Privacy Policy
How we collect, use, and protect your personal information
Introduction
pine-sage is committed to protecting your privacy and handling your personal data responsibly. This policy explains how we collect, use, store, and protect information when you use our website or services.
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our website or engaging our services, you acknowledge that you have read and understood this policy.
Information We Collect
Information You Provide
When you contact us or use our services, we may collect:
- Name and contact details (email address, postal address)
- Information about your benefits situation or pension circumstances
- Supporting documentation you provide for your case
- Communication records between you and our advisors
Information Collected Automatically
When you visit our website, we may collect technical information including:
- IP address and browser type
- Pages visited and time spent on our site
- Referring website address
- Device information
How We Use Your Information
We use your personal data to:
- Provide the services you have requested
- Communicate with you about your enquiry or case
- Prepare benefit applications and appeals on your behalf
- Comply with legal and regulatory obligations
- Improve our website and services
Legal Basis for Processing
We process your data under the following legal bases:
- Contract: Processing necessary to provide services you have engaged
- Consent: Where you have given specific consent for processing
- Legitimate interests: Processing necessary for our legitimate business interests, where these do not override your rights
- Legal obligation: Processing required to comply with UK law
Special Category Data
Benefits and pension work may involve sensitive personal data, such as health information. We only process such data with your explicit consent or where necessary to establish, exercise, or defend legal claims.
Data Sharing
We do not sell your personal data. We may share your information with:
- Government departments and agencies as required to progress your benefit claims
- The First-tier Tribunal when representing you in appeals
- Professional advisors where necessary for your case
- Service providers who assist our business operations under appropriate agreements
Data Retention
We retain personal data for as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations, and defend potential claims. Typical retention periods are:
- Case files: 6 years from case closure
- Financial records: 7 years
- Marketing preferences: until you withdraw consent
Your Rights
Under data protection law, you have rights including:
- Access to your personal data
- Rectification of inaccurate data
- Erasure of your data in certain circumstances
- Restriction of processing
- Data portability
- Objection to processing
- Withdrawal of consent where processing is based on consent
To exercise these rights, contact us at [email protected].
Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include secure storage, access controls, and staff training.
Changes to This Policy
We may update this policy periodically. The current version will always be available on our website. Significant changes will be communicated to active clients.
Contact and Complaints
For privacy-related queries, contact us at [email protected].
If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
Last updated: January 2024