Essential Payroll Services Limited Privacy Policy
Introduction
Essential Payroll Services Limited (‘Essential Payroll’) is a payroll services provider based in Manchester, United Kingdom. Essential Payroll is a private limited company with company number 13188833.
In providing our services, we respect your privacy and are committed to protecting your personal data. This privacy policy is intended to provide you with information about how and why we process your personal information. Our data protection and privacy measures are governed by the UK GDPR (the retained EU law version of the General Data Protection Regulation ((EU) 2016/679)) (GDPR), the Data Protection Act 2018 and any other laws, regulations and secondary legislation, as amended or updated from time to time, in the UK.
This privacy policy sets out the basis on which any personal data we collect from you, or that is provided to us in conjunction with the services we provide to you, will be processed by us. It is important that you read this privacy policy together with any other privacy policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.
Our contact details
Postal address: 10 Park Place
Manchester
M4 4EY
United Kingdom
E-mail address: enquiries@es-payroll.co.uk
The type of personal information we collect
Essential Payroll is a ‘data controller’. This means that we collect and use personal information for specified purposes. We may also act as a ‘data processor’ in providing our services to you and, where this applies, our relationship will be governed by the specific data processing terms set out in our terms and conditions of service.
As a data controller we currently collect and process personal data, or personal information. Personal information is any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
· Identity Data, which includes first name last name and title.
· Contact Data, which includes billing address, email address and telephone numbers.
· Financial Data, which includes bank account details.
· Transaction Data, which includes details about payments to and from you and other details of products and services you have purchased from us.
· Technical Data, which includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
· Profile Data, which includes your username and password for our online services, purchases or orders made by you.
· Usage Data, which includes information about how you use our website, online services, products and services.
· Marketing and Communications Data, which includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We do not collect any Special Categories of Personal Data about you, otherwise known as sensitive data, (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
Direct interactions
You may give us your personal information by filling in forms or by corresponding with us by post, telephone, email or otherwise. This includes personal data you provide
- by creating an account in respect of our Client Portal
- by filling in forms or subscribing to our services
- by searching our products and services through our website
- through social media functions
- by corresponding with us by phone, e-mail or otherwise
- by making an enquiry or reporting a problem with our website or any services we provide.
Automated technologies or interactions
As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.
Lawful basis for processing
Under the GDPR, we need a lawful basis for processing your personal information. The lawful bases we rely on are:
· We have a contractual obligation.
· We have a legal obligation.
· We have a legitimate interest.
· On rare occasions we may need your consent. Where this is the case, you are able to withdraw your consent at any time. You can do this by contacting us using our contact details above.
How we store your personal information
Your information is securely stored in our offices and/or on our computers and cloud storage systems, which are only used for business purposes.
We keep personal information for no longer than necessary and will then dispose of your information by permanently destroying or confidentially disposing of hard copies containing personal information, and by permanently deleting any copies and backups stored on our computers or on our cloud storage systems.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
How we protect your personal information
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to access it. They will only process your personal data on our instructions and will be subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
What we may need from you
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services).
We may need to request specific information from you to help us confirm your identity and enable your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not normally required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. However, this time period may be extended in certain circumstances.
Please contact us using our above contact details if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us using the above contact details.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address is:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk