Covid-19 Coronavirus

PSPA Privacy Notice

This privacy notice explains what information the Public Sector Pensions Authority (“PSPA”) collects and what that information is used for.

The PSPA is a data controller for the purposes of the Data Protection Act 2018 and the Data Protection (Application of GDPR) Order 2018 and the Data Protection (Application of LED) Order 2018, together with any regulations made under them (Manx Data Protection Legislation). We are registered with the Information Commissioner’s Office as a data controller.

When you use a PSPA service we may ask you to share personal information with us. When we collect your personal information we will:

  • Only collect what we need and no more
  • Keep your information secure
  • Tell you how we will use your information
  • Delete your information when it is no longer needed
  • Only process your information in line with rules set out in Manx Data Protection legislation.

This Privacy Notice defines what happens when you give personal information to the PSPA and will explain:

  • What information is collected and why
  • Who is collecting it
  • How it is collected
  • Why it is being collected
  • How it will be used
  • How long it will be kept
  • Who it will be shared with
  • How your information will be kept secure
  • Your rights, including how to access your information

If you have any questions or comments on this Privacy Notice please email the PSPA Data Protection Officer.

Contact the Data Protection Officer for the PSPA:

Email: DPO@pspa.im

Phone: +44 1624 687090

or

Public Sector Pensions Authority
3rd Floor, Prospect House
27-29 Prospect Hill
Douglas
Isle of Man
IM1 1ET

How and why we process your personal information

We collect and process information, including personal information, to provide effective and efficient services and meet our regulatory objectives under the Public Sector Pensions Act 2011.

If the terms and conditions of your employment permit membership of a Scheme, your employer will automatically enrol you and tell the PSPA that you are a new member. 

The PSPA collects and processes information, including personal, employment and financial data of scheme members, their dependents and beneficiaries in order to carry out its statutory functions as prescribed under the Public Sector Pensions Act 2011, its Orders, Regulations and Schemes and in particular in respect of the following Schemes:

  • Isle of Man Government Unified Scheme 2011
  • Judicial Pension Scheme 1992
  • Judicial Pension Scheme 2004
  • Police Pension Regulations 1991
  • Police Pension Regulations 2010
  • Police (Injury Benefit) Regulations 2010
  • Public Sector Compensation Scheme 2013
  • Public Sector Injury Benefit Scheme 2015
  • Public Sector Interim Injury Benefits Scheme 
  • Teachers Superannuation Order 2011
  • The Superannuation (Manual Workers) (No.1) Scheme 1973

Your employer collects personal information from you both at the start of, during and at the end of your employment.

As part of your membership of a Scheme, your employer will share certain personal information with us, so that we can create and maintain a membership record for you.

Depending on your circumstances, this could be to: 

  • identify you and your membership status in the scheme
  • communicate with you
  • set up and maintain accurate scheme membership records
  • terminate your scheme membership
  • fulfil statutory requirements;
  • keep historical records of your annual pensionable service and pensionable pay for the purposes of producing:
    • an annual benefit statement; or a
    • valuation of scheme assets and liabilities 
  • reconcile contributions deducted by your employer
  • calculate entitlements, authorise the payment of pensions, other benefits and any other sums due on retirement and thereafter including injury benefits
  • calculate entitlements, authorise the payment of pensions and other benefits to spouses/partners and dependents on death
  • process and remit benefits related to your Scheme to any beneficiary, either appointed directly by you or not
  • calculate and pay refunds of contributions and provide services to support the purchase of additional benefits
  • calculate and pay a transfer of pension rights to and from other pension providers
  • maintain facilities for Additional Voluntary Contributions
  • detect, prevent and or prosecute financial and other crimes, for example money laundering and fraud
  • provide data for or preparing budget estimates of income and expenditure and the monitoring of payments against estimates
  • maintain accounts of income and expenditure
  • provide data for analytical purposes to aid the planning of sustainability improvements to the Schemes
  • provide accurate information to other parts of the Government and to the Schemes' actuaries for accounting and valuation purposes
  • provide Cash Equivalent Transfer Values for divorce purposes and the implementation of Pension Sharing on Divorce Orders
  • share with third parties contracted to provide interrelated services
  • Establish, exercise or defend legal rights in connection with actual or prospective legal proceedings, including as necessary for the purpose of obtaining legal advice.

