Privacy and Data Protection Notice
We keep our privacy notice under regular review. This privacy notice was last updated April 2023.
Pension Geeks Limited is a wholly owned business of Aegon UK. Pension Geeks takes its responsibilities with regard to the management of the requirements of the UK General Data Protection Regulation (GDPR) very seriously. This notice sets out how we manage those responsibilities.
Pension Geeks obtains, uses, stores, and otherwise processes personal data relating to clients, contractors, potential staff, current staff, website users, digital platform users and contacts. When processing personal data, Pension Geeks is obliged to fulfil individuals' reasonable expectations of privacy by complying with UK GDPR and other relevant data protection legislation (data protection law).
Our business contact details are:
|Registered office:||Level 26, The Leadenhall Building, 122 Leadenhall Street, London, EC3V 4AB|
If you have any questions about this notice or data protection, please contact us using the details above.
If you're contacting us by email please remember not to send any personal, financial or banking information because email isn't a secure method of communication. If you decide to send information in this way, you're doing so at your own risk as there's no guarantee that any email sent by you to us will be received or remain private during transmission.
How we obtain personal information
We obtain information about you via the following channels:
- If you choose to contact us via our contact form which is available on our websites
- If you register to access one of our live webinars
- By attending one of our live webinars
- If you choose to share information with us via social media
- If you share information via a voicemail or call
- If you contact us via email
The type of personal information that we collect
The specific types of personal information we may collect from you will depends upon your relationship with the business, how you use our website facilities and the information you choose to provide.
The types of information we collect directly from you may include:
- Name, email address and nature of enquiry via our contact form
- Name and email address if you register to sign up to one of our live shows
- You name and telephone number if you call us
- IP address, location data, unique device ID* if participating with our Pension Awareness events or Pension Geeks TV events
- Job title or position, company name (where applicable);
- Comments, opinions, photos (if attending our events or contributing to our publications and only after written consent has been obtained);
If you’re applying for a job with Pension Geeks, please see here as to how we’ll treat your personal data.
We don’t collect any information classed as ‘sensitive’, also known as special category data under the UK GDPR.
* We and our website service provider , may use a variety of technologies, including cookies and similar technologies, to assist in collecting this information.
Please note: we need to collect certain types of information from you so that we can provide our digital facilities to you, such as Pension Awareness and our Pension Geeks TV events. This information may include your name and email address. If you do not provide us with such information, you may not be able to access or use our digital services. It is always your choice if you want to share this information with us and take part in any of our digital services.
How we use personal information
We use your information for various purposes depending on the types of information we have collected from and about you and the specific facilities, services or products you use. In particular, we collect your information for the following purposes:
- to contact you in response to your enquiry about the services we offer;
- to enable you to join our live events;
- to provide you with newsletters, information about our forthcoming events and marketing communications (if you’ve consented to this – see Marketing consent and updating your preferences for more information);
- to respond to you if you report a problem with our websites;
- to respond to you if you get in touch with us directly;
- to enhance and improve your experience on our websites, ensure the security of our website facilities and develop the service and products we offer;
- to analyse the effectiveness of events, including Geeks TV;
- to analyse email marketing campaigns; and
- to monitor and improve our customer service standards
Marketing consent and updating your preferences
If you’ve given us your consent, we may use the information we’ve collected about you to send you marketing communications and news about our services using various channels such as mail, phone, email, electronic invites, calendar events and SMS. We won’t send you any direct marketing unless you’ve expressly opted in to receiving these types of messages from us.
You can remove your consent or update your preferences at any time by contacting us using the details above.
We aim to limit the marketing materials that we send to you and will only send you communications that we believe you may be interested in. Even where you opt out of marketing, you may also see generic advertising displayed on our website.
We won’t sell your personal information to other organisations for a marketing purpose.
Cookies and similar technologies
Our lawful bases for using personal data
Data privacy laws state that we can only process personal information if it is legal to do so. For the processing to be legal, we must have a suitable lawful basis.
Depending on the specific purpose, we rely on one or more of the following lawful basis:
- To facilitate our fulfilment of a contract we have with you (e.g. setting up a website hub, answering your queries, attending an event).
