Data Protection

The Data Protection Act has featured heavily in the press recently, with stories about the dangers of throwing away information too early, and scare stories about how the improper use of information can result in a lack of privacy. With this in mind, we thought we would update you on how the Pensions department use the data you entrust to us.

What do we know?
The types of information held about you include:

• name and address (please keep us informed of changes to your address as we use this information to communicate with you)
• salary
• employment and salary history
• age
• details of your nominated beneficiary
• your next of kin
• which pension scheme you are a member of and details of the benefits that accrue to you as a result of your membership
• if you have a deferred pension we will keep details of when you left Sainsbury's and when we are due to start paying you
• details of any benefits you transferred in from another scheme, or if you have transferred out, details of what we paid to you
• if you are a pensioner we keep details of when you started to draw your pension, any lump sum payments and special circumstances relating to your membership e.g. buy back or AVCs

How do we use it?
We use this information to administer the schemes, to respond to your queries and to deal rapidly and efficiently with your estate should it be necessary.

The first data protection principle contained in the Data Protection Act is that we must use personal data fairly and lawfully. Where we are required by law to do so, we share information with the HM Revenue and Customs, auditors, scheme lawyers and actuaries. Sometimes we need to give information to our agents, subcontractors and others so that they can provide a particular service for us including detecting and preventing fraud. In these circumstances we always ensure that the information is safe and secure. Examples of these services include printing benefit statements and AVC administration.

We require accurate information to do our job, you can help us by keeping us informed of changes or any mistakes that you think are ours! Every year we provide active members with a benefit statement showing estimated benefits at 60 or 65. Where we have received your agreement this will also include details from the Department of Work and Pensions about your expected state pension.

Who else gets to see my information?
There is an interchange of information between ourselves (the Pensions Department) and the Trustees of the Pensions scheme. The Trustees run the J Sainsbury Common Investment Fund, which comprises the investments of the J Sainsbury Pension and Death Benefit Scheme and the J Sainsbury Executive Pension Scheme. There are five Company appointed Trustees and four Member Nominated Trustees. The Company appointed Trustees are the same for both Schemes, although each Scheme has different Member Trustees. The Trustees sometimes share information with the scheme lawyers and actuaries when their advice is needed.

Wherever possible information is sent in a depersonalised format i.e. we leave the names and other identifying features off the reports, but sometimes we have to share personal information. This is always done after careful consideration and is done so that both parties can work in the best interests of the scheme members. Any sharing of personal information is only done to the extent allowed by the Data Protection Act.

How long do you keep it for?
We keep records for as long as necessary to ensure we know how much pension to pay you and your Spouse/Civil partner and/or dependants, should you die first, to ensure that the Pension schemes are operated legally and to prevent fraudulent claims on the funds.

Special protection of health information
Sometimes we, or the Trustees, require information about your health. Under the Data Protection Act, such information is designated 'sensitive' information and the safeguards surrounding it are even more stringent. Usually we require details about your health so that a decision can be made about providing you with an early pension as a result of ill health retirement. When this is required you will always be asked before we contact your doctor. Where an application is made for an ill-health pension, your case will be reviewed by the Ill Health Panel, which consists of the Company Medical Advisor and specified Company representatives. Records will be retained securely.

Changes to this statement
Any changes to this data protection statement will be posted and explained to you here (see date at the top of this statement).

Where can I get more information?
If you have any queries about the way we work then please contact the Pensions Department020 7695 8502