise any of the rights above, please contact the Scheme Administrator:
If you have any other questions about the AMT, please contact the Scheme Administrator at the following address:
Atlas Master Trust,
Capita Pension Solutions
PO Box 555
Stead House,
Darlington
DL1 9YT
T: 0345 121 3389
E: memberenquiries@atlasmastertrust.co.uk