gototopgototop

SPPA Privacy Policy

The Scottish Public Pensions Agency (SPPA) is an executive Agency of the Scottish Government. On the behalf of the Scottish Ministers, we undertake our role as a pension scheme administrator in accordance to the Pensions Act 1995, The Public Services Pension Act 2013 and The Occupational and Personal Pension Schemes (Disclosure of Information) Regulations 2013.

Information we collect and process

  1. As a scheme member or pensioner
  2. As a visitor to our website
  3. As a respondent to our survey
  4. When phoning SPPA
  5. When visiting our office
  6. As an employee of SPPA

1. As a scheme member or pensioner:

We collect and process personal data for the purposes of administering the pension, injury benefit and premature retirement compensation arrangements for devolved public service schemes in Scotland. These are set out in statutory regulations made by the Scottish Ministers, with the consent (as required) of HM Treasury.

The legal basis for this processing is detailed within our Statutory Framework.

For the purposes of scheme administration we collect:

Data collected

What this information is used for

Who has access to this information

Title

Used to maintain an accurate record. It can be used to ensure that correspondence is appropriately addressed

SPPA Staff

Forename

Used to identify who the scheme member/pensioner is and to ensure that correspondence is appropriately addressed

SPPA Staff

Middle Name

Used to identify who the scheme member/pensioner is and to ensure that correspondence is appropriately addressed

SPPA Staff

Surname

Used to identify who the scheme member/pensioner is and to ensure that correspondence is appropriately addressed

SPPA Staff

Address

Used to identify who the scheme member/pensioner is and to ensure that correspondence is appropriately addressed. Used with other data to identify who the scheme member/pensioner is

SPPA Staff

Postcode

Used to identify who the scheme member/pensioner is and to ensure that correspondence is appropriately addressed. Used with other data to identify who the scheme member/pensioner is

SPPA Staff

National Insurance Number

Used to fulfil statutory requirements. Used with other data to identify who the scheme member/pensioner is

SPPA Staff

Data of Birth

This information is gathered to satisfy certain legal obligations in relation to scheme regulations. Used with other data to identify who the scheme member/pensioner is.

SPPA Staff

Gender

This information is gathered to satisfy certain legal obligations in relation to scheme regulations

SPPA Staff

Marital status

Used to maintain an accurate record.

SPPA Staff

Superannuation number

Used as a unique identifier

SPPA Staff

Pay reference

Used as a unique identifier

SPPA Staff

Employer’s Pensionable Pay

Used to maintain an accurate record.

SPPA Staff

Employee’s Pensionable Pay

For the purpose of calculating entitlements

SPPA Staff

Employee Contributions

For the purpose of calculating entitlements

SPPA Staff

Employer Contributions

For the purpose of calculating entitlements

SPPA Staff

Employment History

For the purpose of calculating entitlements

SPPA Staff

Health Reports

Used to maintain an accurate record and to inform injury benefit or ill health decisions

SPPA Staff

Bank details

Used to pay pension

SPPA Staff

SPPA processes personal data for the purposes of:

  1. Maintaining records to support the operation of the schemes
  2. Calculating, authorising and paying pensions, other benefits and any other sums due on retirement and thereafter under schemes' regulations including injury benefits (for NHS, Police and Fire schemes only)
  3. Calculating, authorising and paying pensions to spouses/partners and dependents on the death of a member/pensioner
  4. Maintaining systems to support the prompt and accurate payment of such sums due
  5. Processing elections made under the regulations by members
  6. Calculating and paying refunds of contributions and providing services to support the purchasing of additional pension
  7. Calculating and paying the transfer of pension rights to and from other pension providers
  8. Providing information to members and their employers, to their agents and to UK Government Departments such as the Department for Work and Pensions and the HMRC
  9. Maintaining facilities for Additional Voluntary Contributions for scheme members, as laid down in the schemes' regulations
  10. Collecting sums due to the Scottish Ministers under the regulations (not Police and Fire Schemes)
  11. Maintaining accounts of income and expenditure under the regulations (not Police and Fire Schemes)
  12. Preparing budget estimates of income and expenditure and monitoring actual payments against estimates (not Police and Fire Schemes)
  13. Providing accurate information to other parts of the Scottish Government and to the schemes' actuaries for accounting and valuation purposes
  14. Liaising with HM Treasury, other UK Departments and bodies regulating and administering public service pensions
  15. Providing services in support of the governance framework created by the Public Service Pension Act 2013 for the pension schemes for which the Agency has administrative responsibility
  16. Providing Cash Equivalent Transfer Values for divorce purposes and the implementation of Pension Sharing on Divorce orders for which income is generated

All information collected for the purposes of scheme administration are stored and processed upon our secure servers held within the European Economic Area.

2. As a visitor to our website:

Analytics

When someone visits www.sppa.gov.uk,  http://2015.sppa.gov.uk/ , or https://mypension.sppa.gov.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns.

We collect information about:

  • the pages you visit and how long you spend on each page
  • how you got to SPPA's websites
  • what you click on while you're visiting SPPA's websites

Any information we get is received in a way that we can't identify anyone by it. For example, we never receive your name or address.

We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

You can opt out of Google analytics.

Cookies

This site places small files, known as 'cookies', onto your computer to collect information about how you browse.

These cookies aren't used to identify you personally.

You will normally see a message on the site before we store a cookie on your computer.

Find out more about how to manage cookies.

If we need to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Online Services

Secure online services are currently available for our NHS and Teachers members and pensioners. In order to register, users will need to provide:

  • Email address
  • Surname
  • Date of Birth
  • National Insurance Number
  • Superannuation / GTC or Pension Payroll reference number
  • Password

This allows us to identify you with the data we hold.

Contact us

When online, we encourage our scheme members and pensioners to contact us through our secure member area.

For those who are not scheme members, we provide a General Enquiries contact form through which we collect a name and email address. We ask that the General Enquiries form is not used to convey additional personal information.

3. As a respondent to a survey:

We use a third party provider, Survey Monkey, to host our online Customer Service Survey, which we use to monitor our levels of customer satisfaction. We apply survey settings that enable the anonymous collection of survey responses. This includes IP addresses.

Participation with our Customer Service Survey is completely voluntary. We do not request the inclusion of any personal information and do not encourage the provision of personal data through free text boxes.

SPPA's established complaints procedure should be used to register dissatisfaction with the service provided by SPPA. Procedures comply with the Scottish Public Services Ombudsman's guidance on a model complaints handling procedure.

4. When phoning SPPA:

The Telephony System used by SPPA  has the functionality to record all calls received by the organisation, with recording data stored on SPPA's internal servers.

The Customer Contact Team within the Customer Services Department is the only business area within SPPA that uses this call recording functionality.

Outbound calls made by SPPA staff or internal calls between SPPA staff are not recorded.

Calls where the caller provides details of a payment card for the purpose of making a payment to SPPA will only be recorded in-part to comply with Payment Card Industry Security Standards (PCiDSS)

The purpose of call recording is to provide an exact record of the call which can:

  • help identify staff training needs and help support training of new and existing staff
  • help improve staff performance
  • help protect staff from abusive or nuisance calls

Recordings are selected for review through random sampling of individual staff member's calls.

SPPA staff can draw a particular recording to a team leader's attention if they feel it useful for training, or is valuable for evidence purposes in the event of persistent/unacceptable caller behaviour.

Occasionally, team leaders will listen to a sample of call recordings to ensure that they are all reviewing recordings to the same standard.

Every caller is informed that the call is recorded and why, before the conversation has begun.  This will be done by a pre-recorded message, in the SPPA welcome message on the Liberty phone system, before connection is made to the SPPA member of staff.

