Your Privacy and the UBC Faculty Pension Plan
The UBC Faculty Pension Plan (the “Plan” or “FPP”) is committed to protecting the privacy and confidentiality of your personal information. To administer the Plan and provide you with benefits, we need to collect, use, and sometimes share certain personal details. This policy explains how we handle your information in accordance with the Personal Information Protection Act (PIPA) of British Columbia.
What is personal information?
Personal information means information about an identifiable individual. This includes things like:
- Name
- Date of birth, sex and gender
- Home address and phone number
- Social Insurance Number (SIN)
- UBC Employee Identification Number
- Your earnings and contributions to the Plan
- Your benefit payments out of the Plan
This does not include your work contact information, such as your office phone number or email address.
Why do we collect your information?
We collect only the personal information needed to manage your pension benefits. This includes:
- Determining your identity
- Determining your eligibility for Plan benefits
- Tracking your work and service history
- Keeping a record of your contributions and calculating your pension
- Making payments to you when you retire
- Communicating with you and, if needed, your spouse or beneficiaries
- Meeting legal and regulatory requirements
We only use your personal information for Plan-related purposes, unless otherwise required by law.
How do we get your consent?
By enrolling in the Plan, you give us your implied consent to collect, use, and share your personal information for the purposes of Plan administration. We do not use or share your personal information for any other purpose unless you provide permission, or unless required by law.
Who do we share your information with?
We may need to share your information with trusted service providers who help us administer the Plan. These service providers are required to protect your personal information. We may also need to share your information with government or regulatory bodies as required by law.
Sun Life co-administers the Plan and provides the recordkeeping for your pension. Sun Life is required to protect your personal information. Further information can be found at www.sunlife.ca/privacy.
Can you see your personal information?
Yes. You have the right to see the personal information we have about you, including how we have used it and who we have shared it with. To request this, you may contact the Director, Pensions in writing. You may be asked to provide ID so we can confirm your identity.
Can you correct your information?
Yes. If your personal information is incorrect or something is missing, you can ask us to update it. You may contact the Director, Pensions in writing.
How long do we keep your information?
We keep your information only as long as we need it to manage your benefits and meet our legal obligations. After that, we follow strict records management and retention policies to securely destroy or archive it.
Questions or concerns?
If you have questions or concerns about how your information is being handled, please contact:
Director, Pensions
UBC Faculty Pension Plan
peggy.martins@ubc.ca
604 822 1889
If you’re not satisfied with how we have handled your concerns, you can contact the Office of the Information and Privacy Commissioner for British Columbia at www.oipc.bc.ca.