Privacy Policy

General Information

When you register on the Site your personal data will be collected, processed, stored and used by us and other secure companies within our group (or under agreements with us) to provide you with access to the services provided on the Site, to the benefits provided as part of the Sage Employee Benefits scheme (including any of the insurance we arrange); what we provide includes customer support, processing payments as well as for other purposes referred to in this Privacy Policy.

The information will also be shared with Sage for the overall review and administration of the provision of the platform. The Site provides access to services provided and managed by us and processed on our behalf. It will also allow you to access products and services by carefully selected third parties either directly on the Site or via third party sites. If you choose to access these services your information will be passed to these third parties and you will be informed when you are doing this.

The personal information we collect and hold

Employee data:
Personal Group is provided with employee’s personal data from its employer clients, which it has been authorised to use by them. We will use this information as we are instructed which may include providing details to you via the employee benefits sites we host and confirming you are authorised to use these. Where this personal data is passed to Personal Group, we process it on behalf of your employer and its use is limited to what is permitted by your employer. We will act in accordance with the permission to use the data that your employer holds.

The data provided by employers may include email, surname, payroll, employment start date and date of birth. Where we provide information to you for your employer we will hold that information.

Personal Group will have been provided personal data from your employer before registration. Personal Group processes this data on behalf of your employer.

When you first register for the Site, we ask for some basic personal data. Initially we will already have your date of birth and postcode and will require you to confirm your payroll number when you register to confirm your eligibility. We will use this information to create your account, to identify you and may also use it to confirm you are eligible to use the Site. The Site will also ask you to provide an email address, as well as other personal information. Some information it will require only when you choose to make a purchase from or access a service on the Site including payment details. Card details will be held as set out below. Other personal information about you is optional for you to provide during registration.

When you purchase services from or through the site we may require additional information. If you provide information in relation to an insurance claim or any insurance cover we collect and process that information on behalf of the insurer of the policy. When you provide any information to a provider of an employee assistance programme accessed under the Sage Employee Benefits scheme that information is held and processed by the provider of the programme.

Website data/Mobile application data:
When you register with one of our internet sites (the Site) you will provide your personal information (which may be transferred by your employer to us) and agree to our terms and conditions which incorporate this policy. The data will be processed, stored and used by Personal Group in accordance with this policy. If you download and agree to use our mobile application you will agree to the same terms and conditions.

When you first register on the Site, we ask for some basic personal data. This may include one or more of the following; your date of birth, postcode, forename, surname, employment start date and a reference number from your employer which is unique to you, e.g. payroll ID. When receiving an email invite, those registering on the site will also need to provide their payroll number.

You may provide additional information when you choose to make a purchase from or access a service on the Site including payment details. Other personal information about you is optional for you to provide during registration and this is clearly shown.

When you make a purchase or access a service on the Site you may be dealing with us or with a third-party supplier. Where you leave the Site, your information will be provided to the third party who operates the website you go to. You should ensure that you are aware of the websites you transfer to from the Site.

Insurance products data:
If insurance is included as part of your programme, you will provide us with personal information about yourself or someone authorised for you will have provided information for you. The information will include your name, your date of birth, your address, payment details for your product (which may include your bank details). If you raise a query or make a claim we will hold the information you provide for this which may include medical information.

How we use and disclose your personal information

We and third parties may use your personal data provided to the Site as part of a contract with us the purposes for which we will use it may include:

