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Terms and conditions

The Pensions Regulator (TPR), is the manager of the website, and may make changes to the content of the website at any time without notice.

By accessing TPR’s online services you agree to be bound by our terms and conditions, which apply to the services we provide and our websites.

Linking policy

Our policy on linking to and from this website.

Linking to this site

We welcome and encourage other websites to link to the information that is hosted on these pages, and you don’t have to ask permission to link to our website. However, you should not suggest that your website is or contents are associated with, or endorsed by, The Pensions Regulator.

Linking from this site

We link to other Government departments and representative bodies but not individual companies. Where our website contains links to other websites and resources provided by third parties, these links are provided for your information only. We make no warranty of any kind with respect to those websites or content thereof or the completeness or accuracy of those websites. Visitors should take specific advice from a qualified professional, where necessary. Descriptions of, or references or links to other websites within our website are not, and do not imply, an endorsement of those websites or their contents. We have no control over the contents of those sites or resources, and accept no responsibility for them or for any loss, disruption or damage that may arise from your use of them.

Hardware and software compatibility

We do not guarantee that this website will be compatible with all or any hardware and software which you may use or that this website will be available all the time or at any specific time.

Virus protection

We make every effort to check and test material at all stages of production. It is always wise for you to run an anti-virus program on all material downloaded from the internet.

Registering for our online services

To register for our online services you must provide us with a working email address and a password. You agree to keep your password secret and safe.

Your use of the services may require you to provide your own email address and email addresses for and on behalf of trustees / managers, scheme return contacts and others. In doing so, you confirm your own willingness to receive notices, notifications and other documents electronically and you should ensure that those whose email addresses you are providing are also willing to receive notices, notifications and other documents from TPR electronically.

However, if you are using an email address that can be accessed by multiple users, those who have access to that email address and password are jointly responsible for keeping the sign up details secure.

The services are:

  • Exchange: a service which allows you to view information online (scheme information and Levy invoices), to send information electronically (scheme returns and corrections to scheme information), to tell us about any material payment failures for defined contribution schemes (maintaining contributions) and to receive information electronically from TPR (issuance of levy invoices to designated contacts and the scheme return notice).
  • Education portals: services providing online learning for trustees and others to increase their pensions knowledge and understanding.
  • News-by-email: a subscription service allowing you to keep up-to-date with TPR’s developments.
  • Automatic enrolment declaration of compliance: a service allowing employers to complete the required declaration with TPR when they have automatically enrolled certain workers into a pension scheme.
  • Trustee appointment requests: an online service for submitting trustee appointment requests under section 7(3)(b) of the Pensions Act 1995.
  • Master trusts: an online portal for master trust schemes to submit information for their draft authorisation application between 1 May – 15 June and formal authorisation application from 1 October 2018.

Exchange registration

When you sign up for Exchange you agree to provide your name, postal address, email address and telephone number. You also agree to submit a number of security questions with answers.

Your use of the services may require you to provide your own email address and email addresses for and on behalf of trustees / managers, scheme return contacts and others. In doing so, you confirm your own willingness to receive notices, notifications and other documents electronically and you should ensure that those whose email addresses you are providing are also willing to receive notices, notifications and other documents from TPR electronically.

You may change any of your user sign up details. You may also request to be removed as a user.

If you need access to a scheme for the first time, you will need to contact the scheme trustees who can grant you access by logging into the scheme on Exchange and selecting 'manage who can access this scheme online'. They will need your email address to complete the association of the scheme.

Education portals registration

When you sign up for the education portals, you will be asked to provide information which includes your name, the type of trustee you are (if you are a trustee), your role if you’re not a trustee, the type of scheme and an email address.

This information allows us to provide you with a development record and will inform you of any future releases of the e-learning programme and encourage you to complete the learning programme.

Automatic enrolment declaration of compliance (registration)

When you sign up for automatic enrolment declaration you will be asked to provide information which includes your name, contact details, your code as provided to you by TPR and details relating to your company.

For more information about what you'll need to provide go to automatic enrolment declaration of compliance.

News-by-email registration

To receive news-by-email you are asked to provide information which includes your name, email address and your role (where linked to the pension industry).

Trustee appointment requests

When you use the trustee appointment requests service you will be asked to enter member and / or third party details as well as information relating to the scheme and company that the request relates to.

