How we look after your information

Your name and contact details, date of birth, National Insurance number and tax references; your pension scheme’s details, its assets, valuations, contributions, transfers, loans and property; and any documents you or we upload.

On one server, rented by The SSAS Bureau from Hetzner and located in the United Kingdom or Germany. It is not spread across other services. The disk is encrypted, and the fields most worth protecting — your National Insurance number, tax reference, and the scheme’s bank account and sort code — are separately encrypted on top of that, so they are unreadable even to someone holding a copy of the database.

Administrators at The SSAS Bureau, and you. You see your own scheme and nothing else — not another client’s scheme, and not the scheme’s bookkeeping, which stays with the Bureau. Documents we upload are private until we deliberately share them with you.

There is no password, because a password is something that can be guessed, reused or leaked. Instead we email you a link that works once and expires after fifteen minutes. We store only a fingerprint of that link, never the link itself.

Two parts of this platform use Anthropic’s Claude (claude-opus-5):

• The assistant in your portal. To answer, it is given the same facts about your scheme that you can see on screen — never another client’s, never the bookkeeping.
• Reading scanned bank statements, so they do not have to be typed in by hand. Nothing it reads is recorded until an administrator has checked it.

Anthropic processes that text to produce the answer and does not use it to train their models. The assistant explains rules; it does not give you advice, and every answer says that it needs confirming with your administrator before you act on it.

Records are kept for as long as The SSAS Bureau administers your scheme, and afterwards for as long as pensions and tax rules require. Nothing in this system is destroyed by a single click: deleting hides a record and keeps it, so a mistake can be undone. Every change is recorded with who made it and when.

You can ask for a copy of what we hold, ask us to correct it, or ask us to delete it where we are not required to keep it. Ask your administrator at The SSAS Bureau, who is registered with the Information Commissioner’s Office. If you are not satisfied with how we respond, you can complain to the ICO at ico.org.uk.