Your Privacy

Privacy Statement
personal information
We may use your personal information, including your sensitive personal information, and store it on our systems and may otherwise process it for the administration of your Group Personal Pension. We need to know your personal information in order to provide you with the services as set out in these terms and ensure your Group Personal Pension is administered as efficiently as possible. This includes such information as is required to comply with all legal and regulatory requirements.
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We will not collect personal information from you that we do not need in order to provide the services we have agreed to provide to you.
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We may pass personal information relating to your to our associates or the bank for administering your Group Personal Pension and verifying your identity and by dealing with us to confirm that you accept and consent to this. We may also need to seek additional information from you to verify your identity, in which case we may:
(i) Delay opening your Group Personal Pension; or
(ii) Withhold from you the ability to withdraw any funds until we have successfully verified your identity.
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We may disclose personal information if it is required to do so by law or are requested to do so by the Financial Conduct Authority, or any other relevant regulatory authority.
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You can ask questions about how we have handled your personal information or raise a complaint about how we have handled your personal information, by emailing the Data Protection Officer (see Appendix One). If you are not satisfied with our response, or believe we are processing your data unfairly or unlawfully, you can complain to the Information Commissioner’s Office (ICO). For further information about the ICO and their complaints procedure visit https://ico.org.uk/concerns/
Quai Investment Services Limited (QISL) and Quai Trustees Limited (QTL) will be known as the
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‘Controller’ of the personal information you provide to us. The company registration number for Quai Regulated Services Limited is 09919243 and the registered address is: Unit 16 Tesla Court, Innovation Way, Peterborough, PE2 6FL. All personal data is held and processed in accordance with applicable data protection legislation.
how we collect and use your personal information
You, your employer, or an adviser may give us information about you by providing employee data, or by contacting us by phone, email or letter.
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This information is used for the purpose of:
(i) Providing and servicing your policy and your entitlements under it
(ii) Complying with legal and regulatory requirements
We hold personal information securely and limit access to those who need to see it.
The personal information we collect may be transferred to and stored at a destination outside the European Economic Area (EEA), this could be to another company within the Quai group of companies or to external service providers working on our behalf.
Where any such processing takes place, appropriate controls, such as adoption of agreements containing the appropriate standard clauses, will be put in place to ensure that the personal information is protected to the same standard as if it were in the UK
how long we keep your data
In most circumstances we will retain personal information for the lifetime of a plan or product or for up to seven years after the end of the relationship with us e.g. where a plan is transferred to another provider or closed following the payment of benefits. This is to ensure we comply with our retention obligations, as set out by the Financial Conduct Authority (FCA) and other regulatory and legislative requirements.
Certain circumstances dictate that we retain some specific information for longer, i.e. pension transfer information, HMRC tax records etc.
Our retention obligations are reviewed on a regular basis to ensure that we do not keep personal information longer than we are legally obliged to.
what are your rights?
Under data protection legislation, you have several rights regarding the use of your personal information as follows:
(i) If at any point you wish to either confirm whether your personal information is being processed and/or access the information we hold on you, you can request to see this information. We will respond to any request within one month.
(ii) You are entitled to have your data corrected if it is inaccurate or incomplete.
(iii) You are entitled to have information deleted if it is no longer needed or there is no longer a legitimate reason for the processing of it.
(iv) You have the right to object to the processing of your personal information (note that this only provides you with the right to raise your objections and is not a blanket right to have any and all processing ceased).
sensitive personal information
It may also benefit you to notify us of any health condition or disability you have, so that we are aware of these conditions and how they affect you. This will allow us to take any reasonable steps to accommodate specific needs or requirements you have when providing our services to you. This type of information is known as “special category information”, also referred to as ‘sensitive personal data’. We require your explicit consent to process this data.
contact us
If you have any questions about how we have handled your personal information or wish to raise a complaint about how we have handled your personal information, you can contact our Data Protection Officer at sarah.taylor@quai-digital.co.uk
If you are not satisfied with our response, or believe we are processing your data unfairly or unlawfully, you can complain to the Information Commissioner’s Office (ICO). For further information about the ICO and their complaints procedure see: https://ico.org.uk/concerns/.