Variation to terms and conditions

By accepting these terms and conditions you agree that we may:

  • Use the services for any part of our dealings with you in relation to any of the services you are signed up for.
  • Change, withdraw or add to the services and the website (or their features) or change the way in which you may access the services, all without notice.
  • Revise these terms and conditions from time to time as we develop the service. You will be notified of any changes via the email address provided on sign up or via a notification on our website. The changes will apply to the use of our website and services after we have given notice.

If you do not wish to accept the new terms and conditions you should not continue to use the services. If you continue to use the services after the date on which the change comes into effect, your use of the services indicates your agreement to be bound by the new terms and conditions.

You can view our terms and conditions at any time by selecting the 'terms and conditions' link on our website.

Contact between you and TPR

We will normally use your email address to communicate with you. Alternatively we may contact you using your postal address and telephone number.

Please note that sending information by email is not secure and is done so at your own risk.

Copyright and intellectual property

The services and website and all the materials contained in it are protected by intellectual property rights, including copyright, and either belong to the regulator or are licensed to it to use. Materials include, but are not limited to, the design, layout, look, appearance, graphics and documents on the website, as well as other content.

We have made the services and website available to you for your own personal non-commercial use. We may modify, withdraw or deny access to this website at any time.

Any use of materials on this website including but not limited to reproduction for any purpose and modification, distribution or republication should acknowledge the regulator as the source and will be subject to intellectual property rights that attach to such materials.

The education portals – the information provided in modules, tutorials and other learning resources on this website are provided solely as an educational tool.

Liability

Whilst every effort is made by the regulator (and its authorised subcontractors) to keep secure information submitted to you, you accept the risk that data transmitted electronically via this website or otherwise may be intercepted before reaching its intended destination or accessed by unauthorised third parties and may be exploited unlawfully by such parties.

We are not liable for any harm, loss or damage, howsoever caused, occasioned to you from using these services.

Privacy notice

Your privacy is important to us. Our privacy notice is designed to be as concise and transparent as possible and explains:

a) How to contact us
b) Our legal basis to process personal data
c) How we gather personal data
d) Sharing personal data
e) Retention periods
f) Your rights
g) Data security
h) Complaints process
i) Privacy notice review

a) How to contact us

The Pensions Regulator (TPR) is a data controller. You can email TPR’s Data Protection Officer (DPO) at dpa@tpr.gov.uk

Alternatively, you can write to the DPO at:

Data Protection Officer
The Pensions Regulator
Napier House
Brighton
BN1 4DW

b) Our legal basis to process personal data

We will process your personal data where it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority.

Our legal basis to process your personal data derives from the statutory functions and objectives conferred on us under the Pensions Schemes Act 1993, Pensions Act 1995, Pensions Act 2004, Pensions Act 2008, Pensions Schemes Act 2017 and other pensions legislation and underlying regulations. We may also process personal data under other legislation such as the Fraud Act. This includes, for the avoidance of doubt, taking regulatory or enforcement action for breach of the above legislation.

In some limited circumstances we will process your personal data on the basis of your consent. We will also process personal data where it is in your vital interests or where it is in our legitimate interests.

We may from time to time process personal data that is considered ‘special category data’ that is data revealing:

  • racial or ethnic origin
  • political opinions
  • religious or philosophical beliefs
  • trade union membership
  • genetic or biometric data
  • data concerning health
  • data concerning a person’s sex life or sexual orientation

Where we process special category data, we will only do so where an applicable lawful basis applies. This may include:

  • where we have your explicit consent
  • where processing is necessary for the purposes of carrying out the obligations and exercising specific rights in the field of employment and social security and protection
  • where processing is necessary for the establishment, exercise or defence of legal claims
  • where processing is necessary for reasons of substantial public interest

c) How we gather personal data

We gather personal data in a number of different ways, including where:

  • we obtain information for the exercise our statutory functions and objectives
  • you are statutorily required to provide us information
  • you make an enquiry
  • you visit our website
  • you apply for a job vacancy
  • you nominate a contact

Where we exercise our statutory functions and objectives

Our objectives are to protect the benefits of members of work-based pension schemes; reduce the risk of compensation payments from the Pension Protection Fund; promote and improve the understanding of good administration of pension schemes and to maximise employer compliance with automatic enrolment duties.

