/ Pensions Privacy Notice

Information about your Personal Data

Your personal information is important to us. This notice contains everything you need to know about how we use it.

What we need:

Greater Manchester Police (GMP) is what’s known as the ‘Controller’ for the information that we hold. It is sometimes necessary to share information as part of a contract in order to provide administration services for the delivery of police pensions. From the 01st November 2018 the administrator for the Police Pension Scheme is XPS Pension Group, XPS Administration, PO Box 485,Middlesbrough, TS1 9EE.

XPS Pension Group will be a ‘Data Processor’ in this relationship. In order for the Processor to carry out processing of police pension data on behalf of GMP The information that needs to be shared is as follows:

  • Name
  • Address
  • Date of birth
  • National Insurance Number
  • Date of retirement
  • Name of the bank to which the pension is paid
  • This is the minimum necessary for the company to administrate and pay your pension.


Why we need it:

The purpose of GMP sharing the information is for the Data Processor to administrate and pay your pension on behalf of GMP, the information will not be used by XPS Pension Group for any other purposes.

The Lawful Basis

The following GDPR conditions are met, for when data is shared for a purpose other than a direct policing purpose (i.e. on transfer of data from GMP to the relevant Data Processor):

  • Article 6(c) Legal obligation: the processing is necessary to comply with the law - Pensions Act 2008, Chapter 4 – Records & Information.
  • Article 6(e) Performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

What you need to supply and what will happen if you don’t?

If the information being requested for is not provided we may not be able to comply with our legal obligations (Pensions Act 2008).

You have the right to opt out and no longer be a member of the pension scheme by contacting XPS Pension Group. To do so, and for further information please contact their XPS Administration, PO Box 485,Middlesbrough, TS1 9EE.

What we do with it:

Only relevant information will be shared with XPS Pension Group and will be processed by their staff in the UK, no third parties will have access to your personal data unless the law allows them to do so. Your information will not be used for any marketing purposes.

The Controller and Data Processor has a Data Protection regime in place to oversee the effective and secure processing of your personal data. More information on this framework can be found on their websites.


How long we keep it:

We will only keep your personal information as per the statutory requirements on retention of pension records, pension trustees are required under the Occupational Pension Schemes (Scheme Administration) Regulations 1996 to keep records for six years from the end of the scheme year to which they relate after which time it will be destroyed.

Will this information be used to take automated decisions about you?

No, you will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

What are your rights?

Under the Data Protection Act 2018 you have a number of rights that you can exercise in relation to the data we process about you. Under certain circumstances, by law you have the right to:

  • request access to your personal information (commonly known as a right of access request). This enables you to receive a copy of the personal information we hold about you and check that we are lawfully processing it and that it is accurate.
  • request rectification of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no lawful reason for us to continue to process it.
  • request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we are allowed under the law to charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we can refuse to comply with the request in such circumstances.

We sometimes need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Further information about these rights can be found within the Data Protection Act 2018 and on the Information Commissioner’s Office website: www.ico.org.uk

To exercise any of these rights please contact the GMP:

The Information Compliance and Records Management Unit at: subjectaccess@gmp.police.uk, telephone: 0161 856 2529, or via post:

Information Compliance and Records Management Unit,
Greater Manchester Police,
Information Services Branch,
Openshaw Complex,
Lawton Street,
Manchester, M11 2NS

Making a complaint about your personal data

You can complain directly to the Greater Manchester Police's Data Protection Officer via email or in writing to: -

Email: dataprotection@gmp.police.uk

Data Protection Officer
Information Compliance and Records Management Unit
Greater Manchester Police
Openshaw Complex
Lawton Street
M11 2NS

You also have the right to complain to the Information Commissioner’s Office using the following details:

The Information Commissioner's Office
Wycliffe House
Water Lane
Cheshire SK9 5AF

Telephone: 08456 30 60 60 or 01625 54 57 45

Website: www.ico.org.uk


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