Privacy Policy

Thank you for visiting our website.

We are committed to safeguarding individual data privacy rights in respect of any personal data that we may collect, use and store (“process”) in the course of our business.  This privacy notice explains why and how we process personal data and the rights of any individuals whose personal data we may hold.

Who this privacy notice applies to

For the purposes of this privacy notice the data controller is The European Pension Fund Investment Forum Limited (“EPFIF”)

This privacy notice applies to all individuals who represent members of EPFIF as well as representatives of non-members who are invited to EPFIF seminars and visitors to the EPFIF website.

What personal data do we collect?

The personal data we may collect about you is limited to the following: name; professional contact details (email and telephone numbers); name of organisation you work for and job title; any special dietary requirements you may notify to us to allow us to cater for you at an event; and biographical data you may supply if, for example, you speak at an EPFIF seminars.

We may collect some or all of this data directly from you, for example if you complete the contact form on our website, however we may also gather this information from other sources such as the organisation that you work for or industry directories  or other publicly available sources.

If you log on to the password protected area on our website then your activity will be logged by a cookie within this part of the site.  There are no cookies that collect data from any other part of our website.  For further information please see the section on cookies below.

How we use and store your personal data

We use the personal data we collect to organise EPFIF seminars, including sending out invitations and email updates about upcoming events.  We take steps to ensure that our database is held securely and only accessed by those who are authorised to do so.

Who we may share your data with

If you attend one of our events you may be asked if you would like your professional contact details added to a list of attendees, which will be shared with other attendees and also event sponsors.  Your professional contact details may also be included in a password protected members forum which we host.  Your details will only be shared in either of these ways if you consent. If you have given consent and later change your mind you can notify us, although you should be aware that a withdrawal of consent may impact your ability to make full use of the services we offer.

In the course of running our business we may also share your personal data with companies within our group, specifically Specialist Pension Services Limited.

Your personal contact details may also be shared on a strictly need-to-know basis with third parties who provide services to EPFIF, including but not limited to venue providers, IT service providers and legal and accountancy professionals.  We take steps to ensure that third parties keep your personal data secure and only use it for the purposes that we have authorised.

Transfers outside the EEA

EPFIF has a Southern African division.  Our colleagues who run this division may access personal data held on our databases and process it as necessary for the purposes of organising events in the Southern African region.  Where they do so they will apply the same data privacy standards that the rest of EPFIF adheres to.  In addition Southern African based members may access personal details of European based representatives of organisations that have agreed to share their data.

Cookies

If you have registered to use the password protected members’ forum on our website then when you enter your password to enter this area a cookie will track your use of this area.  There are no cookies set on any other part of our website.

The cookie used in the password protected area tracks when you log in, when you log out and also your username, which could be used to identify you personally.  This data is stored on the servers for 14 days, after which it is deleted.

The data collected by the cookie is accessible only to us and our third party suppliers of IT and website services. We may use this data to help us understand usage patterns and improve the service.  If there is a data breach or misuse of our website we may also use the data to try and identify the source of any attack on our website and/or to notify individuals whose data may have been used without authorisation.

Once you indicate your cookie preference this will be stored for 1 year (or until you clear your browser history, if earlier) so that you do not have to confirm your preference each time you log in.

The legal basis of our data processing

One or more of the following legal bases may apply to our processing of your data, depending on the circumstances of processing: contract, legal obligation and legitimate interest.  Most of our processing of personal data is based on the legitimate interests of EPFIF and its members in the provision of the services offered by EPFIF to both members and non-members.

How long we keep your personal data

We keep your personal data for as long as is required for the purposes for which we have collected it.  From time to time we will contact individuals whose details are registered on our database to check that they wish to remain on the database and if they do to ensure that their details are up to date.

Your rights

Depending on the circumstances you may be able to ask us to do any of the following:

• to provide information about the personal data we hold about you;

• to provide you with a copy of your personal data that we hold

• to ask us to transfer personal data you have supplied to us to a third party

• to request that we correct any inaccuracies in data that we hold

• to withdraw your consent to any processing

• to object to further processing where we are processing on grounds of legitimate interests

• to erase your personal data.

Although we would hope we can resolve any issues direct with you, you also have the right to make a complaint about our processing of your personal data to the Information Commissioner’s Office.

Contacting us

EPFIF’s address is: Fulling Mill Barn, Fulling Mill Lane, Welwyn, Herts AL6 9NP.

If you have any queries or requests regarding the matters covered in this privacy notice please email us at dataprotection@epfif.com .

General Data Protection Regulation (GDPR) – European Representative

Pursuant to Article 27 of the General Data Protection Regulation (GDPR), Specialist Pensions Services Ltd has appointed European Data Protection Office (EDPO) as its GDPR representative in the EU. You can contact EDPO regarding matters pertaining to the GDPR:

– by using EDPO’s online request form: https://edpo.com/gdpr-data-request/

– by writing to EDPO at Avenue Huart Hamoir 71, 1030 Brussels, Belgium

Specialist Pensions Services Ltd Compliance EU Representative Compliance Certificate