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Data protection and your personal information

How we use your personal information

The Trustee needs to hold and process information about you, your dependants and your beneficiaries to administer the Scheme. This privacy notice explains how the Trustee uses and holds your personal information. This includes what you tell us about yourself and what we learn through discussions or correspondence with your dependants, relatives, your employer or others. This notice also tells you about your privacy rights and how the law protects you.

The Trustee

The Scheme is run by a corporate trustee, Lloyds Banking Group Pensions Trustees Limited (the Trustee). The role of the Trustee is to administer the Scheme in the best interests of its members and in line with the Scheme's Rules and any relevant legislation.

The Trustee is known as the 'Data Controller' for information which relates to you or any individual connected to you.

You can find out more about the Trustee in the Scheme Management section.

If you have any questions, or want more details about how we use your personal information, you can email us to ask.

How we use your information

Data protection law says that we are allowed to use personal information only if we have a proper reason to do so. This includes sharing it outside the Trustee. The law sets out a number of valid reasons for using personal information; for the Trustee the relevant reasons are:

When it is to fulfil a legal obligation to which we are subject, or

When it is in our legitimate interest.
 

The legitimate interests mentioned above include serving you as a member of the Scheme, which includes:

Calculating and paying the correct benefits to you or your beneficiaries on time,

Carrying out your instructions such as changes to investment choices or contributions/additional voluntary contributions, where applicable,

Keeping your Scheme benefits safe,

Responding to communications and queries appropriately, and;

Minimising any disruption if there is a change to the Scheme or the Trustee.
 

The law and other regulations treat some types of sensitive personal information as special. This includes information about racial or ethnic origin, political opinions, sexual orientation, religious or philosophical beliefs, trade union membership, genetic or biometric data, or health data. Where we process these special types of data, we are required to meet additional legal requirements in relation to our processing activities.

The Trustee needs to hold and process your personal information in order to administer your benefits under the Scheme; for example, to calculate and pay your benefits, for statistical and reference purposes, and in connection with the administration of the Scheme as a whole. The Trustee may also use your personal information for other purposes, including to process Trustee nominations, to comply with any present or future law or guidance in connection with any valuation, sale, merger, acquisition, disposal or similar activity involving the Scheme, and may transfer personal information to the Group for the Group to use in connection with employee tax or reward matters.

Groups of personal information

We use many different kinds of personal information. The table below sets out the different types of personal information we use and a non-exhaustive list of some examples of the types of information that may fall within each of these categories.

Type of personal information Description
Personal Your name, gender, age, date of birth, date joined Scheme, Scheme retirement date.
Contact Where you live and how to contact you including email address if provided.
Family/lifestyle Where relevant, details of current and previous marriages and partnerships, family and dependants and your preferred beneficiaries for death benefits. Pension sharing order details.
Financial Investment choices (if applicable), bank account details for the receipt of Scheme benefit payments.
Employment Details about pensionable pay, length of service (including date commenced and date left service if applicable), usual place of employment.
Technology Details on the devices and technology you use and information about your visits to our website – you can find more information about this below.
Documentary data Details from certain documents or copies of them as proof of identity, residency, employment and key dates, which could include passport, driving licence, birth certificate and marriage certificate.
Special categories of personal data Information about your physical or mental health in support of applications to take incapacity benefits and any subsequent reviews thereof.
Permissions Any permissions, consents, or preferences that you give us (for example, whether you prefer to be contacted by letter or email).
National identifier A number or code given to you by a government to identify who you are, such as a National Insurance or a social security number.
Employee identifier A number or code given to you by your employer to identify who you are, such as an employee number.
How do we collect personal information about you?

We collect your personal information when you, your employer (or other Group entity), a member of the Scheme or another person contacts us online, by phone, text, email or post. We obtain your personal information where this is provided through any other engagement or correspondence that you, your employer (or other Group entity), a member of the Scheme or another person (such as your family member or solicitor, for example) may have with us. We may also obtain your personal information through the use of third party tracing services (where we believe that we hold inaccurate or out of date data for you or are missing data), or from the trustees of any other Lloyds Banking Group pension scheme, life assurance scheme or death benefit scheme under which you are a beneficiary or member, and/or from any third parties providing services connected to the administration of those schemes (for example insurers and pension scheme administrators).

Technical information

When you visit our website we may collect technical information about you such as the devices or technology you use or information about your visit.

You can find more information about the types of technical information we collect about you in our Cookie Policy.

