National N.I. database

The Cardiff and Vale of Glamorgan Pension Fund participates in a data sharing arrangement with other LGPS Pension Funds in England, Wales and Scotland. We do this so we can comply with legal requirements contained in the LGPS’s governing regulations.

Provisions within the 2013 LGPS Regulations means, if a member of the LGPS dies, it is necessary for the Fund to know if the member has other LGPS benefits elsewhere in the UK, so that the right death benefits can be calculated and paid to the deceased member’s dependents.

As the LGPS is administered locally, each Pension Fund has its own benefit records, making it difficult to identify if a member has other LGPS benefits elsewhere. The National Database enables Funds to check if their members have pensions benefits with other LGPS Pension Funds.

What data is shared?

For each member of the LGPS, the Database contains a short entry containing:

The individual’s National Insurance Number
A number to identify the individual’s membership status
The year that the membership status last changed
A four digit number identifying where the LGPS pension fund member’s record is held

Who hosts the Database?
The Database is hosted at the South Yorkshire Pensions Authority, which is a LGPS pension fund.

How will the data held on the Database be processed?
The data held on the Database will be processed in accordance with the Data Protection Act 2018 and other relevant legislation.

Will the Database be used for any other purpose?
An extract of the membership information held on the Database will periodically be shared with the Department for Work and Pensions (DWP), so the LGPS can join the Tell Us Once service. Tell Us Once is a service offered in most parts of the country when an individual registers a death. When the LGPS joins Tell Us Once and the death of an LGPS member is registered, the DWP systems will ensure that the LGPS pension fund is informed of the death, meaning that the member’s records can be processed more quickly and simply.

Who is the data shared with?
Other LGPS pension funds. These are all public bodies named in legislation as administering authorities of the LGPS.

For the Tell Us Once service, an extract of the Database containing individuals’ NI Numbers will be securely shared with DWP every month so that they may maintain an up-to-date record of the LGPS’s membership.

How long will this data sharing be undertaken for?

For as long as
a) the relevant regulatory requirements remain, and
b) the LGPS participates in the Tell Us Once service.

In the event that neither of the above apply, the data sharing will cease.

Can I opt out of this data sharing?
No. As this data sharing is partly being undertaken to comply with a legal requirement, it is not possible for scheme members to opt out of the data sharing.