PRIVACY NOTICE

Introduction

This notice explains the details of our Privacy Policy and how we process personal data about you and any other individuals we come into contact with during the course of business. It applies to both MHM Pension Services Ltd and MHM Trustee Services Ltd.

The Privacy Policy applies across all of our services to clients and also to our other activities, including training, marketing, our relationships with suppliers and other professional advisers, our employment and recruitment practices, use of our website and our presence on social media (see section 4 regarding employment and recruitment).

The notice aims to give you a clear understanding of:

Different arrangements may apply in different circumstances, depending on the nature of our relationship with you. Each situation is explained below and, if you are in any doubt, please contact us for further details.

Please take the time to read the notice and check our website for updates from time to time. If we make any material changes to our Privacy Policy, we will let you know by placing a further notice on our website and/or by sending you a letter or email to explain the changes and how you might be affected.

How to contact us

For information about our Privacy Policy or our services, please contact us using the following details:

By post or in person:                Mrs Fiona Hodgson

Director

MHM Pension Services Ltd

Windsor House

Cornwall Road

Harrogate, HG1 2PW

By telephone:                          +44 (0) 1423 229029

By email:                                  info@mhmpensions.co.uk

Via our website:                       www.mhmpensions.co.uk

We are not required and have chosen not to appoint a Data Protection Officer. Any enquiries should be addressed to Fiona Hodgson, as indicated above.

What personal information do we collect?

In all cases, we will need to collect and store your name, address for correspondence, email addresses and telephone numbers. We are also likely to need to store your current or former employer’s name and address and your job title, but we will only hold this where it is relevant.

We would not anticipate ever needing to store any special categories of personal information about you, such as details of your health, marital status or criminal record. If this becomes necessary, we will first request your express consent for holding the information.

Lawful purpose for processing personal data

Generally, and unless we expressly state otherwise in any contract or other written agreement we have with you, we consider that the processing of personal data in accordance with our Privacy Policy is necessary for the legitimate interests of our business.

In deciding on this, we have considered our responsibility to protect your individual rights and interests including, where appropriate, your right to opt out of receiving any communication from us. We also consider that we would only use your personal data in ways that you would reasonably expect from us, and which you would not find unnecessarily intrusive or harmful to you.

We have adopted appropriate measures to protect the security and confidentiality of your personal data and would only use it for the stated purpose and for as long as necessary, based on the nature of our relationship with you.

We will never give or sell the personal data relating to our clients and other contacts to another party in order that they may promote their services to you, or for any other reason.

Your rights

You have a right to access the personal data we hold about you and to have any incorrect or inaccurate data corrected. You may also request that we stop using your personal data for marketing purposes. There may be situations where we need to retain your personal data for specific purposes due to a contractual or legal obligation, in which case you will be informed, and further use of your personal data will be limited to those obligations only.

Requests for access to the data we hold about you should be in writing and should include the words “Subject Access Request”.

Key principles of our Privacy Policy

In all cases, when preparing our Privacy Policy, as explained in this notice, we have considered the key principles of data processing, including:

These principles apply to all aspects of our Privacy Policy, whatever the nature of our relationship with you.

Our business relationships and the use of personal data

This notice explains how we process personal data and we have identified six categories, as listed below, that cover the various relationships we may have with you and other individuals.

  1. Clients, their employees, directors, scheme members and other beneficiaries

Our agreed services are set out in our Client Agreement and are subject to our standard terms of business. In relation to those services, we will generally act as a data processor, on behalf of our client. Confirmation of this and details of the security measures for the protection of personal data are included in the Client Agreement and our Privacy Policy.

  1. Marketing activities, including training courses and social events

From time to time, we may contact you with information we think may be of interest to you. This may include newsletters with updates on pension matters and related subjects, details of the services we provide and invitations to seminars, training courses or other events.

Please let us know if you would prefer not to receive any such communications in future.

  1. Website and other online presence, including social media

Our website does not automatically collect, store or process any personal data about visitors to the website. Should you choose to contact us using the option on our website, you will be invited to review the terms of this notice, and submission of an enquiry will be taken as an indication of your acceptance of the terms of use.

Where we issue any communications via social media, including LinkedIn, Twitter and Facebook, this is in the legitimate interests of promoting our business and recipients have the right to unsubscribe or unfollow us at any time.

  1. Employment and recruitment

Our employees and directors are issued with a separate notice that relates specifically to employment with MHM.  A copy is also issued to anyone applying for a position with MHM.

  1. Suppliers of goods and services to MHM

We require all third-party service providers with whom we transact business to have appropriate measures in place to protect any personal data we may share with them.  In some cases, we will be a data processor, acting on behalf of our clients, prospective clients or other business associates, and the same measures will apply to any processing of personal data that we undertake on behalf of someone else.

Before entering into a contract with you, we will review your terms of business and require confirmation that you and/or your firm has taken appropriate steps to ensure compliance with the UK version of the General Data Protection Regulation (GDPR) and any other relevant data protection laws.

  1. Relations with other advisers and service providers

In the course of our business, we will interact with other advisers and service providers in relation to client services, business development, training and attendance at business or social events. To the extent that this involves the sharing of personal data between us, this will be in the legitimate interests of our respective businesses and will be done on an entirely voluntary basis. At any time, you or we may opt out of any further communication.

Further information

Further details about MHM and our services can be found on our website: www.mhmpensions.co.uk

Should you require any further information or wish to notify us about a change to your personal information, please contact us using the details shown on above.

First issued May 2018.  Most recently updated: January 2025.