Privacy Policy Last Updated: 23/01/2026
This Privacy Policy describes how East Anglia Payroll Ltd ("we," "us," or "our") collects, uses, and protects personal data. We provide payroll services to businesses ("Clients") and, in doing so, handle sensitive personal and financial information.
1. Our Role in Data Protection
- As a Data Processor: When we process payroll for our Clients, we act as a Data Processor. Our Clients are the Data Controllers. We process employee data only according to the written instructions of our Clients and the terms of our service agreement.
- As a Data Controller: We act as a Data Controller for information we collect directly from our Clients (e.g., contact details for billing) and from visitors to our website.
2. Information We Collect
To provide payroll services, we process the following categories of personal data:
- Identity Data: Full name, date of birth, gender, and marital status.
- Contact Data: Personal address, email address, and telephone numbers.
- Financial Data: Bank account details, National Insurance (NI) numbers, tax codes, and pension contributions.
- Employment Data: Salary, job titles, start/leave dates, and attendance records.
- Sensitive Data: If required for statutory payments, we may process information regarding health (sickness records) or family leave.
3. How We Use Data (Lawful Basis)
We process personal data based on the following legal grounds:
- Performance of a Contract: To calculate and deliver payroll as agreed with our Clients.
- Legal Obligation: To comply with tax laws, reporting requirements for HMRC (or relevant local tax authorities), and pension regulations.
- Legitimate Interests: For business administration, such as managing our relationship with Clients.
4. Data Sharing and Disclosure
We do not sell personal data. We share information only with authorised third parties, including:
- Government Bodies: Such as HMRC for tax and National Insurance reporting.
- Pension Providers: To facilitate employee pension contributions.
- Sub-Processors: Essential service providers (e.g., secure payroll software) under strict confidentiality agreements.
5. Data Security
We implement high-level technical and organisational measures to protect data, including:
- Encryption: All sensitive data is encrypted during transmission.
- Access Controls: Access is restricted to authorised personnel on a "need-to-know" basis.
- Payslip Delivery: payslip delivery via encrypted email.
6. Data Retention
We retain payroll records only for as long as necessary to fulfil our legal and contractual obligations. Under UK law, payroll records are typically kept for 3 to 6 years to comply with HMRC requirements.7. Individual RightsDepending on local laws (such as UK GDPR), individuals have rights regarding their data, including:
- The right to access their personal data.
- The right to rectify inaccurate information.
- The right to request erasure (subject to legal retention requirements).
- The right to withdraw consent (where processing is based on consent).
Note: Employees should typically contact their employer (the Data Controller) first to exercise these rights.
8. Contact Us
If you have questions about this policy, please contact our Data Protection Officer: