Fair Processing Notice for Beneficiaries
At Macildowie Associates Ltd, our parent and subsidiary companies, we respect your personal data.
This Fair Processing Notice explains how we will use your personal data when your data has been given to us as a beneficiary to one of our employee benefits.
Our contact details
We have offices in Nottingham and Leicester.
3 Merus Court
Meridian Business Park
Our Data Protection Consultant is Kristy Gouldsmith, and the email address to contact her is
What personal data do we collect about you? How will we use that personal data?
When a new employee starts with Macildowie Associates Ltd, we ask them to provide the contact details of a beneficiary to our benefits scheme. Employees may also provide beneficiary information when they are eligible for certain enhanced benefits during their employment, e.g., adding a partner to their Company's Private Healthcare Scheme.
Please refer to the employee in question for complete information on what that means. We ask for the beneficiary's name, address and relationship to our employee. Depending on the nature of the benefit, we may also ask for the beneficiary's date of birth. Once returned to us, this information is stored digitally on our HR system. We may also enter into our master spreadsheet and communicate to the relevant provider, broker and/or advisory service in addition to HMRC as required.
We do not process any Special Category data for beneficiaries.
What is our legal basis for processing your personal data?
We need a legal basis to process your personal data. We process all of the data laid out above as we have a legitimate interest in doing so to provide this service for our employees; therefore, our legal basis is “Legitimate Interest”.
You have the right to object to our processing of your data using legitimate interest. Please speak to us if you have any concerns.
Do we use any automated decision-making?
We do not use any automated decision-making.
Who do we share your personal data with?
We share your information with third parties who provide professional advisory services and support our business in managing our benefits.
Do we transfer your personal data outside of the UK?
We do not transfer your personal data outside of the UK.
How long do we keep your personal data for?
We will hold your data for two years from the day our new employee (who provided your details) ends their employment. After this time, we will delete the record.
Your rights as a data subject
The GDPR gives you rights as a data subject. You have:
- The right to request from us access to your personal data;
- The right to request from us the rectification of your personal data;
- The right to request from us the erasure of your personal data;
- The right to request from us restriction of processing your personal data;
- The right to object to our processing of your personal data;
- The right of data portability;
- If we are processing your personal data based on your consent, you have the right to withdraw your consent at any time. To do so, please get in touch with
- You have the right to complain to the ICO if you feel that we have been unable to resolve your query.
You can find more information on your rights in Chapter 3 of the General Data Protection Regulation.