A caller may request that their call is not recorded.  In this situation the caller will normally be advised to contact SPPA either in writing or by email. In exceptional circumstances a caller who does not wish to be recorded will be transferred to a non-recorded phone line. This decision will be made by a manager, when he or she judges that not doing so could cause distress to the caller.

Recordings will normally be retained for a maximum of 3 months and then automatically deleted.

Some recordings may be retained for longer than three months for the following reasons:

  • Because they have been identified by SPPA managers as valuable for staff training.  In this case, we will seek permission of the member of staff to use the recording to train others and the recording will be retained until it is no longer useful for this purpose.  We will review retained training calls every six months to see if they are still useful for training, any recordings deemed are no longer useful for this purpose will be deleted.
  • If identified as evidence for the record keeping requirements of SPPA's procedure for dealing with unacceptable behaviour towards staff or unreasonably persistent complainants.

5. When visiting our office:

SPPA uses closed-circuit television (CCTV) images to reduce crime and monitor the SPPA building in order to provide a safe and secure environment for staff and visitors, and prevent the loss or damage to SPPA property and assets.

CCTV captures images of people entering and exiting the building, including staff, however monitoring of staff is incidental to the above purpose and not the main intent of the system.

SPPA are responsible for all CCTV operated within its premises and is the data controller in terms of our obligations under Data Protection legislation.

Individuals have the right to request CCTV images relating to themselves under the subject access provisions of Data Protection legislation. SPPA will adhere to the subject access request (SAR) procedure and statutory timescale when responding to these requests.

Contact SPPA Facilities:  01896 893122

                                        This e-mail address is being protected from spambots. You need JavaScript enabled to view it

Authorised personnel with an enforcement function, such as Police Scotland, can make requests to access CCTV images for the purposes of the prevention and detection of crime. Procedures outlined by Data Protection legislation must be adhered to when responding to these requests.

CCTV images are retained for 30 days after which time they are deleted from the system. Images may be retained for longer periods if required for disclosure.

6. As an employee of SPPA:

SPPA staff are civil servants in the employment of the Scottish Government.

eHR is the system the Scottish Government uses to hold information about staff (which can include contractors and secondees). SPPA's HR Team can access this system in order to maintain employment records (Information held on eHR). The table below sets out what this information is, what we use it for and who can see it.

Information is held for the purposes of:

  1. Maintaining an accurate staff record and to ensure previous records are associated with current records.
  2. Fulfilling statutory requirements in connection with tax and National Insurance.
  3. Satisfying certain legal obligations in relation to minimum wage and young workers.
  4. Assisting in the development of policies that are free from bias and discrimination.
  5. Contacting staff or a named individual in case of an emergency.
  6. Recording if staff have elected to waive the 48-hour requirement of the working time directive.
  7. Recording if staff have requested the Scottish Government to supply child care vouchers.
  8. Administrating pay.
  9. Satisfying eligibility for employment and diversity monitoring.
  10. Administrating staff assignments.
  11. Staff welfare, health and safety.

Data Collected

What this information is used for

Who has access to this information?

Name

The first name and last name are used to identify individuals.

Scottish Government staff

Title

This information is used to maintain an accurate staff record. It can be used to ensure that system generated correspondence is appropriately addressed.

Scottish Government staff

Prefix

This refers to the prefix of a surname i.e. von, van, le etc. This information can also be entered in the surname field. This is not a mandatory field and can be left blank.

Scottish Government staff

Middle Name

This information is used to maintain an accurate staff record. This field is not mandatory and can be left blank.

HR only, but Scottish Government staff can see the initial

Suffix

This refers to the suffix of a surname i.e. Snr, Jnr, III, etc. This information can also be entered in the surname field. This is not a mandatory field and can be left blank.

Scottish Government staff

Preferred Name

This information is used to maintain an accurate staff record. It can be used to ensure that system generated correspondence is appropriately addressed. This field is not mandatory and can be left blank.