Our legal basis for processing your information

The PSPA will only process your personal data if a lawful basis exists. Typically, the basis will be one of public interest on the basis that the PSPA is a Statutory Body with duties and responsibilities set out under the Public Sector Pensions Act 2011. Lawful basis might involve: 

  • your consent – if we rely on your consent to process your data you may withdraw your consent at any time by contacting the PSPA’s Data Protection Officer
  • the need to meet its legal obligation in carrying out statutory government functions
  • the need to meet a request you have made for pension benefits information or a service
  • the need to prevent or investigate suspected or actual violations of law
  • the need to protect the public interest
  • the need to retain information for historical or archiving purposes by the Public Record Office under the Public Records Act 1999

Types of personal information we collect about you

When you join the Scheme, and regularly throughout your membership, your employer, their payroll provider or personnel services provider will provide us with personal information to help with the PSPA administration of your arrangements under the Scheme for example: 

Category of informationExamples of that type of information
Personal details Name, email address, telephone number, address
Employment details Current employment details, employment history, job title, name of your employer, start date, leaving dateFormer Employer employment history, job title, name of your former employer, start date, leaving date
Government identifiers Employer payroll/pension reference number, national insurance number
For the purposes of maintaining accurate records and calculating entitlements  Your gender, employee and employer contributions, pensionable, superannuable, assumed and actual pay, your contracted hours, the hours you worked. 
Communication Feedback, comments, complaints, enquiries
Personal identification information Title, date of birth, nationality, gender
Information to identify your nominated beneficiaries Children, next of kin

The above personal information may also be used when investigating complaints made under the PSPA Complaints procedure and where scheme members utilise the Internal Dispute Resolution Procedure.

We may also process certain special categories of information for specific and limited purposes connected to the administration of pension schemes, for which the PSPA is responsible.  We will only process special categories of information where we have obtained your explicit consent or are otherwise lawfully permitted to do so. We may also process certain special categories of data as defined in the GDPR (Isle of Man) Order. This may include:

  • Criminal proceedings, outcomes and sentences;
  • Offences (including alleged offences)
  • Data concerning health

Who we share your data with

PSPA Staff who are employed in the administration of public sector schemes have access to your personal information.

PSPA Staff are required to declare the names of scheme members who are relations, friends or colleagues and do not have access to the records of those persons.

PSPA Board Members do not have access to personal data except where required for the direct execution of a statutory function.

We may share your information with other organisations: 

  • with or between other Government Departments, Boards and Offices to the extent necessary in order to provide a pension scheme related service or information you have requested
  • with internal or external auditors to comply with statutory obligations for the audit of the PSPA
  • the police or law enforcement agencies where required to do so
  • to prevent and detect fraud and mistake
  • the courts, on production of a valid Court Order
  • With the Isle of Man Pensions Ombudsman, the Tynwald Ombudsman or the PSPA's Lawyers in connection with Internal Dispute Resolution and/or other legal proceedings

The PSPA will share anonymised data wherever possible for the purposes of: 

  • Scheme valuation, audit and accounting purposes

The PSPA shares your personal data with other companies, organisations or individuals when there is a legal requirement or regulatory function which requires us to do so.

We will share your data with companies and other organisations with whom we have entered into a contractual arrangement to provide interrelated services.

The following companies are currently under contract to provide services to the PSPA:

  • Provision of Actuarial and web based services – Hymans Robertson LLC
  • Provision of Audit Services – PwC Isle of Man LLP
  • Provision of software, support and maintenance services – Claybrook Computing Limited
  • Provision of Archiving Services - Doxbond (I.O.M.) Limited
  • Provision of Independent Medical Advice and Services for Ill Health and Injury Benefit Applications and Awards – BHSF Occupational Health Limited
  • Provision of mailing services – Washington Direct Mail
  • Provision of Pension Administration  services – Isle of Man Post Office (Omnidox)
  • Provision of  Administrator and Co Trustee services for IOMG Group AVC Schemes – MAC Financial Ltd

The PSPA will not sell to, or share, your personal data with any company, organisation or persons who do not have a right to receive that data.

Your information will not generally be transferred outside the European Economic Area ('EEA'). If you make a request that we pay benefits or make a transfer of rights outside the EEA, we will only act with your prior permission and after the PSPA has determined appropriate safeguards consistent with the Data Protection Act 2018.

Information we collect automatically

When you visit or use our website we may collect information sent to us by your computer, mobile phone, or other device. For example we may collect:

Category of informationExamples of that type of information
Device information Hardware model, operating system version, IP address
Log information Time and duration of visit
Other information Links you click, location
Tracking information When you visit this site we use cookies that do not collect any personal information.Read more about how we use Cookies

How long do we keep your personal information

We will only keep your information for the minimum time necessary, with exceptions of when longer retention can be justified for statutory, regulatory, legal or security reasons, or for their historical value.

Your personal data and records will be deleted or anonymised on our files when you reach age 100 or 6 years after your death (or that of your last surviving beneficiary), whichever is the later.

Your personal data may be permanently retained for research use at the Isle of Man Public Record Office if the records containing your personal data are selected for permanent preservation under the Public Records Act 1999. The Isle of Man Public Record Office preserves records of Isle of Man public authorities that are of long-term historic and cultural value. 

Access to and use of records at the Isle of Man Public Record Office is governed by legislation, in particular the Public Records Act 1999, the Public Records Order 2015 and the Freedom of Information Act 2015. 

Some records are made available to the public for research use, whilst others are covered by access restrictions to ensure sensitive information that should be confidential for a period of time is protected. Where your personal data is included in records transferred to the Record Office, an assessment will be made of whether the records should be covered by an access restriction based on this legislation. Access restrictions will be applied to records as appropriate under this legislation to prevent unlawful access to your personal data. Your personal data will not be used by the Isle of Man Public Record Office for any automated decision making. 

The Isle of Man Public Record Office is part of the Department for Enterprise and can be contacted at: public.records@gov.im, or at:

Unit 40A
Spring Valley Industrial Estate 
Braddan
Isle of Man 
IM2 2QS

Website: www.gov.im/pro
Telephone: +44 1624 693569

The Department for Enterprise Data Protection Officer can be contacted by e-mail at DPO-DfE@gov.im

How we keep your information secure

The security and confidentiality of your information is very important to us.

We will ensure that:

  • Safeguards are in place to make sure personal information is kept securely
  • Only authorised staff are able to view your information
  • We maintain security of the systems which hold personal information in line with ISO27001 standard
  • PSPA compliance with the requirements of the PCI Security Standards Council
  • We comply with the requirements of the Information Commissioner

We may share your information:

  • With or between other Government Departments, Boards and Offices to provide a service or information you have requested, where there are arrangements in place to do so
  • The courts on production of a valid court order

We will not sell to, or share, your personal information with other companies, organisations or individuals. The PSPA may share your personal information with other companies, organisations or individuals where there is a legal requirement to do so. Your personal information will not be disclosed to any third party without your prior consent or where required to do so by law.

Your rights

To ask if we hold personal information about you

You can ask to see what information we hold about you by submitting a 'Subject Access Request' to the PSPA Data Protection Officer.

You can review your personal information and ensure it is accurate

Where possible we will provide you with access to the information we hold about you so that you can view this information and provide a means for you to have this information changed if it is not accurate.

Alternatively you can ask for the information we hold about you to be changed by making a request to the PSPA Data Protection Officer.

To remove your personal information

In certain circumstances you can ask for your information to be deleted. Please note that as part of the PSPA statutory functions some information may need to be retained.

You can request this by contacting the PSPA Data Protection Officer.

To make a complaint

If you are unhappy with the way we deal with your personal information you can submit a complaint to the PSPA Data Protection Officer who will work with you to resolve any issues.

Email address: DPO@pspa.im

Telephone: +44 1624 687090

Public Sector Pensions Authority
3rd Floor, Prospect House
27-29 Prospect Hill
Douglas
Isle of Man
IM1 1ET

The Isle of Man’s Information Commissioner is the independent supervisory body responsible for upholding the public's information rights and promoting and enforcing compliance with the Island's information rights legislation.

You have the right to request the Information Commissioner to undertake an assessment as to whether the processing of your personal data has been carried out in accordance with the provisions of the Manx Data Protection Legislation. Further information regarding complaints to the ICO can be obtained through its website or by calling +44 1624 693260.

Will this notice change

This Privacy Notice may change. We will not reduce your rights under this Privacy Notice without your consent. If any significant change is made to this Privacy Notice we will provide a prominent notice on this website so that you can review the updated Privacy Notice.

This Privacy Notice may be replaced, or more information added, when you send feedback, ask to use a service online or make a payment for a service through our website.

This privacy notice was last updated in September 2021.

How to request your personal information

Under the Data Protection Act 2018 you have a right of access to your personal data and to check the accuracy of that data by making a Subject Access Request.

A subject access request is made by filling in our Subject Access Request Form or contacting the Data Protection Officer (DPO) of the Department, Office or Board that collects the information.

We have a guidance sheet that gives you details on the process.

To make a request of the DPO for the PSPA contact:

Public Sector Pensions Authority 
3rd Floor, Prospect House
27-29 Prospect Hill
Douglas
Isle of Man
IM1 1ET

Email: DPO@pspa.im

Phone: +44 1624 687090

Subject access requests must be responded to promptly and in any event within a maximum of 1 month.

The Information Commissioner is the independent authority responsible for upholding the public's information rights and promoting and enforcing compliance with the Island's information rights legislation. Further information can be found on the Information Commissioner's website.

You have the right to request the Information Commissioner to undertake an assessment as to whether the processing of your personal data has been carried out in accordance with the provisions of the Data Protection Act 2018.

Back to top