Who we may share your personal information with

We may share your personal information with third parties in accordance with our policies and procedures. These third parties comprise any of the following:

The Scheme’s administrators, sponsoring and participating employers.

Our service providers and advisers, which can include the Scheme’s auditor, actuary, legal advisers and annuity broker where applicable.

The trustees of any other Lloyds Banking Group pension scheme, life assurance scheme or death benefit scheme under which you are a beneficiary or member, any third parties providing services connected to the administration of those schemes (for example insurers and pension scheme administrators).

Regulators and government bodies.

Courts, tribunals and arbitrators or other judicial committees.

Insurance companies and brokers.
 

Certain service providers and advisers may also be data controllers in relation to your personal information and have to comply with their own legal obligations, industry codes and standards when processing your data. Further information on third parties acting as data controllers in relation to your personal information and information on where to find their data protection information can be found below.*

We may also share your personal information if the Scheme or the Trustee changes in the future. During any such process, we may share your data with advisers. We’ll only do this if they agree to keep your data safe and private.

If a change to the Trustee happens, then other parties may use your data in the same way as set out in this notice.

Where appropriate, we will enter into a written agreement with the recipient which commits them to appropriate safeguards in relation to the handling of your personal information.

Sending data outside of the European Economic Area (EEA)

If we transfer information to our agents or advisers outside of the UK or EEA, we will make sure that it is protected in the same way as if it was being used in the UK or EEA. We’ll use one of these safeguards:

Transfer it to a third country with privacy laws that give the same protection as the UK or EEA.

Put in place a contract with the recipient that means they must protect it to the same standards as the UK and/or EEA including standard clauses approved by the Information Commissioner or the European Commission. You may request a copy of the agreement that we rely on to transfer your Personal Data to third countries by emailing us at Lloyds1and2@willistowerswatson.com

Where we have put a contract in place as a safeguard, we will take any other steps that we believe are necessary to protect your personal data based on an assessment of the particular transfer to this agent or adviser, and require the agent or adviser also to take any appropriate steps.

How long we keep your personal information

We will retain your personal data for as long as you are a member of the Scheme or you or your beneficiaries are in receipt of benefits from the Scheme. We may continue to hold and process your personal data after your death, to the extent that is necessary to do so in order to administer benefits payable to your spouse, dependants or other beneficiaries. We may also retain your personal data after you or your beneficiaries have ceased to be entitled to benefits from the Scheme for as long as is necessary for us to fulfil the purposes for which we collected it, including satisfying any legal, accounting or reporting requirements. We review the personal data held in relation to the Scheme on a regular basis and if we conclude that certain personal data is no longer needed, that personal data will generally be destroyed.

Protecting your personal information

We will take appropriate legal, organisational and technical measures to protect your information consistent with applicable data protection and privacy laws.

How to get a copy of your personal information

You have the right of access to your personal data as well as information regarding the processing of your personal information. You also have the right to obtain and reuse your personal information for your own purposes across different services. For more details on how to request a copy of your information please email us.

Letting us know if your personal information is incorrect

You have the right to request the rectification of your personal information. We ask you to update your details yourself if you change things like your contact details, address or bank account. You should also do this if you think something is wrong or incomplete.

If you are still employed within Lloyds Banking Group, you can change most of your personal details on HR Online. If you are no longer employed within the Group, you can change your details on Your Pension

What if you want us to stop using your personal information?

You have the right to object to our use of your personal information in certain circumstances. This is known as the 'right to object'.

You can also ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the 'right to erasure', or the 'right to be forgotten'.

There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.

We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted.

You can ask us to restrict the use of your personal information if:

It is not accurate.

It has been used unlawfully but you don’t want us to delete it.

It is not relevant any more, but you want us to keep it for use in legal claims.

You have already asked us to stop using your data but you are waiting for us to tell you if we are allowed to keep on using it.
 

Please contact us if you want to object to how we use your data, or ask us to delete it or restrict how we use it.

How to contact us for more information

Please contact us if you want more information about the way we use your personal information.

You also have the right to complain to the relevant data protection authority, or to a court of law, if your privacy rights are violated. You may be entitled to claim compensation for damages or distress incurred or suffered in consequence of unlawful processing of your personal information.

Find out on the ICO website how to report a concern.

* The following parties are also data controllers in relation to your personal information and have to comply with their own legal obligations, industry codes and standards when processing your data. We review the controller’s links periodically, but they are maintained and updated by the actual controllers:

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