Privacy Policy

AMS Retirement is a product developed and run by Retirement Systems Limited. This privacy policy explains how we use any personal information we collect about you when you use the website.

Topics:

• What information do we collect about you?
• How will we use the information about you?
• Sensitive Personal Information
• Retention
• International Data Transfers
• Marketing
• Access to your information and correction
• Cookies
• Data Rights
• Other websites
• Changes to our privacy policy
• How to contact us

What information do we collect about you?

We collect information about you when you register with us. We also collect information about your clients when you enter their information in order to generate a quote. Any feedback that you provide to us is also retained. Website usage information is collected using cookies.

What we collect:

• General data – includes your name, date of birth, marital status, country of resi-dence/citizenship and your relationships to other people, e.g. beneficiaries of a product or other occupiers of your home.
• Contact data – includes your address, telephone number and e-mail address.
• Identification data – includes government issued identification numbers, e.g. your national insurance number, passport number or driving licence number and other identifiers, e.g. usernames and social media identifiers.
• Appearance and behavioural data – includes your gender, age, hobbies, descrip-tive data, e.g. your height, images, demographic data and behavioural data, e.g. your lifestyle.
• Product data – includes information about quotes, policies, plans, schemes and any other information relevant to your product, including policy histories.
• Employment-related data – includes your employment status, job title, salary and employment and history.
• Vulnerability data – information about health, life events, resilience and capability that helps us identify if you might have additional support requirements in order that that we can better meet your needs.
• Authentication data – includes account log-in information, passwords and memo-rable data for accessing your accounts;
• Telephone recordings and live chat transcripts – information obtained during re-cordings of telephone calls or live chats with our representatives and call centres.
• Marketing and communication preferences, promotion entries and customer feedback – includes marketing and communication preferences, information relat-ing to promotions and prize draws, responses to surveys, complaints and details of your customer experience.

How will we use the information about you?

We collect information about you to process your quote requests, manage your account and, if you agree, to email you about product rate changes, news or new features that we have added to AMS Retirement.

We use your information collected from the website to personalise your repeat visits to our website. We will not share your information for marketing purposes with companies outside Retirement Systems Limited.

In order to generate a quote, we will send your details and the details of your client to the product providers.

The main purposes for which we use Personal Information are to:

• Make assessments and take decisions, including whether to provide you with our products and services and on what terms.
• Manage relationships with third parties, e.g. financial advisers and service providers, who provide services either to you or to your employer (past and current).
• Improve our products and services, provide staff training and maintain information security, including by recording and monitoring telephone calls.
• Carry out data analysis, including to ensure data accuracy and quality and for risk modelling and product and pricing refinement.
• Manage complaints, including to allow us to respond to any current complaints, or challenges you or others might raise later, for internal training and monitoring purposes and to help us to improve our complaints handling processes. We may be obliged to forward details about your complaints, including your Personal In-formation, to the appropriate authorities.
• Manage feedback and queries, and handle requests to exercise data subject rights.
• Manage our business operations, including by carrying out internal audits, quali-ty assurance and training, financial analysis and accounting, producing manage-ment information and performing administrative activities in connection with the services we provide.
• Comply with applicable legal, regulatory and professional obligations, including cooperating with regulatory bodies, e.g. the FCA, PRA, Pensions Regulator, ICO and government authorities, to comply with law enforcement and manage legal claims.
• Establish, enforce and defend our legal rights or those third parties, including enforcing our terms and conditions, pursuing available remedies and limiting our damages.

Sensitive Personal Information

Sometimes we will request or receive Personal Information that is sensitive and we call this “Sensitive Personal Information”. This is information relating to your health, sex life, sexual orientation, racial or ethnic origin. We know how sensitive this data is, so protecting it is a top priority. The types of Sensitive Personal Information we hold and process where relevant include:

• Health data – includes details of existing and previous physical or mental health conditions, health status, test results, medical diagnoses and treatment given, prescriptions and personal habits (e.g. smoking or consumption of alcohol).
• Other sensitive data – in limited circumstances we may process other Sensitive Personal Information. For example, we may process details of the gender of your spouse.

Retention

We keep Personal Information for as long as is reasonably required for the purposes explained in this Privacy Policy. We also keep records - which may include Personal Information - to meet legal or regulatory needs. For example, we are required to retain an accurate record of your dealings with us, so we can respond to any complaints or challenges you or others might raise later. The specific retention period for your Personal Information will depend on your relationship with us and the reasons we hold your Personal Information. You can at any time contact us to ask for data deletion.

International Data Transfers

We keep all of the data held on AMS in the UK, the data is held across several sites all within the United Kingdom via our hosting provider Rackspace. For more information about data transfers and the safeguards we have put in place, please contact us.

Marketing

We would like to send you information about products and services provided by Retirement Systems Limited, including updates to the AMS Retirement system, which may be of interest to you. If you have consented to receive marketing, you may opt out at a later date. You have a right at any time to stop us from contacting you for marketing purposes.

If you no longer wish to be contacted for marketing purposes, you can change this in your Privacy and Email Settings.

Access to your information and correction

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the following address. We may make a small charge for this service.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

Cookies

Please refer to our cookie policy.

For further information visit www.aboutcookies.org or www.allaboutcookies.org.

Data Rights

You have legal rights under data protection laws in relation to your Personal Information. Read below to learn more about each right you may have.

We may ask you for proof of identity when you make a request to exercise any of these rights. We do this to ensure we only disclose information to the right individual.

We aim to respond to all valid requests within one month. It may take us longer if the request is particularly complicated or you have made several requests. We’ll always let you know if we think a response will take longer than one month. We may also ask you to provide more detail about what you want to receive or are concerned about.

We may not always be able to do what you have asked. This is because your rights will not always apply, e.g. if it would impact the duty of confidentiality we owe to others, or if the law allow us to deal with the request in a different way. We will always explain to you how we are dealing with your request. In some circumstances (such as the right to erasure or withdrawal of consent), exercising a right might mean that we can no longer provide our product to you.

For further information about or to exercise any of your rights, please contact us.

Other websites

Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 15 December 2021.

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you:

• By email: ams@retirementsystems.co.uk
• Or write to us at: Retirement Systems Limited, Privacy Team, Jason House Kerry Hill, Horsforth, Leeds, England, LS18 4JR.