When things go wrong, we’ll investigate. We’ll gather information, which may include personal data about persons who might be involved. When we collect personal data in this way we’re limited in how we can use it for purposes outside our statutory functions.

As a regulator of workplace pensions, we process your personal data for regulatory and enforcement purposes which may include the issuing of statutory notices and penalties.

Where considered appropriate to do so we may provide a credit reference agency with your personal data in order to conduct a credit reference check against you.

In limited circumstances we will process personal data for the purposes of the prevention, investigation, detection, or prosecution of criminal offences or the execution of criminal penalties. We will do this to protect members of the public against financial loss due to dishonesty, malpractice or other seriously improper conduct related to the administration of workplace pensions.

If you are a trustee we’ll send you information by newsletter (email or post) where you have signed up to them. We will also send you information where we are required to by law

We also collect information from other government organisations and public bodies including the Department for Work and Pensions (DWP) and HM Revenue and Customs (HMRC).

In some circumstances we collect personal data from publicly available sources. This data may be used in a number of different ways including for intelligence purposes and for us to send communications to key industry stakeholders.

Where you are legally required to provide us information

If you are a trustee or a manager of an occupational pension scheme, you will be required to provide TPR with information pertaining to your pension scheme in the form of a scheme return. We use the scheme return to gather information about pension schemes. The data gathered helps us maintain our register of schemes and to identify schemes where there’s a risk or potential risk to members’ benefits. We also use this information to calculate annual levy charges.

If you are an employer, you are required by law to complete the declaration of compliance. Failure to do so may lead to enforcement action being taken against you.

Where you are applying for master trust authorisation, we will process personal data in order to determine whether those persons involved in the master trust scheme are ‘fit and proper’ according to the Pensions Schemes Act 2017 and underlying regulations. We will also process your personal data in relation to any of the authorisation criteria or for ongoing supervision and monitoring purposes.

Under section 72 of the Pensions Act 2004, TPR may require you to produce any document, or provide any other information which is relevant to the exercise of our functions. Failure to comply with a section 72 request is a criminal offence and may lead to TPR bringing criminal proceedings against you.

Where you make an enquiry

If you’ve made an enquiry with us we’ll hold your personal data for the purpose of dealing with your enquiry. We don’t need to collect a lot of information but we do need to know who you are, what you’ve asked and how we can reply to you.

You can make an enquiry in a number of different ways, including by:

  • calling our Customer Support team
  • submitting your enquiry via our enquiry web form
  • writing to us

When you contact TPR we collect your information to enable us to respond to your query. We record all calls made to us for training and compliance purposes, to improve our customer service provided to you or to verify information provided to us. We also gather and use personal data for research purposes. You may be selected at random to take part in a survey and, where we do so, ORC International will contact you on our behalf with details of the survey.

Please inform ORC International if you do not wish to take part in the survey.

Visitors to our website

When someone visits thepensionsregulator.gov.uk we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is processed in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website.

When you visit our website a cookie identifies and tracks your visit whilst collecting statistical information. Cookies tell us the pages that have been visited and collect information about how many times certain pages have been visited.

The cookie has no way of identifying you, it doesn’t hold any of your personal data nor can it be used retrospectively to track you.

When you view pages on our website and select an option of ‘remember me’, a cookie will be placed on your computer which will remember your computer’s details. The cookie will identify the computer used in order to make using the website easier for you next time.

Cookies help us to assess the effectiveness of our website and can provide useful information following publications. For more information about the cookies that we use go to cookies.

If you’ve ‘signed up’ to receive any of TPR’s news services we’ll only hold the information that we need to deliver the service. Emails you’ll receive will give you the option to unsubscribe and where you do so we will remove your personal data from our list and delete it.

If you’ve completed or are completing learning on the education portals, then we’ll hold some of your personal data. If you forget your login details or its necessary to verify your status we’ll need to match the query to the right person.

Where you apply for a job vacancy

All of the information you provide when applying for a vacancy with TPR will be used for the purpose of progressing your application and assessing your suitability for employment with us.

We require you to provide us your CV and a covering letter.

