Privacy Policy

This privacy notice explains how we collect, use, and protect your information when you use our website and services and to ensure that you are aware of your rights under data protection legislation. We believe in being open and transparent, so we encourage you to read this notice carefully. If you have any questions, please feel free to contact us.

Who is the Data Controller?

People Who Payroll Limited is the Data Controller for your personal data. Our correspondence address is Unit 1, The Oast Moat Farm, Whetsted Rd, Tonbridge TN12 6RR or contact us by email hello@peoplewhopayroll.co.uk.

Which personal data do we process?

When you become a client of ours, we collect the following personal data:

  • Name – so we can identify you and for Anti Money Laundering checks.
  • Date of Birth – for Anti Money Laundering checks
  • National Insurance Number- for Anti Money Laundering checks.
  • Address – for our accounting purposes
  • Email address and telephone Number – to maintain communication and contact you if there are any issues requiring attention.
  • Secondary contact details – in case the primary contact doesn’t work
  • Your accountant details – to provide a liaison point.

We will usually obtain your personal data directly from you such as at exhibitions, networking events, through our website contact forms or social media. We may be provided with your contact details by a third party, for example through a personal referral.

How we use your personal data

We only use your personal data for the following purposes:

  • To manage and administer our contract, including invoicing.
  • To maintain communication between us.
  • To send you focused marketing communications.
  • For customer support – if you contact us with questions or issues, we will use your details to provide the necessary assistance.
  • For conducting Anti Money Laundering checks.
  • For developing a commercial relationship if you are a prospective client.

What basis in the UK GDPR do we have for using your personal data.

We process your personal data under the following lawful bases, in compliance with the UK General Data Protection Regulation (GDPR):

  • To manage and administer our contract, maintain communication, provide customer support and to send marketing material, we use Article 6.1.f of the UK GDPR which means it is necessary in the legitimate interests of the data controller. Our legitimate interest is to run our business in the most efficient and effective way. We also use this basis to identify and communicate with prospective clients and for the purpose of conducting Anti Money Laundering checks.
  • With your consent (Article 6.1.a) – If you have opted to receive our marketing communications, we will send you newsletters and details of the services we provide. You can withdraw your consent at any time.

If you fail to provide the information required, we will be unable to provide our servcies to you.

We collect data through our website analytics some of which may identify you, such as an IP address. Our Cookie Policy details the cookies we use and you can manage your preferences through our cookie consent platform.

Who are the recipients of your data? 

As a general principle, we will not transfer your personal data to other recipients without your permission. There are some exceptions to this: 

  • It is possible, that we might be obliged to disclose personal information in response to a court order, with Government agencies or other lawful obligation. Our lawful basis for this is Article 6.1.c -legal obligation.
  • We may share your data as part of a sale, transfer, or merge part of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. We would do this as under the basis of Article 6.1.f - legitimate interest as we have a legitimate interest in developing our business.
  • We do not sell your personal data.

What about data processed by third parties on our behalf? 

We use the services of other organisations in the processing your data. We use cloud-based email and document storage, customer relationship management, accounting, AML verification and video conference platforms. We will transfer personal data associated with our AML checks to our professional membership body’s AML platform. Our website processes limited personal data such as through our contact form. We also provide limited personal data to organisations that perform maintenance and service work on our behalf such as our IT managed service providers.

Those organisations that process personal data on our behalf are subject to a data processing contract as required by Article 28 of the UK GPDR. This ensures that your data is handled in accordance with the UK GPDR.

Do we transfer your data outside of the UK? 

Personal data is predominantly held in the UK and EU. Occasionally we may transfer personal data outside of the UK and EEA, where this occurs, the transfers are managed through UK / EU adequacy decisions.

How long do we keep your data? 

We will retain your data only for the time we require it for the purposes stated and / or where we have a legal obligation or other legitimate purpose. We will retain the personal data of our clients for 7 years for purposes of financial audit purposes.

These are your rights.  

The UK GDPR provides you with several rights in relation to the data we process. The rights relevant to our activities are:

  • You have the right to get access to and copies of your personal data.
  • You can ask us to rectify any inaccurate information we may be holding. 
  • You can request we restrict our processing of your data.
  • You can ask us to erase your personal data if it is no longer required for the purpose we collected it or have no legal obligation to retain it.
  • You have the right to object to processing we undertake under a legitimate interest basis.

If you want to exercise any of these rights, please contact us using the above contact details.

You also have the right to lodge a complaint about our processing with a supervisory authority, in the UK, this is the Information Commissioner's Office. 

The Information Commissioner’s Office
Wycliffe House, Water Lane,

Wilmslow,

Cheshire SK9 5AF.

Helpline number: 0303 123 1113