1. Introduction

Welcome to Pension Services, inc (also referred to as “we,” “us,” or “our”), established in 1989 with over 100 years of combined professional expertise on our staff. We specialize in customized qualified retirement plans, including 401(k), defined benefit, and other plan types for businesses and organizations across the U.S. and Puerto Rico.

Protecting personal and financial information is central to our mission. We operate as a fee-for-service firm, with compensation derived solely from the services we provide—never from selling data.

2. Scope

This Privacy Policy applies to all personal data we collect or receive in relation to the services we offer via our websites, portals, email communications, offline correspondence, and phone interactions. By using our services, you consent to the data practices described here.

3. Information We Collect

Information we collect can include, but is not limited to:

• Personal Identifiers: Name, home address, email, phone number, Social Security Number (or equivalent government ID).
• Retirement Plan-Related Details: Employer, compensation levels, contribution amounts, account balances, beneficiary data, and distribution or loan records.
• Financial and Payroll Data: For plan administration and compliance purposes, we may receive payroll info, bank details (for ACH), and other relevant documents from employers or authorized payroll providers.
• Regulatory/Compliance Data: Data needed to fulfill IRS, DOL, or PBGC requirements, such as W-2 or 5500-related info.
• Online Usage Data: IP addresses, browser type, device info, and general site usage data when you access our websites or portals.
• Correspondence: Notes or recordings of interactions with our staff (email, phone, or in-person consultations).

4. How We Use Your Information

We use the collected information primarily to:

• Design, install, and administer qualified retirement plans tailored to client needs.
• Perform compliance testing, complete actuarial valuations, and ensure adherence to relevant regulations (IRS, DOL, PBGC, etc.).
• Prepare and file required documents (e.g., Form 5500, 1099-R, 945, 1096) on behalf of plan sponsors and participants.
• Process distributions, rollovers, loans, or hardship withdrawals for plan participants.
• Communicate with clients and participants regarding plan updates, statements, deadlines, or compliance notices.
• Provide audit support for plan sponsors undergoing IRS or DOL examinations.
• Maintain internal records for legal, security, and operational efficiency.

We do not sell personal information or participant data. We only use it to fulfill contractual and regulatory obligations or to improve our services to you.

5. Sharing & Disclosure

We may share personal information under the following circumstances:

• With Authorized Third Parties: For example, recordkeepers, auditors, advisors, and technology service providers—solely to carry out retirement plan administration tasks or provide necessary compliance functions. Such third parties must adhere to strict confidentiality and security obligations.
• Government Agencies & Regulators: We share data with the IRS, Department of Labor, Pension Benefit Guaranty Corporation (PBGC), and applicable Puerto Rico agencies (e.g., Departamento de Hacienda) if required by law or regulation.
• Plan Sponsors & Authorized Agents: We provide plan-level reports, testing results, and relevant employee data (limited to what is necessary for plan compliance) to the employer or its designated representatives.
• Legal Compliance: We may disclose information where required by subpoena, court order, or other legal process, or if needed to protect our rights or the safety of others.
• With Your Consent: If you specifically authorize sharing for any additional purpose.

We do not share client or participant information with any unaffiliated third parties for marketing or solicitation.

6. How We Protect Your Information

We are committed to keeping your information safe. Our security measures include:

• Encryption & Secure Channels: We employ SSL/TLS encryption for data in transit and use secure server environments for data at rest.
• Access Controls: Only authorized personnel within Pension Services, Inc. (our “A” team of accountants, actuaries, attorneys, and administrators) have access to sensitive information, strictly on a need-to-know basis.
• Ongoing Training: We provide regular training to our staff on confidentiality, data protection, and emerging security risks.
• Physical Safeguards: Our offices and data centers maintain physical controls designed to prevent unauthorized access.

Please note that no security system is impenetrable. While we work hard to safeguard your data, we cannot guarantee complete security of any information transmitted over the internet.

7. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Policy (including meeting regulatory requirements and facilitating future plan audits or compliance checks). Once the information is no longer required, we securely dispose of or anonymize it according to applicable regulations and best practices.

8. Your Choices & Rights

• Access & Update: You may request access to the personal information we hold about you or request corrections if it’s inaccurate.
• Jurisdiction-Specific Rights: Depending on your location (e.g., certain states or countries), you may have additional privacy rights such as deletion, restriction, or portability. Contact us for details relevant to your situation.

9. Minors & Eligibility

Our retirement plan services are primarily directed at plan sponsors and eligible participants who are 18 years or older. We do not knowingly collect information from children under 13 without parental consent. If you become aware of an underage participant’s data being processed without permission, please contact us so we can address it promptly.

10. U.S. & Puerto Rico Operations

We administer over 1,000 retirement plans across the United States and Puerto Rico. If you are located in Puerto Rico, please note that we comply with local laws and regulations (including Puerto Rico Treasury requirements). Information may be stored on servers located in the continental United States, but always handled according to our uniform privacy and security standards.

11. Regulatory Compliance

We are proud of our strong dedication to compliance with all relevant regulations, including:

• Internal Revenue Service (IRS) guidelines
• U.S. Department of Labor (DOL) regulations
• Pension Benefit Guaranty Corporation (PBGC) rules
• Puerto Rico Departamento de Hacienda mandates (for applicable plans)

We also comply with state privacy and security laws, as well as other applicable international or local regulations.

12. Spam Policy

“We promise never to spam you.” We strictly limit our email communications to necessary plan notices, compliance updates, or relevant educational materials. We do not sell or rent email addresses to third parties.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our business practices or regulatory requirements. We will indicate the “Last Updated” date at the top of this page. Your continued use of our services after any changes signify your acceptance of the updated policy.

14. Contact Us

If you have questions or concerns about this Privacy Policy or your personal data, please reach out to us at:

• Phone: 305-595-5500
• Email: info@pensionnetwork.net
• Mailing Address: 3150 SW 38 Ave Suite 900, Miami FL 33146