Privacy Policy

This privacy policy explains how Effective Payroll Solutions Ltd ("we", "us", "our") collects, uses and protects personal data. We take the privacy and security of personal data seriously, as you would expect from a payroll bureau. We are registered with the Information Commissioner's Office (ICO).

Who we are

Effective Payroll Solutions Ltd is a company registered in England and Wales (company number 10407492), with its registered office at 27/28 Gelliwastad Road, Pontypridd, Wales, CF37 2BW. For website enquiries we are the data controller. When we process payroll on behalf of a client, that client is the data controller and we act as their data processor under a separate agreement.

The information we collect

• Enquiry information: when you contact us or request a quote, we collect your name, business name, email, phone number and the details you provide about your payroll.
• Payroll data (as processor): when we run payroll for a client, we process employee data such as names, addresses, National Insurance numbers, pay and bank details, strictly to deliver the payroll service.
• Website and analytics data: basic technical information collected to keep the site secure and working, and privacy-focused analytics (PostHog) that help us see how the site is used. Our analytics are configured not to place tracking cookies or identifiers on your device. See our cookie policy.

How we use your information

We use personal data to:

• Respond to your enquiry and provide a quote;
• Provide our payroll and related services;
• Meet our legal and regulatory obligations, including reporting to HMRC and pension providers where we act for a client;
• Understand how our website is used so we can improve it;
• Keep records and administer our business.

Our lawful bases under UK GDPR are, depending on the purpose:

• Legitimate interests for responding to enquiries, running our website and understanding how it is used, in each case balanced against your interests;
• Performance of a contract for delivering our services;
• Legal obligation for tax, payroll and record-keeping duties.

Who we share it with

We do not sell your data. Where we process payroll for a client, we share data only as necessary to deliver the service, for example with HMRC and pension providers. We may use trusted suppliers (such as payroll software, website hosting and analytics providers) who process data on our behalf under appropriate agreements.

Sending data outside the UK

We aim to keep personal data within the UK. Where a supplier we rely on processes data outside the UK, we only allow this where the law provides appropriate safeguards, such as a UK adequacy decision or the UK's standard contractual clauses. You can ask us for more detail about any such transfer.

How long we keep it

We keep personal data only as long as necessary for the purpose it was collected and to meet our legal obligations. Payroll records are kept for the periods required by HMRC and employment law. Enquiry data is kept only as long as needed to deal with your enquiry and our legitimate business records.

Keeping your data secure

As an ICO-registered payroll bureau we apply appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access, and we use recognised payroll software and secure processes throughout.

Your rights

Under UK GDPR you have rights over your personal data, including the right to access, correct, erase or restrict its use, to object to processing, and, where it applies, to data portability. Where we rely on your consent, you can withdraw it at any time. We do not use automated decision-making or profiling that produces legal or similarly significant effects.

Where we act as a processor for a client, please direct requests to that client as the controller. To exercise your rights or ask a question, contact us on 01443 402116 or write to us at the address below. If you are unhappy with how we have handled your data, you have the right to complain to the ICO at ico.org.uk, though we would appreciate the chance to put things right first.

Contact us

If you have any questions about this policy or how we handle your data, please call us on 01443 402116 or write to us at 27/28 Gelliwastad Road, Pontypridd, CF37 2BW.