Privacy Policy

Last updated: September 2026

Pool House SSAS is committed to protecting your privacy and handling your personal information responsibly, securely and in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains what personal information we may collect, how we use it, who we may share it with and the rights available to you.

1. Who We Are

Pool House SSAS provides Small Self-Administered Scheme administration services to UK business owners, company directors and family-run businesses.

For the purposes of data protection law, Pool House SSAS will generally act as the data controller for personal information collected through this website and in connection with our services.

Pool House SSAS
Pool House
Dam Street
Lichfield
WS13 6AA

Email: info@phssas.co.uk
Telephone: 01543 441 645

If you have any questions regarding this Privacy Policy or how your information is used, please contact us using the details above.

2. Information We May Collect

The information we collect will depend on your relationship with us and the services you use.

This may include:

Your name
Home or business address
Email address
Telephone number
Date of birth
Company and employment information
Pension and financial information
Information relating to your SSAS
Identification and verification information
Bank account and payment details
Tax-related information
Communications between you and Pool House SSAS
Information submitted through our website contact forms
Technical information about your use of our website, such as IP address, browser type and device information

Where necessary in connection with pension scheme administration, we may also process information that is considered more sensitive under data protection law.

3. How We Collect Your Information

We may collect personal information:

Directly from you
Through forms submitted on our website
During telephone, email or written communications
When establishing or administering a pension scheme
From other members or trustees of your pension scheme
From financial advisers, accountants, solicitors and other professional advisers
From pension providers and financial institutions
From HM Revenue & Customs and other government bodies
From publicly available sources where appropriate
Through website analytics and cookies

4. How We Use Your Personal Information

We may use your information to:

Respond to enquiries
Establish and administer Small Self-Administered Schemes
Maintain pension scheme and member records
Carry out HMRC reporting and other administrative requirements
Administer commercial property held within a SSAS
Issue and monitor rental invoices and payments
Administer employer loans
Process pension income and benefit payments
Administer pension scheme VAT returns
Liaise with solicitors, accountants, financial advisers and other professional advisers
Verify identity and carry out appropriate compliance checks
Maintain appropriate business and financial records
Improve our services and website
Protect our business and prevent fraud
Meet our legal and regulatory obligations
Send service-related communications
Send marketing communications where permitted

We will only use your personal information where we have an appropriate lawful basis for doing so.

5. Our Lawful Bases for Processing

Depending on the circumstances, we may process your personal information because:

Contract

The processing is necessary for us to provide services to you or to take steps at your request before entering into an agreement.

Legal Obligation

We are required to process certain information to comply with our legal, tax, pension or reporting obligations.

Legitimate Interests

Processing is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms.

This may include communicating with clients, maintaining appropriate records, operating our website and protecting our business.

Consent

In certain circumstances, we may rely on your consent, for example for particular types of marketing communication.

Where we rely on consent, you may withdraw it at any time.

6. SSAS Administration and Professional Advisers

Providing SSAS administration services often requires us to work with other organisations and professional advisers.

We may therefore share relevant personal information with parties such as:

Financial advisers
Solicitors
Accountants
Banks and financial institutions
Pension providers
Investment providers
Property professionals
Valuers and surveyors
HM Revenue & Customs
Other government or regulatory authorities
IT, software and professional service providers

We will only share information where there is an appropriate reason to do so and will limit the information shared to what is reasonably necessary.

7. Marketing Communications

We may occasionally contact existing or prospective clients with information about our services where we have an appropriate lawful basis to do so.

Where consent is required, we will obtain it before sending marketing communications.

You can ask us to stop sending marketing communications at any time by contacting us at info@phssas.co.uk or by using the unsubscribe option included in an email where available.

Service-related communications concerning your pension scheme are not considered marketing and may still be sent where necessary.

8. Cookies and Website Analytics

Our website may use cookies and similar technologies.

Cookies are small files stored on your device that can help a website operate correctly and provide information about how visitors use it.

We may use cookies for purposes such as:

Essential website functionality
Website security
Remembering user preferences
Measuring website traffic
Understanding how visitors use our website

Where required, non-essential cookies will only be used after you have given your consent.

You can also control cookies through your browser settings.

9. How Long We Keep Your Information

We will retain personal information only for as long as it is reasonably required for the purposes for which it was collected.

Because pension schemes and associated transactions can continue for many years, certain records may need to be retained for extended periods.

Retention periods may also be determined by:

Pension legislation
Tax requirements
HMRC requirements
Legal obligations
Contractual requirements
The need to establish, exercise or defend legal claims

When information is no longer required, we will securely delete or anonymise it where appropriate.

10. Keeping Your Information Secure

We take reasonable technical and organisational measures to protect personal information against:

Unauthorised access
Accidental loss
Misuse
Alteration
Disclosure
Destruction

Access to personal information is restricted to individuals and service providers who require it for legitimate business purposes.

While we take appropriate precautions, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

11. International Transfers

Some of the technology or service providers we use may process information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the information continues to receive an appropriate level of protection in accordance with UK data protection law.

This may include relying on approved adequacy arrangements or appropriate contractual safeguards.

12. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

Access

Request a copy of the personal information we hold about you.

Rectification

Ask us to correct inaccurate or incomplete information.

Erasure

Ask us to delete your personal information in certain circumstances.

Restriction

Ask us to restrict how your information is used in certain circumstances.

Data Portability

Request that certain personal information be transferred to you or another organisation in a structured, commonly used format.

Object

Object to certain types of processing, including processing based on legitimate interests and direct marketing.

Withdraw Consent

Withdraw consent at any time where consent is the lawful basis on which we are processing your information.

These rights are not absolute, and there may be circumstances where we are legally permitted or required to continue processing or retaining information.

To exercise any of these rights, contact info@phssas.co.uk.

13. Complaints

If you are concerned about how we have handled your personal information, please contact us first so that we have an opportunity to address the issue.

You also have the right to make a complaint to the UK supervisory authority:

Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Further information is available from the Information Commissioner’s Office website.

14. Third-Party Websites

Our website may contain links to websites operated by third parties.

We are not responsible for the privacy practices, security or content of external websites. We recommend reviewing the privacy policy of any third-party website before providing personal information.

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to our services, website, business practices or legal obligations.

The latest version will always be published on this website with the date of the most recent update shown at the top of the page.

16. Contact Us

If you have any questions about this Privacy Policy or how Pool House SSAS processes your personal information, please contact: