Privacy Policy

Effective Date: 29/01/2024

1. Introduction

Welcome to Pay Guardians Ltd, a payroll & accounting services company committed to ensuring the privacy and security of your personal information. This Privacy Policy outlines how we collect, use, disclose, and protect your data in compliance with the General Data Protection Regulation (GDPR) and other relevant data protection laws.

2. Information We Collect

2.1 Personal Information

We may collect the following personal information for the purpose of providing payroll services:

  • Name
  • Contact details (address, email, phone)
  • Date of birth
  • National Insurance
  • Number
  • Bank details
  • Tax information
2.2 Sensitive Personal Information

We may also process sensitive personal information, such as:

  • Health information (for statutory sick pay)
  • Ethnicity information (for diversity monitoring, if applicable)

3. How We Use Your Information

We use your information for the following purposes:

  • Providing payroll and related services
  • Compliance with legal obligations
  • Communication with you
  • Internal record-keeping
  • Improving our services

4. Legal Basis for Processing

We process personal data based on the legal bases provided by the GDPR, including the necessity for the performance of a contract, compliance with a legal obligation, protection of vital interests, consent, the performance of a task carried out in the public interest or the exercise of official authority, and legitimate interests pursued by the data controller or a third party.

5. Data Sharing

We may share your information with:

  • Government authorities for tax and compliance purposes
  • Third-party service providers (e.g., IT support, hosting services)
  • Legal and regulatory bodies when required by law

6. Security Measures

We implement appropriate technical and organizational measures to ensure the security and confidentiality of your personal information.

7. Data Retention

We will retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, and as required by applicable laws.

8. Your Rights

You have the right to:

  • Access and rectify your personal information
  • Withdraw consent (if processing is based on consent)
  • Erasure of personal information
  • Data portability
  • Lodge a complaint with a supervisory authority

9. Updates to the Privacy Policy

We may update this Privacy Policy from time to time. Please check this page periodically for any changes.

10. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at gdpr@payguardians.co.uk.