If you are given a conditional offer of employment a third party processor, Inkerman, will conduct pre-employment checks which will require you to provide:

  • proof of your identity, including your national insurance number, your contact details and your address history
  • proof of your qualifications
  • a criminal records check
  • contact details of referees

You will be asked to provide us with equal opportunities information. Providing us this information is not mandatory and will not affect the outcome of your application in anyway. Any information you do provide will be used to produce and monitor equal opportunity statistics.

Should you be successful in your application, you will be asked to provide your bank details in order to process salary payments.

From time to time we may receive personal data from recruitment agencies. Where we do so, we will process that data in accordance with this privacy notice.

Where you nominate a contact

If you are a nominated contact, we will have received your contact information from an individual with the necessary consent or authority to provide us with your personal data. In most situations this will be your employer or your client.

You may opt out to receive these communications or update who should be the nominated contact by visiting our nominate a contact webpage.

d) Sharing personal data

Where we are allowed to do so by law, we may share your personal data with other public bodies or government organisations. Where we regularly share data with other public bodies we have agreements in place to govern the sharing of information and to ensure compliance with the law. For more information please see our memorandum of understanding webpage.

TPR is required under EU law to provide the following information to the European Insurance and Occupational Pensions Authority (EIOPA) which will then be published on their register: the name, address, cross-border status, and host country or countries of the pension schemes in TPR’s register. The EIOPA public register of European occupational pension schemes is updated annually and available to view on the EIOPA website.

Additionally, we often share information with the public of regulatory action we have taken in particular cases. For further information, please see our essential guide to how we publish information about cases (PDF, 60kb, 6 pages).

We may share your personal data with private organisations to provide services to us in relation to our statutory functions, for example, to produce a skilled persons report or to provide legal services. We require and ensure full adherence with data protection via our instructions on contracts with such entities.

For more information related to the arrangements we put in place with those we share personal data with, please see our doing business with us webpage.

We will never share your personal data for commercial or marketing purposes.

e) Retention periods

TPR will only hold your data for as long as is necessary for our statutory functions and objectives. For more information related to the length of time we store personal data, please see our retention schedule (PDF, 463kb, 10 pages).

f) Your rights

If we hold your personal data then you have certain rights in relation to what we do with it.

Access

You have the right to access your personal data. Where you request access to your personal data we will confirm whether or not we hold information related to you, and if we do hold your data we will provide you a copy of your personal data free of charge. We may not provide information to you where to do so would prejudice the exercise of our statutory functions.

Rectification, erasure, restriction and data portability

Under certain circumstances, you have the right to have inaccurate data corrected and incomplete data completed; you may also have the right to have your personal data erased, its use restricted and your data transmitted in a commonly used format.

Objection

The right to object to the processing of your personal data does not apply to the processing of personal data for the purpose of the exercise of TPR’s statutory functions to the extent that the exercise of that right would prejudice the exercise of those functions.

You have the right to object to your personal data processed by TPR for other purposes. Where you exercise this right, we will erase your personal data if legally required.

Right to withdraw consent

Where we process your personal data on the basis of your consent, you have the right to withdraw your consent at anytime without affecting the lawfulness of processing before withdrawal. If you do so we may no longer be able to send you communications you have signed up for or other guidance information.

If you wish to make a request exercising any of the rights set out above, please write to us:

The Pensions Regulator
Napier House
Brighton
BN1 4DW

Alternatively, you can email us at dpa@tpr.gov.uk

g) Data security

Keeping your personal data safe is a top priority. We’ve put security measures in place to protect your personal data and to maintain our reputation. TPR holds ISO 27001 certification and complies with our responsibilities to maintain high levels of security under the General Data Protection Regulation and the Data Protection Act 2018.

h) Complaints process

TPR will endeavor to meet the highest standards when collecting and using your personal information. For this reason, we take any complaint we receive about the way in which we handle your data very seriously. We encourage you to bring your concerns to our attention. For more information about how to make a complaint, please see our complaints process.

If you have already made a complaint to us and are not happy with the outcome, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

i) Privacy notice review

This privacy notice was drafted to be as concise and transparent as possible. For this reason, this notice does not provide an exhaustive outline of all the ways in which we process your data. If you think we’ve got something wrong, missed something out or you would like more information about the way in which we process your personal data, please let us know via the contact information provided above.

Social media policies

Facebook policy

We have created our Facebook page for you to ‘like’ and discuss topics relating to the regulation of work-based pension schemes in the UK.