• providing you with a personalised service, which may be subject to the requirements your employer selects or whether you have opted to receive marketing – you will agree to this where it concerns the benefits your employer requests or is subject to your consent if it concerns marketing
• processing your orders, registrations, claims and enquiries
• to create your account and to identify you, we may share your information with your employer to verify you are entitled to an account – you agree to this as part of your agreement to use the Site
• sharing information on your use of employee benefits with your employer so they can consider how their programme is working – you agree to this as part of your agreement to use the Site
• allowing your employer to provide benefits and notifications via the Site and/or our mobile application – you agree to this as part of your agreement to use the Site (and it will be part of your employment arrangements)
• providing information to your employer to confirm you are eligible to use the Site – you agree to this as part of your agreement to use the Site
• checks with your employer to ensure that you and other users are entitled to access their benefits scheme – you agree to this as part of your agreement to use the Site
• processing your orders, registrations and enquiries – you agree to this when making an order and/or as part of your agreement to use the Site
• processing benefits which may be made available to you on the Site – you agree to this as part of your agreement to use the Site
• completing an insurance policy on your behalf – where an insurance policy has been purchased on your behalf we will provide information to the insurer which is part of your request
• providing you with information about promotions and products and services we offer – if you have consented to receive such information and not opted out – see below
• sharing your Data with third party organisations who offer products or services which we feel may be of interest to you (if you agree to receive such information) – this is only done with your consent when you use the Site to move to an offer you want more details of
• providing data to third party organisations who provide services which you choose to receive – you agree to this as part of your agreement to use the Site
• displaying user feedback (if the individual agrees to the information being displayed) – if you consent to this and have not withdrawn your consent.

We will provide information to third parties who process information for us. This will include:
• suppliers of some services, vouchers, card and or e-Vouchers, who will fulfil the delivery of the services to you.
• Our third party hosting provider.
• Other sub-contractors who provide services for us.

We will use your data in providing any insurance product purchased on your behalf as part of your programme. We may share this information with third parties where necessary to provide the service. This information is all used so we can carry out or obligations or rights under these contracts with you. We use your personal information when providing insurance to:
• administer your product, including ensuring that premiums are paid
• to consider any claims or complaints you may make
• to pay any claims
• deal with any queries or meet any requirements of our regulators - this is a legal obligation on us
• where we process your data, it is subject to our strict internal policy requirements as well as the Data Protection regulations.

How long will we hold your personal information

We will hold the personal information we use to meet the requirements of our agreements with you for the period of those agreements and any further period afterwards that we need for regulatory or other legal reasons (such as to defend any claims). This will usually mean that we will hold information for seven years after an agreement ends. We will remove any personal information we do not need when we no longer need it.

Where we have personal information which you have consented for us to use we will hold it for the period the consent remains in force and any other period we need for regulatory or other legal reasons. You may remove your consent at any time.

We will delete any information about you we no longer need. Please see below in relation to your rights to have data erased, rectified or for you to access it and for you to object to any processing or to transfer it.

Your Rights

You have a number of rights in relation to your personal information. These are:
• The right to confirm if we are using data about you and to access details about what we are using and how;
• The right to lodge a complaint with the Information Commissioners Office;
• The right to have us rectify any inaccurate data corrected or to have data which is incomplete for the purpose we hold it completed;
• The right to be forgotten. Which is the right to ask us to delete information about you and if it is appropriate to do so we will do so;
• The right to restrict what we do with data in specific circumstances, including where the accuracy of the data is contested, processing is unlawful but you do not want us to erase the data or if we only need the data to meet legal requirements;
• The right to receive the data we hold about you in a format you can use to transfer the data electronically elsewhere.

You are also able to withdraw any consent you have provided for use to use your data at any time. This is opting out and the process is set out below.

Opting Out

You can opt out of any marketing activity by unsubscribing from the benefits communication you receive or alternatively within your account on the Site under “Me”.

General

The Sites contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies (and any terms of use) before you submit any personal data to these websites. If you choose to follow a link to a website we may provide some information to the site to allow them to identify you. The site will require you to consent to their processing this data. Please be aware that the transfer to other websites will happen when the website address changes and you should be aware of the details of the webpages you visit.

Your privacy and data protection is very important to us and we comply with all aspects of the Data Protection legislation and ensure that any third parties we engage do so. You can find out more about your rights to data from the Information Commissioners Office.

Some data processing may occur in other parts of the European Union (“EU”) or outside of the EU. Wherever data is processed your rights under the Data Protection Regulations will be met and we will ensure that any agreement to process your data ensures this and give you rights in the unlikely event of any security breach.

Cookies

When you visit the Sites we may store some information (commonly known as a "cookie") on your computer. Cookies are pieces of information that a Site transfers to your hard drive to store and sometimes track information about you. Cookies are specific to the server that created them and cannot be accessed by other servers, which means that they cannot be used to track your movements around the web. Passwords are not stored in cookies.

How we use cookies

A cookie helps you get the best out of the Site and helps us to provide you with a more customised service.

Cookies expire once you close your browser.

You can block or erase cookies from your computer if you want to (your browser's help screen or manual should tell you how to do this), but if you chose to do so you will not be able to access most parts of the Site which are reliant on the use of cookies to operate correctly and will not work if you set your browser not to accept cookies.

Please note, that if you set your browser to reject cookies you may not be able to use certain aspects of the Sites.

Cookies on www.sageemployeebenefits.co.uk do the following:
1. Track your transactions and the way you navigate the Site. When you make a purchase it is cookies that give us the information to track your transactions and which retailers you have used. It also tells us which third party sites you've clicked through to
2. Keep you logged in to your account for a period of time
3. Allow us to comply with your choices about the display of information in your account
4. Remember the options you select (such as favourite merchants)
5. Permit integration with social media sites (such as the ability to ‘like’ Sage on Twitter)
6. Provide you with recommended offers, based on your use of Sage and the transactions you enter into through it

Push notifications

Our mobile application does provide push notifications. These are provided to all of the employees of the employer’s scheme on which they are issued. If you do not wish to receive push notifications, you should amend the settings of your mobile device as we are not able to limit this function.

Our push notifications may also include location based notifications which notify you of suppliers or benefits which may be local to the location of your mobile device.

Credit/Debit Card Information

When you register a card on the Site it will be recorded to use with purchases on the Site.

The card data will be transferred to, and stored at, secure third party destinations to provide those services which involve processing card information on our behalf, to ensure successful transactions. All data is stored in an encrypted format and can only be accessed when you place an order using your required details which links a match.

Please note: We do not provide any credit or debit card details to employers.

We advise you never to enter your bank card, account number or password into an email or after following a link from an email. We will never ask you to do this in an email.

Any payment transactions will be encrypted (using SSL technology). Where you have chosen a password which enables you to access certain parts of the Site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. You must be aware that you could be liable for any misuse of your passwords. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to the Site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

Anonymous Site Statistics

We may automatically collect non-personal information such as the type of internet browsers being used to view our Site. You will not be identified from this information and it is only used to assist us in providing an effective service on this Site.

Partners Privacy (If ‘Partner Invite’ is made available)

All the above information applies to the partners site, with the following exception: No partners data is given to us by the employees employer. At point of invite, the employee will enter their partner’s title, name, email address and confirmation they live at the same address. If the partner chooses to decline the invite, all data will be automatically removed from our system.

An employee’s partner’s transactions can be seen by the employee on the employee’s account; the information that can be seen by the employee in relation to the partner’s transactions includes: date of transaction, product i.e. e-voucher, retailer, value and amount saved. Partners of employees who have registered on the Site agree to this as part of their agreement to use the Site.

Contact Us

If you have any enquiry relating to your personal information, you can do so by sending an e-mail to us at engaged@sageemployeebenefits.co.uk

(Please note that because of the insecure nature of emails we cannot accept any responsibility for data lost or intercepted in transit.)

Or write to us at:
The Data Protection Officer (Personal Group)
John Ormond House
899 Silbury Boulevard
Central Milton Keynes
MK9 3XL
Telephone 0800 542 5930
Fax 01908 201711

Personal Group are based in Milton Keynes and processes all data in accordance with UK data protection laws.