Why we collect your personal data
We collect your personal data to help us to process your payroll requirements. We don’t collect your data for any other purpose such as marketing other services to you. We may contact you by phone, letter or email in line with the service you have paid for. We may occasionally email you or send a letter about something relevant to the service you have paid for.
Who we share your data with
We often provide information to your Employee directly, e.g. if they have mislaid payslips and P60 and P45 forms. Your Employee has a legal right to access the data that we hold about them. We sometimes need to share your data with a small number of third parties. We use a third party to process online documents and to carry out checks to comply with Anti Money Laundering legislation. On an on-going basis, we supply data to HMRC and, if required, to your pension provider as part of our Payroll Service. We may be required by law to supply information to government agencies such as the Department of Work and Pensions and the Courts. Sometimes we will notify a recruitment agency that you have signed up with our service as part of our agency reward programme..
How long your personal information will be kept
We will retain payroll data for 6 years in order to provide your payroll service. You and your employees have a right to access the payroll data we hold. We will retain contact details for you on a permanent basis. We will never use your contact details other than to provide services.
Know your rights
Under the General Data Protection Regulation you have a number of important rights free of charge. These rights include but are not limited to:
- access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
- require us to correct any mistakes in your information which we hold
- require the erasure of personal information concerning you in certain situations
- otherwise restrict our processing of your personal information in certain circumstances
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
- email, call or write to us;
- let us have enough information to identify you;
- let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
- let us know the information to which your request relates.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that we can resolve any query or concern you raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.
Changes to this privacy notice
We may change this privacy notice from time to time, when we do we will inform you of any significant changes.