- We have your consent (for any direct marketing we may conduct or comments, opinions photos from events or contributing to publications.
- Where it’s in Pension Geeks legitimate interests (e.g.conducting surveys).
Sharing your personal information
In providing our facilities, services and products, we may share your personal information with Aegon UK and selected service providers that carry out certain functions on our behalf. These include companies that provide services such as:
|Organisation / Entity||Information shared||Reason for sharing|
|Our website service provider||Name, email address, IP address, browser types, operating system, general country location from where you accessed the website.||To offer you our digital services. To enhance and improve your experience on our website and ensure the security of our website/digital facilities.|
|Our live broadcast providers, Vimeo and Livestorm.||Name, email address, IP address, browser types, operating system, general country location from where you accessed the website.||To offer you our digital services. To enhance and improve your experience on our website and ensure the security of our website/digital facilities.|
For those organisations that are carrying out services on our behalf, we’ll only share information where we have a lawful basis for doing so, as described above. We’ll only share with them the appropriate level of personal information necessary to enable them to carry out the service.
We contractually require all our service providers:
- to keep the information safe and protected at all times, and
- to only act on our explicit instructions and not use the data for their own purposes, unless it has been suitably anonymised so it’s no longer personal information.
Sending data outside of the UK and European Economic Area (EEA)
It is not intended that your information will be transferred outside the UK or EEA as part of the service we provide, but if any such transfer should occur, we will take the necessary steps to ensure that your personal information is protected to the same standard as if it were in the UK. This will include measures such as adoption of relevant contractual agreements with the other party to make sure that adequate safeguards are put in place.
How long we will keep your personal data
We will keep personal information for as long as it is reasonably required for the purposes in which it was collected. Information that we capture from you directly or third parties via contact forms, telephone, social media or pension awareness campaigns will be kept for as long as it necessary to respond to/resolve your enquiry and held for a further two years. For registered clients, we will hold information relating to you for seven years following the date of project completion or our last correspondence with you.
How to access and control your personal data - Your rights
You have certain rights with respect to your information which are summarised below.
If you chose to exercise any of your rights with regards to your personal information, to make sure that we’re dealing with you, we may ask for evidence of identity. Where you have authorised a third party to act on your behalf, we’ll conduct the necessary checks to make sure the appropriate authorisations have been received. This is to make sure that we only disclose information to the correct and, where applicable, authorised individual or organisation.
In line with our data protection obligations, we aim to respond to all valid requests relating to your personal information within one month. There may be some occasions where it will take us longer, for example, if the request is exceptionally complex. However, in these situations, we’ll let you know as soon as possible and provide details of when we’ll be in a position to respond.
There may be occasions where we don’t have to (fully) comply with a request. In these situations, we’ll explain why we’re unable to do this.
- Right of access: you can ask for copies of all the information that we process about you, along with certain information relating to the processing of your personal information. This is known as making a Subject Access Request (SAR);
- Right to rectification: you can ask to have inaccurate information held about you corrected;
- Right to erasure (‘right to be forgotten’): you can ask for the information held about you to be erased (subject to certain criteria);
- Right to restrict processing: you can ask us to stop processing your information (in limited circumstances);
- Right to data portability: you can, under certain circumstances, request that we transmit your personal information to another provider of services;
- Right to object: you can object to your information being used to send you marketing material. We’ll only ever send you marketing communications where you’ve given us your consent to do so. You can also object if our legal basis for processing your information is based on a "legitimate interests" and you have grounds relating to your particular circumstances – however, where we believe we have compelling legitimate grounds, we’ll continue to process it.
If you would like to exercise any of your rights mentioned above, you can do so by contacting us
Making a complaint
If you have a complaint about the way we process your personal information or think that we have not complied with your rights, you can make a complaint by contacting us direct.
If you’re not satisfied with our response, you can also raise a complaint with the Information Commissioner’s Office (ICO), the UK’s independent authority set up to enforce the Data Protection Regulations.
Updates to this notice
We update our Privacy notice regularly to make sure it continues to reflect our business activities and use of personal information. You can find the date this was last updated at the beginning of this notice.
If you have questions regarding our Privacy Statement, please contact us at email@example.com