Scottish Government staff

Previous Last Name

This information is used to maintain an accurate staff record and to ensure previous records are associated with current records. This field is not mandatory and can be left blank.

HR staff only

Other/NI Number

NI number is mandatory* data required to fulfil statutory requirements in connection with tax and National Insurance.

* Only for staff paid through the SG payrolls.

HR staff only

Date of Birth

This information is gathered to satisfy certain legal obligations in relation to minimum wage and young workers. It is also used for monitoring purposes and to assist in the development of policies that are free from bias and discrimination.

HR staff only

Marital Status

This information is used to maintain an accurate staff record. This field is not mandatory and can be left blank.

HR staff only

Gender

This information is used for monitoring purposes and to assist in the development of policies that are free from bias and discrimination. Employer needs to see legal gender recognition certificate.

HR staff only

Address

A primary and/or emergency contact address is useful should it be necessary to make contact with and a contact in the case of an emergency.

HR staff only

Attachments

This is a standard part of the database package and it is not anticipated that you will attach any information. This is not mandatory and can be left blank.

HR staff only

Emergency Contact Details

This information may be used in the event of an emergency. This field is not mandatory and can be left blank.

HR staff only

Date Relationship Started

This feature is supplied as part of the standard Oracle system and it is not mandatory. However, if the date is left blank it defaults to today’s date – we are unable to change this feature. If individual does not wish to enter the actual start date of relationship, simply enter the date as '01-Jan-1901'. This is the date that will appear and it is obvious that the date is notional.

HR staff only

Sexual Orientation

This non mandatory information is used for monitoring purposes and to assist in the development of policies that are free from bias and discrimination. The categories used are supplied by the Cabinet Office so employer can make accurate comparisons and returns to the Cabinet Office in the same format as other Government departments. They are also the categories recommended by LGB organisations.

Only the Diversity Team and a very small number of HR staff who require it

Religion/Religious Belief

This information is used for monitoring purposes and to assist in the development of policies that are free from bias and discrimination. The categories used are supplied by the Cabinet Office so employer can make accurate comparisons and returns to the Cabinet Office in the same format as other Government departments. They are also the categories recommended by some BME organisations.

Only to the Diversity Team and a very small number of HR staff who require it

Ethnic Origin

This information is used for monitoring purposes and to assist in the development of policies that are free from bias and discrimination. The categories used are supplied by the Cabinet office so employer can make accurate comparisons and returns to the Cabinet Office in the same format as other Government departments. They are also the categories recommended by some BME organisations.

Only to the Diversity Team and a very small number of HR staff who require it

Working Time Waiver

This records the fact that you have elected to waive the 48-hour requirement of the working time directive.

Only the Diversity Team and a very small number of HR staff who require it

Child Care Vouchers

This records the fact that employer has requested the SG to supply child care vouchers.

HR staff only

Bank Details

This data is used to ensure pay goes into the correct account.

HR & Finance staff only

Employee Pay Reference Number

This is used to identify who the staff member is and for the administration of pay.

Scottish Government staff

Nationality

Eligibility for employment and diversity monitoring.

HR staff only

Email Address (office)

Administration of staff assignments.

Scottish Government staff

Job Title

Administration of staff assignments.

Scottish Government staff

Disability

This information is used for monitoring purposes and to assist in the development of policies that are free from bias and discrimination.

HR staff only

Room/Area

Administration of staff assignments.

Scottish Government staff

Location/Building Name

Administration of staff assignments.

Scottish Government staff

Work Address

Administration of staff assignments.

Scottish Government staff

Cost Centre

Administration of staff assignments.

Scottish Government staff

Date of Entry to the Scottish Government

Administration of staff assignments and pensions.

HR staff only

Current SG Service Start Date

Administration of staff assignments and pensions.

HR staff only

Civil Service Entry Date

Administration of staff assignments and pensions.

