At PensionSoft, we’re committed to protecting and respecting your privacy.
This policy explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.
Any questions regarding this policy and our privacy practices should be sent by email to email@example.com. Alternatively, you can telephone us at 860.540.3690.
Who are we?
PensionSoft Corporation is a company that streamlines pension administration by providing software and online tools to its customers.
In this policy 'PensionSoft', 'we', 'us' or 'our' means:
PensionSoft Corporation, LLC
55 Corporate Ave.
Plainville, CT 06062
How do we collect information from you?
We obtain information about you in the following ways:
Information you give us directly
For example, we may obtain information about you when you register for this website, update information within this site (such as email address), or when you make changes to your stored data (if applicable) within this site.
Information you give us indirectly
Your information may be shared with us by third parties, which might include:
- actuarial firms or third-party administrators that administer your pension plan; and
- your pension plan sponsor, employer, or former employer who has provided information to us so that we can help with your plan's pension administration.
When you visit this website
We, like many companies, automatically collect the following information:
- technical information, including the type of device you’re using, the IP address, browser and operating system being used to connect your computer to the internet. This information may be used to improve the services we offer.
- information about your visit to this website, for example we collect information about pages you visit and how you navigate the website, i.e. length of visits to certain pages, products, and services you viewed and searched for, referral sources (e.g. how you arrived at our website).
What type of information is collected from you?
The personal information we collect, store, and use might include:
- your Social Security Number;
- your name and contact details (including postal address, email address, and telephone number);
- your date of birth;
- information about your activities on our website and about the device used to access it, for instance your IP address and geographical location; and
- any other personal information shared with us.
Data protection laws recognize certain categories of personal information as sensitive and therefore requiring greater protection, for example information about your health, ethnicity, and religion.
We do not usually collect sensitive data about you unless there is a clear and valid reason for doing so and data protection laws allow us to.
Where appropriate, we will make why we are collecting this type of information and what it will be used for clear.
How and why is your information used?
We may use your information for several purposes, which may include:
- providing you with the services, products, or information you asked for.
- carrying out our obligations under any contracts entered into between your employer, actuarial service provider, third party administrator, and us;
- keeping a record of your relationship with us;
- conducting analysis and market research so we can understand how we can improve our services, products, or information;
- checking for updated contact details against third party sources so we can stay in touch if you move;
- seeking your views or comments on the services we provide;
- notifying you of changes to our services; and
- sending you communications which you have requested and that may be of interest to you.
How long is your information kept for?
We keep your information for no longer than is necessary for the purposes it was collected for. The length of time we retain your personal information for is determined by operational and legal considerations.
We review our retention periods on a regular basis.
Who has access to your information?
We do not sell or rent your information to third parties.
We do not share your information with third parties for marketing purposes.
However, we may disclose your information to third parties to achieve the other purposes set out in this policy. These third parties may include:
Third parties working on our behalf: We may pass your information to our third-party service providers, suppliers, agents, subcontractors and other associated organizations for the purposes of completing tasks and providing services to you on our behalf (for example to process pension calculations). However, when we use these third parties, we disclose only the personal information that is necessary to deliver the services and we have a contract in place that requires them to keep your information secure and prevents them from using it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:
Where you have provided specific consent to us using your personal information in a certain way, such as to send you email or text.
Performance of a contract
Where we are entering into a contract with you or performing our obligations under it.
Where necessary so that we can comply with a legal or regulatory obligation to which we are subject, for example where a court or regulatory authority orders us.
Where it is reasonably necessary to achieve our or others' legitimate interests (as long as what the information is used for is fair and does not duly impact your rights).
We consider our legitimate interests to be running PensionSoft in pursuit of our aims and ideals. For example, to:
- send communications which are necessary for pension processing;
- monitor who we deal with to protect our customers against fraud, money laundering and other risks;
- enhance, modify, or otherwise improve our services/communications for the benefit of our customers; and
- understand better how people interact with our website.
When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information where our interests are overridden by the impact on you, for example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).
When we use sensitive personal information, we require an additional legal basis to do so under data protection laws, so will either do so based on your explicit consent or another route available to us at law (for example, if we need to process it for pension determination purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).
We will not use your information for marketing purposes. However, we may still need to contact you for administrative purposes like where we need to assist you in resetting your password.
Under data protection law, you have certain rights over the personal information that we hold about you. Here is a summary of the rights that we believe apply:
Right to have your inaccurate personal information corrected
You have the right to have inaccurate or incomplete information we hold about you corrected. The accuracy of your information is important to us so we're always working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or if you believe any of the other information we hold is inaccurate or out of date, please contact us via email or post (see below). Alternatively, you can telephone 860.540.3690.
Right to restrict use
You have a right to ask us to restrict the processing of some or all of your personal information if there is a disagreement about its accuracy or we're not lawfully allowed to use it.
Right of erasure
You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions; we will do so as far as we are required to.
Right for your personal information to be portable
If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format.
Right to object
You have the right to object to processing where we are using your personal information (1) based on legitimate interests, (2) for direct marketing or (3) for statistical/research purposes.
If you want to exercise any of the above rights, please email us at firstname.lastname@example.org or write to us at 55 Corporate Ave, Plainville, CT 06062. We may be required to ask for further information and/or evidence of identity. We will attempt to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay.
Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances.
Keeping your information safe
When you give us personal information, we take steps to ensure that appropriate technical and organizational controls are in place to protect it.
Any sensitive information (such as Social Security Number) as well as all non-sensitive is encrypted and protected with 256-bit SSL encryption. When you are on a secure page, a lock icon will appear within the address bar.
We cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
Use of 'cookies'
It is possible to switch off cookies by setting your browser preferences. However, doing so may result in a loss of functionality when using our website.
Links to other websites
Our website may contain links to other websites run by other organizations. This policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other websites even if you access them using links from our website.
16 or Under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.
Transferring your information outside of the United States
As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the United States. You should be aware that these countries may not have similar data protection laws to the US. By submitting your personal data, you are agreeing to this transfer, storing, or processing. If we transfer your information outside of the US in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this policy.
If you use our services while you are outside the US, your information may be transferred outside the US in order to provide you with those services. We undertake regular reviews of who has access to information that we hold to ensure that your info is only accessible by appropriately trained staff, and contractors.
Changes to this policy
Any changes we may make to this policy in the future will be posted on this website so please check this page occasionally to ensure that you’re happy with any changes. If we make any significant changes, we will highlight those changes to make it clear what changes were made.
Review of this Policy
We keep this policy under regular review. This policy was last updated in May 2018.