Privacy Policy

The Pensions Policy Institute (PPI) is a registered charity (1087856) and a company limited by guarantee (04145584). This privacy policy explains how we use any personal information we collect about you.

The wording in this notice reflects the requirements of the General Data Protection Regulation (GDPR), wef in the UK 25 May 2018.

By visiting and/or contacting us through this website, or otherwise engaging with us, you acknowledge that we may collect, use and transfer your personal information as set out in this Privacy Policy. We reserve the right to change this Privacy Policy from time to time and you should therefore check this page frequently to ensure that you are happy with any changes. 

What information do we collect?  How do we use it?

We collect information about you when you sign up to our mailing list, apply for a job, join our supporting members scheme, access specific downloads, attend events, complete feedback forms or surveys, sponsor research, or become a PPI Governor or Council Member. Website usage information is collected using cookies.

For those that sign up via the website, we only ask for your email address, first name, surname, job title and company. This is used to keep you informed of forthcoming events and publications. You can unsubscribe at any time. Photos are taken at PPI events which you may be in.

For Governors, Council Members, Supporting Members and others with legitimate interests, there may be a need to collect additional information required by law or for us to be able to carry out our business.

The system behind the PPI website stores IP addresses for a limited period of time in the unfortunate event of an issue with the site. The logs are manually deleted periodically.

What sensitive personal information do we collect and process?

The PPI does not typically process sensitive personal data, however, certain categories of sensitive personal information (e.g. race, ethnicity, religious beliefs and sexual orientation) may be revealed on formal documentation that we process in order to carry out standard due diligence checks on current or potential employees or carry out other business activities e.g. applying for bank accounts, registering Council Members with the Charity Commission (e.g. birth certificates, marriage certificates, driving licenses and passports).

How will we use the information about you and what are our legal grounds?

We use the information we obtain from you to:

• Manage research projects;
• Inform you of published research;
• Invite you to events;
• Contact you about any matter arising from booking on to an event;
• Manage payments you may make;
• Seek sponsorship for research;
• Inform you of PPI activities;
• Contact you regarding payment for events;
• To allow us to assess job applicants suitability for the role and to compare applicants’ skills and experience;
• Manage our day-to-day business activities.

Collecting this information is necessary for the performance of our contract or agreement with you, our legitimate interests, where you have express consent from the individual and where the processing is necessary for legal compliance. Without it we will not be able to manage our relationships, or in case we need to contact you regarding your place at an event.

Council Members and Governors names and photos are listed on the PPI website. Event photos are also put on our website, LinkedIn and Twitter feed. Please contact us if you do not wish for your name or photo to be included on the website.

Recruitment

What information we may collect

We will collect data from job applicants, such as is required to allow us to assess their suitability for the role and to compare applicants’ skills and experience. This will include data from application forms/CVs, as well as data acquired during interviews, from referees and other third parties (for example, as part of security background checks).

Why we collect and process this information and how we will use it

Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims. It may also use the data to inform future decisions about where and when to recruit.

The organisation needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.

In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts. The organisation may collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. The organisation processes such information to carry out its obligations and exercise specific rights in relation to employment, this data would be defined as 'special category'.

For some roles, the organisation is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment. The PPI will only seek this information for applicants who have been offered a job or, in most cases, have been appointed.

Access to the data is given to the recruitment team and administrators and IT staff as needed for the performance of their work.

Some data may be shared with the candidate’s nominated referees. Employment referees will only be contacted once a job offer has been made, and the candidate will first be informed.

Lawful basis for processing this information

The lawful basis for processing information from a job application is Contract.

Where information is required to comply with legal obligations (e.g. it is required to check a successful applicant's eligibility to work in the UK before employment starts) the lawful basis for processing some information is Legal.

Where we process special categories of data, the special condition for processing this information is that processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject.

Where we process information about criminal convictions and offences, we also comply with Article 10 of the GDPR.

How long we keep your information

Data may be kept for approximately three years for candidates who have been interviewed in case other vacancies arise for which previous applicants may be suitable. Data will be deleted after 12 months of fulfilling a position for unsuccessful candidates.

Information about candidates who apply for jobs via recruitment agencies will be treated in the same way.

For successful candidates, data relating to their applications will be transferred to their HR files. A separate privacy policy will be made available to new employees about how their data is used and for long it is kept. 

Will we share your data with third parties?

We will only disclose your personal details to a third party if it is essential and relates to PPI activities (for example: to gain access to a PPI event hosted by a third party) and we will only provide the minimum essential information that is needed.

Please note:

• If you sign up to a PPI event an attendance list is made available to other attendees. If you would like your name not to be included on the list, please include this in your email when you sign up to the event.
• Our supporting IT providers do have access to our database for maintenance purposes but will not use or share your data.

How will we monitor your information?

We intend to continue improving the content and function of our website.  For this reason, we may monitor customer traffic patterns and site usage to help us improve the design and layout of our site and provide content of interest to you.

How long will we keep your personal data?

Where the PPI has had legitimate business interests with you we will keep personal data for up to 10 years. Subject to any legal requirement, we will delete your contact information where you tell us that you will no longer be an active contact e.g. cease to be a Governor or Supporting Member. For the purposes of the general mailing list we will keep your information until you unsubscribe.

You can unsubscribe by clicking on the link in any of our emails or simply put "Unsubscribe" in the header of an email and send to us.

Protecting your personal data

We are committed to ensuring that your personal data is secure. To prevent unauthorised access or disclosure, we have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you.

We provide the use of a secure server for the website administration system to access the personal information collected on the site.  This information is encrypted using the Secure Socket Layer Protocol (SSL) before it is sent to us.  We take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is to be used.

Access to your information and correction

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email info@pensionspolicyinstitute.org.uk or write to us at the following address: Pensions Policy Institute, King's College, Virginia Woolf Building, 1st Floor, 22 Kingsway, London, WC2B 6LE. We may make a small administration charge for this service.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

Your rights

You can ask to be removed from our mailing list at any time, either by unsubscribing on an email we have sent you, or by emailing at info@pensionspolicyinstitute.org.uk.

You can also:

• make any changes to ensure that any personal data we hold about you is accurate and up to date;
• erase or stop processing any personal data we hold about you where there is no longer a legal ground for us to hold it;
• transfer any information we hold about you to a specified third party in certain circumstances; and
• restrict processing in certain circumstances; and
• not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.

To do any of the above, please email info@pensionspolicyinstitute.org.uk, with as much information as possible about your request, and we will respond within 30 days. In some cases, this may mean that we cannot carry out the activity for which you originally provided your information: for example, if you applied for a job, we may not be able to process your application.

If you are unhappy with the way we have processed or stored your information, you also have the right to complain to the Information Commissioner’s Office. Please visit their website for more information on how you can do this. 

Disclaimer

Where we offer links to third party websites on our site, we are not responsible for the content or privacy policies of these sites and third party advertisers, nor for the way in which information about their users is treated. In particular, unless expressly stated, we are not agents for these sites, nor are we authorised to make representations on their behalf.

Cookie Policy

This site uses a variety of cookies. Cookies are simple pieces of text stored by your browser that are only ever accessible by the website that put them there in the first instance.

Some cookies personalise your visit, some remember your preferences while others simply provide us with visitor statistics.

Below is a list of the cookies you may encounter on our website and a brief description of what they are for. Please be assured that none of these hold any personally identifiable information about you.

You can change, control or delete cookies from your browser for any website and instructions can be found at www.aboutcookies.org

When and how to contact us

If your personal details change, or if you have any queries about how we use your information, please contact Maritha Lightbourne at info@pensionspolicyinstitute.org.uk.

If you would like to unsubscribe from our mailing list, please click the ‘unsubscribe’ button on our emails.

The wording in this document reflects the requirements of the General Data Protection Regulation (GDPR), wef in the UK 25 May 2018.