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Confidentiality & Privacy Policies

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Confidentiality Policy Statement

 

The purpose of this Policy statement is to ensure that everyone working at R. P. Mills Associates, Inc. is aware of his or her responsibilities when using confidential information and that no employee shall misuse any information or allow others to do so. The Policy statement has been written to support employees in compliance with the following legal requirements and best practice guidance:

 

  • Data Protection Act 1998

  • Human Right Act 1998

  • Common Law of Confidentiality

  • The Caldicott Report 1997

  • The NHS Confidentiality Code of Conduct

 

This Policy statement is supported by guidance for employees which introduces the concept of confidentiality and the duty of confidence, demonstrates the practical safeguards that should be put into place, and provides a high level description of the main legal requirements.

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The Policy Statement

 

This Policy statement applies to all personal identifiable information, whether written, computerized, visual or on audio record, or simply held in the memory of an employee. It applies equally to employees on permanent, temporary, or voluntary placement.

 

We hold information about people that may be private and sensitive. Client information collected must not be used for purposes other than what it is intended or without the individual’s knowledge and permission. Confidentiality should only be breached in exceptional circumstances and with appropriate justification. All employees should ensure that the following principles are practiced:

 

  • When you are responsible for confidential information you must make sure that it is effectively protected against improper disclosure when it is received, stored, transmitted or disposed of; 

  • Confidential information must only be accessed by you if it is appropriate to the job that you are employed to undertake;

  • Every effort should be made to ensure that clients understand how information about them will be used before they actually supply any confidential information;

  • When clients give consent to disclosure of information, you must make sure they understand what will be disclosed, the reasons for disclosure and the likely consequences;

  • You must make sure that clients understand when information about them is likely to be disclosed to others, and that they have the opportunity to withhold permission;

  • If you are required to disclose information outside the firm that could have personal consequences for clients, you must obtain their consent. If the client withholds consent, or if consent cannot be obtained for whatever reason, disclosures may be made only where:

    1. they can be justified in the public interest (usually where disclosure is essential to protect the client or someone else from the risk of significant harm)

    2. they are required by law or by order of a court

  • If you are required to disclose confidential information you should release only as much information as is necessary for the purpose;

  • You must make sure that the persons to whom you disclose information understand that it is given to them in confidence which they must respect;

  • If you decide to disclose confidential information, you must be prepared to explain and justify your decision. If you have any doubts discuss them with your supervisor.

 

Any queries concerning the Policy statement should be brought to the attention of your supervisor. Your contract of employment includes a commitment to confidentiality. Breaches of confidentiality could be regarded as gross misconduct and may result in serious disciplinary action up to and including dismissal.

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Privacy Policy

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R. P. Mills Associates, Inc., takes protecting the privacy of your personal and financial information very seriously. We are committed to maintaining full confidentiality of all your nonpublic information, and we do not maintain or sell mailing lists.

 

In the normal course of business, it is necessary for us to collect certain information about you in order to provide the pension services for which we have been retained. Your personal information, however, is used only for limited purposes, and is collected from the following sources:

 

  • From you/your company, either in person or through forms and applications 

  • From documents you provide to us 

  • From your transactions with us, our affiliates, or third-party service providers

 

This privacy policy discloses the privacy practices for R. P. Mills Associates, Inc. (rpmills.com). This privacy policy applies to information collected. It will notify you of the following: 

 

  • What personally identifiable information is collected from you

  • How it is used

  • With whom it may be shared

  • What choices are available to you regarding the use of your data

  • The security procedures in place to protect the misuse of your information

  • How you can correct any inaccuracies in the information

 

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Information Collected

 

We are the sole owners of the information collected. We only have access to collect information that you voluntarily give us. We will not sell or rent this information to anyone. The types of nonpublic information we may collect about you include, but are not limited to:

 

  • Name

  • Social Security Number

  • Date of birth

  • Date of hire

  • Address 

  • Financial information for retirement plan purposes 

  • Information about your transactions (including parties to transactions) with us, our affiliates, or third-party service providers.

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Use of Information

 

Information collected is used to calculate your retirement benefit that your employer (or previous employer) provides for you. This information is used to respond to you, regarding the reason you contacted us. Unless you ask us not to, we may contact you via email in the future.

 

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Shared Information

 

When administrating your benefit plan, we deal only with firms assigned by you or your employer. R. P. Mills Associates, Inc. does not disclose any nonpublic information about you without your consent, except as required by law. Third parties who perform services for your employer on your behalf, such as certified public accountants, payroll companies, financial consultants, and actuaries, will receive your nonpublic information only as necessary to perform those functions. We will not share your information with any third party outside of these companies, other than as necessary to fulfill your request.

 

Though R. P. Mills Associates, Inc., assures complete confidentiality, we cannot be responsible for the information once supplied to these firms. It is in your best interest to investigate their privacy policies. 

 

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Your Access to and Control over Information

 

You can do the following at any time by contacting us via email or phone:

 

  • See what data we have about you, if any. 

  • Change/correct any data we have about you. 

  • Have us delete any data we have about you. 

  • Express any concern you have about our use of your data. 

 

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Security of Information

 

We take precautions to protect your information. When you submit sensitive information via the website or by email, your information is protected both online and offline. Only employees who need the information to perform a specific job are granted access to personally identifiable information. The computers/servers in which we store personally identifiable information are kept in a secure environment. 

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Inaccurate Information

 

If you feel that we are not abiding by this privacy policy, you should contact us immediately via telephone at (610) 434-7226 or via email info@rpmills.com.

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