Pension Access privacy notice

On this page you can find out everything you need to know about the personal data we keep, how it complies with current legislation and your rights when it comes to opting out.

We have split our privacy notice into separate sections, to make it easier for you to find the information you are looking for:

If you have any comments, queries or complaints about this notice, or about how we use your data, please contact our Data Protection Officer:

Kevin Keane
Harbour Rock Capital Limited,
Affinity House
Beaufort Court
Medway City Estate
Rochester
Kent
ME2 4FD
adviseme@harbourrockcapital.co.uk

You can also contact the UK information commissioner about anything relating to your personal data or to make a complaint. Visit ico.org.uk to find out how to report a concern. Or, you can write to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

People come to us for help and information, or we communicate directly with people for all sorts of reasons and in many different ways. And there are different stages to someone’s journey with us, from simply requesting information, to having authorised us to manage their pension for them.

Depending on where you are at in the Pension Access journey, we will collect the following data:

We only keep your personal data for as long as we need to provide the products and services you have requested, or to fulfil our legal and regulatory obligations.

Data protection rules are very clear. We can only use and share your personal data if we have one or more legally-defined reasons to do so. The four legally-defined reasons are:

* You can withdraw consent at any time by notifying us on 0800 009 3388 or writing to our business address.

We may transfer your data to third parties acting on our behalf for further processing in line with the purpose for which the data was originally collected. This covers areas such as service delivery, marketing, data management and technical support.

Our contracted third parties can and will only use personal data for the agreed purpose and will not:

Sometimes we need to transfer personal data to third parties outside of the UK. For example: processing email communications through international servers so that we can deliver useful communications to clients.

Your personal data is just that: your personal data. As such, from a legal perspective you have some fundamental rights and these are called your Data Subject Rights. In this section we will cover some of those rights in detail, and summarise the rest.

Your right of access

At any time, you can ask us for details of the personal data we hold about you. You can request this via email or in writing:

Data Protection Officer
Harbour Rock Capital Limited,
Affinity House
Beaufort Court
Medway City Estate
Rochester
Kent
ME2 4FD
adviseme@harbourrockcapital.co.uk

Once we receive your request and proof of identity, we will provide you with details of the personal data we hold about you within one month (which can be extended is certain circumstances).

You also have the right to challenge the data we hold about you and, where appropriate, have it erased, rectified, restricted or objected.

Important note: At certain stages of our interactions with clients we are required by the Financial Conduct Authority (FCA) to keep personal data for a specific period.

We will only keep your data for as long as is necessary to provide our products and services to you and/or to fulfil our legal and regulatory obligations.

Your right to opt out

As detailed in this privacy notice, we communicate with people in many ways and for specific reasons. At any point, you have the right to opt out of these communications in the following way:

Email
You can request to be opted out of emails by replying to them, phoning or writing to us. Plus, there is an option to opt out included in all our marketing emails.

Text
There is an option to opt out of texts within the SMS message. Plus, you can request to be opted out by phoning, emailing or writing to us.

Telephone calls
You can request to be opted out of receiving telephone calls by phoning, emailing or writing to us.

Letters
You can request to be opted out of receiving letters by phoning, emailing or writing to us.

Your Data Subject Rights also include:

For more information on your Data Subject Rights please visit ico.org.uk

What our privacy notice covers

This notice covers the privacy of visitors to our website, data supplied to our mailing house for marketing on our behalf, as well as data capture networks and personal data collected by Pension Access (as a data controller) under the United Kingdom General Data Protection Regulation (UK GDPR).

Our general commitment and legal obligation

At Pension Access, we are all committed to safeguarding your personal information, and we ensure that it is treated securely. And we are legally obliged to use your personal data in line with all laws concerning the protection of personal information, including the UK GDPR and Data Protection Act 2018. This notice is compliant with the UK GDPR.

Our Data Protection Policy sets out the Company’s obligations regarding the collection, processing, transfer, storage, and disposal of personal data.

Our GDPR Statement of Compliance sets out our commitment to processing and protecting personal data in compliance with the GDPR.

Our registration information

We are registered as a data controller with the UK Information Commissioner’s Office. Our data protection registration number is: Z176088.

This privacy notice was last updated on: 14 March 2022

If your file was closed before we gave you financial advice

We need to retain your data for six months in case you raise a complaint about the service you have received. After that we will destroy all data we hold on you in line with data protection regulations.

If your file was closed after we gave you financial advice

Due to regulatory requirements by the Financial Conduct Authority, legitimate interest and legal time limits, we currently keep data relating to and evidencing suitability of advice for anyone who has asked us to review their pension, indefinitely. This includes all information gathered as part of our pension check process.

In the future you may want to query the pension information or advice we have given you. You might want to raise any concerns direct with us, via the Financial Conduct Authority, through the Financial Ombudsman Service (FOS), or another legal route. In addition, we need to keep the information we hold on you to show we are compliant with our regulatory requirements, should the Financial Conduct Authority audit Pension Access.

As a result, according to Financial Conduct Authority rules we must keep all the information we have on you in relation to our review and advice. And, at the moment, these rules do outweigh data protection legislation.

Please be assured that this data is stored securely, in accordance with current data protection regulations, and would only be processed for the legal and compliance purposes mentioned in the previous paragraph, and only accessed by those who have a legitimate business interest to do so.

We may change the privacy notice from time to time. This may be necessary, for example. If the law changes, or if we change our business in a way that affects personal data protection.

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