HR staff only

Years of Service

Administration of staff assignments, annual leave entitlement and pensions.

HR staff only

Assignment Details inc. dates

Administration of staff assignments.

HR staff and Manager

Grade

Administration of staff assignments and pay.

Scottish Government staff

Line Manager

Administration of staff assignments.

Scottish Government staff

Annual Leave Balance

Administration of staff assignments.

HR staff and Manager

Additional Responsibilities

Administration of staff assignments.

Scottish Government staff

Details of Allowances

Administration of staff assignments and pay.

HR staff and Manager

TRS Details

Administration of staff assignments and pay.

HR staff and Manager

Temp Promotion Details

Administration of staff assignments and pay.

HR staff and Manager

Absence Type

Administration of staff assignments and pay.

HR staff and Manager

Absence Start and End Dates

Administration of staff assignments and pay.

HR staff and Manager

Absence Sickness Reason

Administration of staff assignments, staff welfare, health and safety and pay.

Manager if staff member allows this, or HR only

Total Absences

Administration of staff assignments, staff welfare health and safety and pay.

HR staff and Manager

Total Days

Administration of staff assignments and pay.

HR staff and Manager

Average Days per Year

Administration of staff assignments and pay.

HR staff and Manager

Working Pattern

Administration of staff assignments and pay.

HR staff and Manager

MyCSP 

Staff details will be provided to MyCSP who are the administrators of the Civil Service Pension Scheme, of which the Scottish Government is a member organisation. Employees will be auto-enrolled into the pension scheme and details provided to MyCSP will be your name, date of birth, National Insurance number and salary. Bank details will not be passed to MyCSP at this time.


Data Collected

What this information is used for

Who has access to this information?

Name

The first name and last name are used to identify individuals.

Scottish Government staff

Title

This information is used to maintain an accurate staff record. It can be used to ensure that system generated correspondence is appropriately addressed.

Scottish Government staff

Prefix

This refers to the prefix of a surname i.e. von, van, le etc. This information can also be entered in the surname field. This is not a mandatory field and can be left blank.

Scottish Government staff

Middle Name

This information is used to maintain an accurate staff record. This field is not mandatory and can be left blank.

HR only, but Scottish Government staff can see the initial

Suffix

This refers to the suffix of a surname i.e. Snr, Jnr, III, etc. This information can also be entered in the surname field. This is not a mandatory field and can be left blank.

Scottish Government staff

Preferred Name

This information is used to maintain an accurate staff record. It can be used to ensure that system generated correspondence is appropriately addressed. This field is not mandatory and can be left blank.

Scottish Government staff

Previous Last Name

This information is used to maintain an accurate staff record and to ensure previous records are associated with current records. This field is not mandatory and can be left blank.

HR staff only

Other/NI Number

NI number is mandatory* data required to fulfil statutory requirements in connection with tax and National Insurance.

* Only for staff paid through the SG payrolls.

HR staff only

Date of Birth

This information is gathered to satisfy certain legal obligations in relation to minimum wage and young workers. It is also used for monitoring purposes and to assist in the development of policies that are free from bias and discrimination.

HR staff only

Marital Status

This information is used to maintain an accurate staff record. This field is not mandatory and can be left blank.

HR staff only

Gender

This information is used for monitoring purposes and to assist in the development of policies that are free from bias and discrimination. Employer needs to see legal gender recognition certificate.

HR staff only

Address

A primary and/or emergency contact address is useful should it be necessary to make contact with and a contact in the case of an emergency.

HR staff only

Attachments

This is a standard part of the database package and it is not anticipated that you will attach any information. This is not mandatory and can be left blank.

HR staff only

Emergency Contact Details

This information may be used in the event of an emergency. This field is not mandatory and can be left blank.