We encourage discussion between our followers however we may not be able to provide individual responses via Facebook. Some queries may be diverted to our dedicated response channels, for example, for Freedom of Information Act queries.

Discussions are monitored by our Facebook page managers and they may direct a query through existing communication channels where appropriate.

We do not encourage or endorse any commercial or third party promotions that appear on our Facebook page.

Facebook availability

We will update and monitor our Facebook page during office hours, 9am to 5.30pm, Monday to Friday. Facebook is operated and maintained by Facebook, an independent third party corporation. TPR accepts no responsibility for lack of or interruptions to service or other technical difficulties arising due to Facebook's own downtime.

Our Facebook terms of membership

If you choose to connect to our Facebook page we ask that you adhere to the terms listed below:

  • be respectful of other users of the page
  • stay on topic and do not post content that is unrelated to the purpose of this page
  • do not use language that is offensive, inflammatory or provocative
  • do not post material if you know or suspect that doing so may breach the law
  • do not register more than one user account per person
  • do not impersonate or falsely claim to represent a person or an organisation
  • do not attempt to log on using another person’s account
  • please provide truthful and accurate submissions (do not provide submissions where you are not sure of their truthfulness or factual accuracy)
  • do not make any commercial endorsement or promotion of any product, service or publication

Failure to adhere will result in your postings being removed and could result in your access to our pages being blocked.

Twitter policy

The @TPRgovuk Twitter account is managed by the digital marketing team, on behalf of colleagues across TPR. The information we provide is for guidance only and should not be taken as a definitive interpretation of the law.

We may use some automation (such as tools that generate tweets from RSS feeds). If you follow us, you can expect between five and ten tweets a day covering the following:

  • alerts about new content on our website (including updates to codes and guidance)
  • information on key speaker engagements
  • attendance of events, press releases, blog postings

Following

Review of our follower list is limited. We may automatically follow back accounts that aren’t spam. Being followed back is not, and does not imply, endorsement of any kind.

Twitter availability

We will update and monitor our Twitter account during office hours 9am – 5.30pm, Monday to Friday. Twitter may occasionally be unavailable and TPR accepts no responsibility for lack of or interruptions to service or other technical difficulties arising due to any period of Twitter downtime.

@Replies and direct messages

We welcome feedback and ideas from all our followers however we may not be able to reply individually to the messages we receive via Twitter.

The digital media team reads all @replies and direct messages and ensures that any emerging themes or helpful suggestions are passed to the relevant teams within TPR.

We cannot engage in issues that are outside TPR's statutory remit or respond to questions or comments where it would be inappropriate for TPR as a public authority to do so.

We may conduct Twitter question and answer (Q and A) sessions to help answer industry questions. During these sessions we will not respond to questions which are off the topic being discussed and we will not engage with any persons who use these sessions to target TPR with statements or questions TPR considers inappropriate. Any accounts using the Q and A session to direct abusive comments to TPR will be blocked and reported. 

The usual ways of contacting TPR for official correspondence and those enquiries requiring a response are detailed in contact us.

Google+ policy

We have created our google+ pages for you to share and discuss topics relating to the regulation of work-based pension schemes in the UK.

We encourage discussion between our followers and circles however we may not be able to engage in direct responses via google+.

Discussions are monitored by our google+ page managers and they may direct a query through existing communication channels where appropriate.

We do not encourage or endorse any commercial endorsements or third party promotions that appear on our google+ pages.

Our google+ terms of membership

If you choose to connect to our google+ pages we ask that you adhere to the terms listed below:

  • be respectful of other users of the page
  • stay on topic and do not post content that is unrelated to the purpose of this page
  • do not use language that is offensive, inflammatory or provocative
  • do not post material if you know or suspect that doing so may breach the law
  • do not post personal information – addresses, phone numbers, email addresses or other online contact details – relating either to you or other individuals
  • do not register more than one user account per person
  • do not impersonate or falsely claim to represent a person or an organisation
  • do not attempt to log on using another person’s account
  • please provide truthful and accurate submissions (do not provide submissions where you are not sure of their truthfulness or factual accuracy)
  • do not make any commercial endorsement or promotion of any product, service or publication

Failure to adhere will result in your postings being removed and could result in your connections being blocked.

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