Terms and conditions of use

The 4mystaff website is provided by Broadstone Consultants & Actuaries Ltd (Broadstone) for use by its clients and their authorised third parties. All content throughout the 4mystaff website is copyright of Broadstone Consultants & Actuaries Ltd.

Broadstone reserves the right to change or vary these terms and conditions of use at any time.


‘We’, ‘Us’, ‘Our’ means Broadstone

‘You’, ‘Your’ means the individual who is using the 4mystaff website

‘4mystaff’, ‘Website’, ‘Service’ means the 4mystaff website

Website availability and information

We will make every effort to provide you with continuous access to the 4mystaff website but cannot guarantee its availability at any time. If you are unable to access the website and need to use the functionality it provides, please call 0117 937 8700 and speak to your Account Manager.

4mystaff is provided on an ‘information only’ basis. We will use reasonable effort to ensure the information provided through 4mystaff is current and correct. However, we cannot guarantee that all information will be error free. In particular, certain information may be based on that provided by a third party and we are not liable for any inaccuracies, errors or omissions in the information they have provided.

Employee data

4mystaff can in certain cases provide access to employee and pension scheme membership summaries and reports. These reports are made available using standardised code that relies on the data being complete and being held consistently. In some instances Broadstone has to store data on its administration system in a non-standard way to meet the particular design features of the scheme. Broadstone occasionally holds data in other media (for instance in bespoke databases) or there may be data omissions (for instance where the previous administrator has provided data in hard-copy format only).

The data provided in these reports should not, therefore, be used as a basis for undertaking any actions without first seeking confirmation from Broadstone that the data is suitable for such action. Broadstone cannot be held liable for any expense, liability, loss, or penalty resulting from the use of such data.

Users agree to comply with the terms of the European Union Data Protection legislation (and in particular the General Data Protection Regulation) when accessing any data made available through 4mystaff.

Accessing data outside of the European Economic Area (“the EEA”)

All data made available through 4mystaff is hosted and maintained within the UK. 4mystaff users are able to access data from outside of the EEA, i.e. within territories that are not subject to European Union Data Protection legislation. Through using 4mystaff, users who access data outside of the EEA agree to remain subject to the terms of the European Union Data Protection legislation (and in particular the General Data Protection Regulation) and agree to comply with the safeguarding provisions of that legislation as though the data were accessed within the EEA.

Your data – our privacy policy

Personal data that we hold and process

In order to provide you with access to 4mystaff we hold and the process the following data:

  • Your name
  • Your email address

In addition to the above data items, in order to troubleshoot any technical issues that could arise when you use the site, we also record the IP address of the device you use to access 4mystaff and log any actions that you undertake within the site.

If you are provided with access to 4mystaff as a result of your relationship with a client of Broadstone then we will retain your data in line with the period specified in our client agreement.

In other cases we will remove your access to 4mystaff and related personal data after a period of 18 months has elapsed since you last logged on to the site.

Sharing your personal data with third parties

Broadstone will not share your personal data with third parties except for those who provide Broadstone with IT support or data security services. Broadstone will never transfer your data outside of the EEA.

Legal basis for holding and processing your personal data

The legal basis for Broadstone to hold and process your personal data is one of the following:

Broadstone clients

If you are provided access to 4mystaff as a result of your relationship with a client of Broadstone, then we hold and process your personal data as necessary to enable us to perform our contractual obligations.


In all other cases we rely on your consent to hold your personal data, which you provide by registering for 4mystaff and accepting these terms and conditions.

Protection of your personal data

We have comprehensive arrangements in place to help ensure that your personal data is held securely and access is restricted.

We also have strict contractual agreements with our third-party service providers, which cover their data protection obligations.

Your rights in relation to your personal data

You can, at any time, request that we provide you with all of the personal data that we hold about you. If you no longer wish to use 4mystaff, you can request that we delete your account along with all of your related personal data.


You are responsible for ensuring your login information (such as your username and password) are kept secure. You must not disclose your login information to anyone else. We recommend you change your password on a regular basis and do not use the same password for 4mystaff as you use for any other online account. Any instructions sent or actions undertaken through the website using your login information will be treated as a genuine request made by you.

If you think your account information has been compromised please change your password and then contact Broadstone immediately on 0117 937 8700 to notify us of the problem.

Contact details

Any requests made or actions undertaken through 4mystaff will be confirmed to you by email. It is your responsibility to keep your email address up to date. Email confirmations will be sent to users whenever any of the following occur (this list is not exhaustive):

  • you change your email address which you use to log in to the site (in this situation an email will be issued to both the old and new email address)
  • you change or 'reset' your password
  • you grant or revoke access to the site to another user (where applicable)

If you receive an email from Broadstone or 4mystaff but you have not undertaken any transaction or sent us a request through the website then it is likely your account information has been compromised. Should this occur, please change your password and then contact Broadstone immediately on 0117 937 8700 to notify us of the problem.