HR staff only

Date Relationship Started

This feature is supplied as part of the standard Oracle system and it is not mandatory. However, if the date is left blank it defaults to today’s date – we are unable to change this feature. If individual does not wish to enter the actual start date of relationship, simply enter the date as '01-Jan-1901'. This is the date that will appear and it is obvious that the date is notional.

HR staff only

Sexual Orientation

This non mandatory information is used for monitoring purposes and to assist in the development of policies that are free from bias and discrimination. The categories used are supplied by the Cabinet Office so employer can make accurate comparisons and returns to the Cabinet Office in the same format as other Government departments. They are also the categories recommended by LGB organisations.

Only the Diversity Team and a very small number of HR staff who require it

Religion/Religious Belief

This information is used for monitoring purposes and to assist in the development of policies that are free from bias and discrimination. The categories used are supplied by the Cabinet Office so employer can make accurate comparisons and returns to the Cabinet Office in the same format as other Government departments. They are also the categories recommended by some BME organisations.

Only to the Diversity Team and a very small number of HR staff who require it

Ethnic Origin

This information is used for monitoring purposes and to assist in the development of policies that are free from bias and discrimination. The categories used are supplied by the Cabinet office so employer can make accurate comparisons and returns to the Cabinet Office in the same format as other Government departments. They are also the categories recommended by some BME organisations.

Only to the Diversity Team and a very small number of HR staff who require it

Working Time Waiver

This records the fact that you have elected to waive the 48-hour requirement of the working time directive.

Only the Diversity Team and a very small number of HR staff who require it

Child Care Vouchers

This records the fact that employer has requested the SG to supply child care vouchers.

HR staff only

Bank Details

This data is used to ensure pay goes into the correct account.

HR & Finance staff only

Employee Pay Reference Number

This is used to identify who the staff member is and for the administration of pay.

Scottish Government staff

Nationality

Eligibility for employment and diversity monitoring.

HR staff only

Email Address (office)

Administration of staff assignments.

Scottish Government staff

Job Title

Administration of staff assignments.

Scottish Government staff

Disability

This information is used for monitoring purposes and to assist in the development of policies that are free from bias and discrimination.

HR staff only

Room/Area

Administration of staff assignments.

Scottish Government staff

Location/Building Name

Administration of staff assignments.

Scottish Government staff

Work Address

Administration of staff assignments.

Scottish Government staff

Cost Centre

Administration of staff assignments.

Scottish Government staff

Date of Entry to the Scottish Government

Administration of staff assignments and pensions.

HR staff only

Current SG Service Start Date

Administration of staff assignments and pensions.

HR staff only

Civil Service Entry Date

Administration of staff assignments and pensions.

HR staff only

Years of Service

Administration of staff assignments, annual leave entitlement and pensions.

HR staff only

Assignment Details inc. dates

Administration of staff assignments.

HR staff and Manager

Grade

Administration of staff assignments and pay.

Scottish Government staff

Line Manager

Administration of staff assignments.

Scottish Government staff

Annual Leave Balance

Administration of staff assignments.

HR staff and Manager

Additional Responsibilities

Administration of staff assignments.

Scottish Government staff

Details of Allowances

Administration of staff assignments and pay.

HR staff and Manager

TRS Details

Administration of staff assignments and pay.

HR staff and Manager

Temp Promotion Details

Administration of staff assignments and pay.

HR staff and Manager

Absence Type

Administration of staff assignments and pay.

HR staff and Manager

Absence Start and End Dates

Administration of staff assignments and pay.

HR staff and Manager

Absence Sickness Reason

Administration of staff assignments, staff welfare, health and safety and pay.

Manager if staff member allows this, or HR only

Total Absences

Administration of staff assignments, staff welfare health and safety and pay.

HR staff and Manager

Total Days

Administration of staff assignments and pay.

HR staff and Manager

Average Days per Year

Administration of staff assignments and pay.

HR staff and Manager

Working Pattern

Administration of staff assignments and pay.

HR staff and Manager

Link to Scottish Government Website