Privacy policy

As a professional pension trustee firm, we recognise the importance of safeguarding confidential client and scheme member information. Your privacy information is important to us and it’s our policy to respect the confidential of information and the privacy of individuals. We are committed to protecting the privacy and security of your Personal Data in compliance Data Protection Legislation.

“Data Protection Legislation” means all applicable data protection and privacy legislation in force from time to time in the UK including, to the extent the EU GDPR applies, the General Data Protection Regulation ((EU) 2016/679); to the extent the UK GDPR applies, the law of the United Kingdom or of a part of the United Kingdom, which relates to the protection of personal data, including the Data Protection Act 2018; any other legislation relating to personal data and all other legislation and regulatory requirements in force from time to time which applies to us relating to the use of Personal Data.

For the purposes of this statement, the term “Personal Data” means personal data and sensitive personal data.

Aretas Trustees, we," "our," or "us" means all or any of the following entities: Aretas Holdings Ltd, Aretas Sole Ltd and Aretas Trustees Limited.

 

Who We Are

If you are an individual or part of an organisation that we deal with in our capacity as trustee, we may act as Data Controller and or Data Processor in relation to the handling of your personal data.

As Data Controller, we determine (sometimes jointly with another party) how your Personal Data is processed and for what purpose. We are legally responsible for ensuring our systems, processes, suppliers and people comply with data protection laws in relation to the personal information we handle .

 

What Data We Collect

We may collect and process the following data:

A. When you use our website & fill out a form

• Name, email address, phone number, and other details provided in contact forms.
• Any additional information voluntarily submitted in an enquiry.

B. When acting as a Trustee for pension schemes

• Pension scheme data, including member names, address, date of birth, national insurance details, marital status, scheme details, and beneficiary information and, potentially, salary information, memberships dates, contributions to your pension scheme and medical history
• Communications related to scheme governance, compliance, and regulatory matters.
• Financial or legal documentation relevant to pension scheme management.

 

How we use your data

We process personal data for the following purposes:

• To respond to enquiries submitted through our website.
• To provide professional trustee services in accordance with pension scheme governance.
• To comply with regulatory and legal obligations, including reporting to regulators and law enforcement if required.
• To communicate with pension scheme members, sponsors and advisers.
• To send updates and insights (only if you opt-in).
• To improve our services based on analytics and feedback.

 

Legal basis for processing

We rely on the following legal grounds for processing personal data:

Legitimate Interest – Responding to enquiries, managing pension schemes, and ensuring compliance with trustee duties.
Legal Obligation – Compliance with The Pensions Regulator (TPR), HMRC, and other regulatory requirements.
Consent – Where required for direct marketing communications (only when explicitly opted-in).
 

Who we share your data with

We do not sell personal data. However, we may share it with:

Regulatory Authorities – Such as The Pensions Regulator (TPR) or HMRC where legally required.
Professional Advisors – Including legal, actuarial, and financial consultants assisting in pension scheme governance.
Service Providers – Website hosting, email platforms, and IT security providers ensuring secure data handling.
Insurers – so that we can ensure that your pension scheme benefits are provided in the most secure and effective way.
We ensure all third parties follow strict confidentiality and data protection obligations.

 

How long we keep your data

Website form submission data: Will be retained unless you request deletion.

Pension scheme data: Retained as per regulatory and fiduciary requirements, typically for seven years after the client relationship ends. Where we no longer require your information, we will retain it for a period of time which reasonably allows us to comply with our legal and regulatory obligations or if retention is advisable in light of our legal position.  

Marketing data: Retained until you opt out.
 

Your rights under UK GDPR

You have the right to:

• The right to make a subject access request for free.
• The right to make a subject access request to verify the lawfulness of the processing we are carrying out .
• Request corrections to inaccurate data.
• Request deletion of personal data (subject to legal obligations).
• In certain circumstances, object to processing of your Personal Data where we do so for the purposes of our legitimate interests.
• Withdraw consent for marketing at any time.
• In certain circumstances, to request that we delete your personal information; and
• The right to complain to the supervisory authority whose contact details are set out below.

To exercise your rights, email us at office@aretastrustees.co.uk

 

Data security & protection

We apply industry-standard security measures to protect personal data, including:

• Encryption for sensitive information.
• Access controls to restrict data handling to authorised personnel only.
• Regular audits to ensure compliance with pension regulations.

 

Cookies

Our website does not use tracking cookies. We only use essential session cookies that are necessary for the website to function properly. These cookies do not track your browsing activity and are deleted when your browser is closed. You can manage cookie preferences through your browser settings.

 

How to contact us

For any privacy concerns, please contact:

Email:  office@aretastrustees.co.uk

Address:  1 Edinburgh Mews, Watford, WD19 4FS.

 

Complaints & regulatory contact

Please direct any complaint relating to how we have processed your personal information to office@aretastrustees.co.uk , or write to us at Aretas Trustees, 1 Edinburgh Mews, Watford, WD19 4FS.

We aim to address any questions or concerns you may have about how we handle your personal information. If you believe that we have not been able to assist with your complaint or concern, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.