Privacy Policy

1Who We Are

PayrollWageUK is a UK-based payroll software provider offering HMRC-compliant payroll management tools including RTI submissions, payslip generation, P60, FPS, and EPS filings.

Our website and application are available at: payrollwageuk.co.uk

For any privacy-related queries, please contact us at: info@payrollwageuk.co.uk

2Data We Collect

We collect the following categories of personal data:

• Account data: Name, email address, company name, phone number
• Employee payroll data: Full name, National Insurance number, tax code, salary, bank details, address, date of birth
• HMRC submission data: RTI data (FPS, EPS), P60 records, employer PAYE reference numbers
• Technical data: IP address, browser type, login timestamps, usage logs
• Payment data: Subscription billing information (processed securely by our payment provider)

3How We Use Your Data

We use personal data to:

• Provide and operate our payroll software platform
• Submit RTI data (FPS/EPS) to HMRC on your behalf via the HMRC API
• Generate payslips, P60s, and other statutory documents
• Manage your account and subscription
• Send important service notifications and updates
• Comply with our legal obligations under UK tax law
• Improve our software through aggregated, anonymised analytics

4Legal Basis for Processing

We process personal data under the following legal bases (UK GDPR Article 6):

• Contract performance: To provide you with the payroll services you have subscribed to
• Legal obligation: To comply with HMRC RTI reporting requirements and UK tax legislation
• Legitimate interests: To improve our services, ensure security, and prevent fraud
• Consent: For optional communications and marketing (which you may withdraw at any time)

5HMRC & Third Parties

As a payroll software provider, we transmit data to HMRC on your behalf. This includes:

• Full Payment Submissions (FPS) containing employee payment and tax data
• Employer Payment Summaries (EPS)
• Other statutory HMRC RTI submissions

We may also share data with trusted third-party service providers who assist in operating our platform, including cloud hosting providers and email delivery services. All such providers are contractually bound to protect your data and may not use it for their own purposes.

We do not transfer personal data outside the UK/EEA without appropriate safeguards in place.

6Data Retention

We retain personal data only for as long as necessary:

• Payroll records: Minimum 6 years (as required by HMRC)
• Account data: Duration of your subscription plus 2 years
• HMRC submission records: 6 years from the end of the tax year
• Technical logs: 12 months

After the applicable retention period, data is securely deleted or anonymised.

7Your Rights

Under UK GDPR, you have the following rights:

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Ask us to correct inaccurate or incomplete data
• Right to erasure: Request deletion of your data (subject to legal retention requirements)
• Right to restriction: Ask us to limit how we use your data
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to processing based on legitimate interests
• Right to withdraw consent: Where processing is based on consent

To exercise any of these rights, please contact us at info@payrollwageuk.co.uk. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

8Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• HTTPS encryption for all data in transit (SSL/TLS)
• Secure data storage with access controls
• Regular security reviews and updates
• Limited staff access to personal data on a need-to-know basis

In the event of a data breach that poses a risk to individuals, we will notify the ICO within 72 hours and affected users without undue delay.

9Cookies

Our application uses cookies and similar technologies to:

• Maintain your login session (essential cookies)
• Remember your preferences and settings
• Analyse usage patterns to improve our service (analytics cookies)

You can control cookie settings through your browser. Disabling essential cookies may affect the functionality of our application.

10Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

This Privacy Policy may be updated from time to time. We will notify you of significant changes via email or a notice on our website. Continued use of our service after changes constitutes acceptance of the updated policy.