Personal Information

We collect and use personal information about you so that we can provide you with access to MyWorkplace portal where you can view and manage your policy documents in one place. This notice explains the most important aspects of how we use your information, but you can get more information about the terms we use and view our full privacy policy.

The Aviva group company that provides your product or service will be the main company responsible for your Personal Information, known as the controller. This will be either Aviva Life & Pensions UK Ltd and Aviva Pension Trustees UK Limited, or Aviva Life & Pensions UK Limited or Aviva Health UK Limited. The MyWorkplace platform itself is owned and operated by Aviva Insurance Limited. Please check the documentation that we provide to you for details of the specific Aviva company acting as controller of your Personal Information.

Personal information we collect and how we use it

We will use personal information collected from you as part of the registration process:-

  • to provide you with access to MyWorkplace portal
  • for commercial reasons but never at the expense of your privacy rights

The personal information we collect and use will include name, date of birth, email address and post code. We need this information to: verify your identity and to prevent incidences of fraud and financial crime in accordance with our legal duty.

How we share your personal information with others

We may share your personal information:-

  • with the Aviva group, our agents and third parties who provide services to us;
  • some of the organisations we share information with may be located outside of the United Kingdom. We'll always take steps to ensure that any transfer of information outside of the United Kingdom is carefully managed to protect your privacy rights. For more information on this please see the Privacy Policy or contact us.

We may provide reports to your employer using data we collect through MyWorkplace. These reports are made in a way which means it is not possible for you to be identified on an individual basis. In technical language, these reports use your information on an aggregated, anonymised basis.

Online information

When you visit one of our websites, we may record your device information including hardware and software used and when and how you interact with our websites. This information is used to note your interest in our websites and improve customer journeys. Please see our Cookie Policy for further information.

Profiling, tailored offers and marketing

If applicable to your instance of MyWorkplace and if agreed with your employer, we may use personal information we already hold about you to help us better understand our customers and improve our customer engagement. In some cases, when you are using the MyWorkplace portal, this information allows us to deliver you offers and services which are tailored to your existing product holdings and interests. You can amend the preference setting in your MyWorkplace profile at any time to turn off.

As part of MyWorkplace and/or if you are a customer of Aviva under a different products or service, we may use Personal Information to send direct marketing communications about our products and services subject to the marketing permissions we have for you.

How long we keep your personal information for

We maintain a retention policy to ensure we only keep personal information for as long as we reasonably need it for the purposes explained in this notice. We need to keep information for the period necessary to give you access to your policy on MyWorkplace or otherwise. For information on how long we keep information relating to your policies, please see our privacy policy.

Your rights

You have various rights in relation to your personal information, including the right to request access to your personal information, correct any mistakes on our records, erase or restrict records where they are no longer required or object to use of personal information based on legitimate business interests and data portability. For more details in relation to your rights, including how to exercise them, please see our full privacy policy or contact us – refer to the “Contacting Us” section below.

Contacting us

If you have any questions about how we use personal information, or if you want to exercise your rights stated above, please contact our Data Protection Team by either emailing them at or writing to the Data Protection Officer, Level 4, Pitheavlis, Perth PH2 9NH.

If you have a complaint or concern about how we use your personal information, please contact us in the first instance and we will attempt to resolve the issue as soon as possible. You also have the right to lodge a complaint with the Information Commissioner's Office at any time.