Privacy Notice – Online Form Service
Last updated: July 2026
Who we are
The Scottish Public Pensions Agency (SPPA) is an Executive Agency of the Scottish Government. On behalf of the Scottish Ministers, SPPA administers public service pension schemes in accordance with applicable pension legislation.
This privacy notice explains how we collect, use and protect your personal information when you use this online form service.
What information we collect
When you use this online form, we may collect:
- Your name and contact details.
- Employment, pension scheme or organisational information relevant to your enquiry or application.
- Information and supporting evidence that you voluntarily provide through the form.
- Technical information necessary to operate and secure the service, such as IP address, browser type, device type and usage information.
- Records of correspondence relating to your submission.
We only collect information that is necessary to process your request and administer the service.
Why we collect your information
We collect and process your information to:
- Receive and process your submission
- Communicate with you regarding your request
- Verify information provided to us
- Administer pension-related and associated services
- Improve our services and customer experience
- Protect the security and integrity of our systems and services
- Meet our legal and regulatory obligations
Our lawful basis for processing
We process personal data in accordance with UK data protection legislation.
SPPA’s legal basis is set out within statutory regulations made by the Scottish Ministers, with the consent (as required) of HM Treasury. Regulations include a requirement for the processing of special category data in respect to injury benefits.
The legal basis for this processing is detailed within our Statutory Framework and organisational Privacy Policy.
Depending on the purpose of the form, SPPA may process your information because:
- Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in SPPA
- Processing is necessary to comply with a legal obligation
- Processing is necessary for our legitimate interests in operating, maintaining and securing our services, where those interests do not override your rights and freedoms
As an Executive Agency of the Scottish Government, SPPA processes personal information in the exercise of its functions as a pension scheme administrator.
Information collected automatically
When you visit this service, limited technical information may be collected automatically to help us:
- Monitor service performance
- Identify and investigate security incidents
- Understand how users interact with the service
- Improve accessibility and usability
Where analytics tools are used, information is collected and reported in an aggregated or anonymised format wherever possible.
How we use your information
We use the information you provide to:
- Process and respond to your submission
- Contact you where further information is required
- Maintain appropriate records of transactions and decisions
- Produce management information and statistical reports
- Support service planning and improvement
- Who we share your information with
We may share your information where necessary with:
- Other areas of SPPA
- The Scottish Government
- Pension scheme employers and participating bodies
- Professional advisers, auditors and service providers acting on our behalf
- Other public authorities where required by law
We will only share the minimum information necessary and will do so in accordance with data protection legislation.
We will not:
- Sell your personal information
- Share your personal information for marketing purposes
How long we keep your information
We will retain your information only for as long as required to:
- Fulfil the purpose for which it was collected
- Meet legal, regulatory and audit requirements
- Comply with SPPA's records management and retention schedules
At the end of the retention period, information will be securely deleted or anonymised.
How we protect your information
We are committed to ensuring that your personal information is secure.
Appropriate technical and organisational measures are in place to protect personal data against unauthorised access, disclosure, alteration, loss or destruction.
International transfers
Personal information is normally stored and processed within the United Kingdom or the European Economic Area.
Should personal information be transferred outside these locations, appropriate safeguards will be implemented in accordance with data protection legislation.
Your data protection rights
Under UK data protection legislation, you may have the right to:
- Request access to your personal information.
- Request correction of inaccurate or incomplete information.
- Request erasure of your information in certain circumstances.
- Restrict the processing of your information in certain circumstances.
- Object to processing in certain circumstances.
- Request portability of your information where applicable.
SPPA's published privacy information explains that individuals have rights of access, rectification, erasure and objection under data protection legislation.
Contact our Agency Data Protection Officer
If you have questions about this privacy notice, wish to exercise your data protection rights, or have concerns about how your information is being processed, please contact:
Agency Data Protection Officer
Scottish Public Pensions Agency
7 Tweedside Park
Galashiels
TD1 3TE
How to complain
If you are dissatisfied with how your personal information has been handled, you can contact SPPA's Data Protection Officer in the first instance.
You also have the right to complain to the Information Commissioner's Office (ICO):
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Changes to this privacy notice
We may update this privacy notice from time to time. Any changes will be published on this page and the "Last updated" date will be amended accord