PRIVACY POLICY

PAYROLL POWER LIMITED

A. PERSONAL DATA COLLECTED

You may submit your information to us for a number of reasons:

When you purchase a service from us: this may include your name, business name, address, email, telephone number, business registered number, IP address and payment details.

We will not process special categories of personal data such as race, ethnicity, religious or political opinion.

Should you give us personal data about someone else, you are responsible for ensuring that you comply with all data protection laws. In advance of submitting any information to us you should have notified them that data is shared and clarified how we collect, use and retain their personal information.

B. HOW WE USE YOUR DATA

We undertake to execute our services in such a way as to minimise the use of personal data. Where data is required, the purpose for which you are invited to give us information is clear. We will not use your information for purposes that are not clear when you provide your details. Should we intend to use your data for any other purpose, we will not do so without first notifying you in writing.

We use your information to:

  • process your payment,

  • meet the requirements of the contract,

  • provide information and services that you have requested,

  • execute payroll and pension administration services,

  • monitor, measure, improve and protect our services,

  • ensure compliance with the terms of our contract,

  • comply with regulatory requirements,

  • assist in our sales cycle and the onboarding of new customers,

  • market new services.

We do not employ automated decision-making methods in relation to any of your personal data stored.

Clients’ information will be held and used for as long as permitted for legal, regulatory, fraud prevention and legitimate business purposes.

Your information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information – the option to ‘Opt-Out’ is available on all marketing correspondence from us.

If you withdraw your consent or opt not to provide requested personal information for the purposes set out in our Privacy Policy, we may not be able to provide you with the requested service.

To ensure continuity and transparency in our recruitment campaigns, all applicant details will be kept for no longer than 14 months after the end of the recruitment process.

C. EMAILS FROM US

We will send users email notifications regarding purchases (such as invoices and fee reviews).

We may contact you with additional information such as new services, special offers and newsletters. We may contact you for this purpose by telephone, post, SMS or email. You have the ability to unsubscribe from opted-in communications at any time. Alternatively, you can let us know your preferences by:

D. DISCLOSURE AND SHARING OF YOUR DATA

In the following circumstances, we may send your personally identifiable information to others.

  • We have obtained your express consent to share the information.

  • We need to share your information to provide the service or product you have requested, paid or unpaid.

  • We need to send the information to others who work on behalf of Payroll Power to provide a service or product to you.

  • Our company is subject to a sale, take-over or merger in which case the information will be disclosed to the new owners on the understanding that they will protect the information and only use the information in substantially the same way as previously.

  • We must respond to court orders and any other legitimate request by authorities with which we must comply.

  • We undertake not to sell, trade, or rent any personally identifiable information to others.

Internally, we limit access to personal information about you to only those Payroll Power employees who we believe reasonably need to come into contact with that information to provide products or services to you or in order to do their job.

THIRD PARTY SERVICE PROVIDERS

In providing you with the product or service you request, we may occasionally use third party companies to manage collation, processing and storage of your personal information on our behalf. These companies are carefully selected and screened to ensure maximum protection of your security and privacy and are permitted to use the information only in accordance with our instructions.

These third party providers are not permitted to further transfer your personal data nor are they permitted to use your personal data for their own business purposes.

INTERNATIONAL DATA TRANSFERS

Where possible, we only process your information within the European Economic Area (EEA). However, some of the service providers referred to above may be based outside of the EEA.

We take steps to ensure that where your information is transferred outside of the EEA to our service providers and hosting providers, appropriate measures and controls are in place to protect that information in accordance with applicable data protection laws and regulations.

E. MEASURING OUR VISITORS 

We measure visitors to our website using Google Analytics. This records what pages you view on our site, how you arrived at our site and some basic information about your computer. All of that information is anonymous. We don’t know who you are – just that somebody visited our site.

The information we collect from analytics helps us understand what parts of our website are doing well, how people arrive at our site, and so on. Like most websites, we use this information to make our website better.

You can learn more about Google Analytics or opt out if you wish.

F. COOKIES

Cookies are small text files that are placed on your computer by websites you visit. Cookies help make this website work and provide information to us about how users interact with our site. We use this information to improve our website.

By using our website, you agree that we can place these types of cookies on your device.

Full details of the cookies we use and what they do can be found in our Cookie Policy.

G. PAYMENT

We use a variety of providers to process payments. These companies will have access to your personal and payment information. The third parties we use are GoCardless and Stripe.

We share information with these companies only to the extent necessary for the purposes of processing payments you make via our website. Payroll Power has carried out due diligence on the privacy policies of both GoCardless and Stripe, to the best of our knowledge they are fully compliant with Data Protection legislation.

H. DATA FILES

By transmitting data files to Payroll Power you give permission for such files to opened, duplicated, processed and further transmitted using secure methods. We have no control over the authority, the quality or safety of the data input. You, and you alone are responsible for the accuracy and completeness of your records.

Whilst we have security measures in place to protect your data, it remains your responsibility to keep your sign in details secret, to sign off from any Payroll Power product or portal when you are not using it and to ensure there is no unauthorised access to your computer.

Where applicable, you are responsible for keeping your password and user details confidential. Nobody at Payroll Power will every ask you for your password, please do not trust anybody asking for it.

I. DATA BACKUPS

To ensure the security and continuity of our services, we take regular backups of payroll files, including sensitive data, to a secure cloud storage facility provided by Google Ireland Ltd.

Every effort has been taken to maintain the highest possible levels of security, however we would draw your attention to section K below.

We are committed to compliance with data protection law and where necessary will make available to customers any information necessary to demonstrate compliance with their processing obligations.

J. EMAILING OF PAYROLL DOCUMENTATION

Your employee’s payslips/P60s will be sent through our software supplier’s secure server. Every effort has been taken to maintain the highest possible levels of security and all emails are automatically deleted from the server once sent. To enhance the security of emailed files, we highly recommend that Customers utilise the password feature contained within the software. Finally, we would draw your attention to section K below.

K. SECURITY

We take the security of your data very seriously. Payroll Power takes technical and organisational measures to prevent the loss, misuse or alteration of your personal information. These precautions include:

  • Use of SSL encryption for sensitive data

  • Hardware stored in secured data centres behind firewalls

  • All access to information restricted by password and/or secure key

Whilst we undertake to maintain the highest possible levels of security practicable to protect data it should be realised that no data transmission over the Internet or information storage technology can be guaranteed to be 100% secure, and there is always some risk of unauthorised access. Payroll Power cannot be held liable for any breach of security. Any information submitted to us is done so at your own risk.

L. UPDATES TO OUR PRIVACY POLICY

Payroll Power reserves the right to change the content of this Privacy Policy at any time without prior notice. If we decide to change our Privacy Policy, we undertake to post any changes on our website so you are always aware of what information we collect, how we use it, and under what circumstances we disclose it. Therefore, we recommend that you check the Privacy Policy regularly.

M. YOUR RIGHTS

You may contact us if you have any questions about this policy, if you would like to see a copy of the information that we hold on you, if you would like that information to be corrected or even request for it to be deleted.

If you wish to raise a complaint on how we have handled your personal data, please contact us and we will investigate the matter.

Please email us at dpo@payrollpower.co.uk.

If you are not satisfied with our response or believe our processing of your personal data is not in accordance with the law you can complain to the Information Commissioner's Office.

If you withdraw your consent or opt not to provide requested personal information for the purposes set out in our Privacy Policy, we may not be able to provide you with the requested service.

020 3488 6460

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