Fair Processing Notice

This notice explains what information we collect, when we collect it and how we use it. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about employers and employees and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.

The Pay Role Ltd (trading as Bournemouth Payroll) takes the issue of security and data protection very seriously and strictly adheres to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.

Any questions relating to this notice and our privacy practices should be sent to;

Christine Ross
The Pay Role Ltd
3 Wood Row
Throop Road

01202 513666
07909 844368

Our clients are employers, not employees
We process data for employers so that they can pay their employees, HMRC and pension companies correctly.

How we collect information about Employers and their Employees
We collect information:

• Mostly from employers directly, sometimes direct from employees;
• From HMRC using software which links into their computers, from their websites, by telephoning them and in letters and notices they send us;

We collect the following information about Employers and their Employees:

• Name, e-mail address, telephone number date of birth, address, marital status, National Insurance Number, Unique Taxpayer Reference (UTR);
• Bank account details for employers (we do not handle client money or make payments on behalf of client employers);
• Pay and Benefits from which we calculate tax and national insurance contributions, pension contributions etc.

Why we need this information and how it will be used
We need your information and will use it:

• to undertake and perform our obligations and duties to employers in accordance with the terms of our contract with them;
• to enable us to supply employers with the services and information which they have requested;
• to contact employers in order to send details of any changes to our supplies which may affect them; and
• for all other purposes consistent with the proper performance of our operations and business.

Sharing of Your Information

The information you provide will be treated by us as confidential.

We will only disclose your information to the following third parties as follows:

• Filing Real Time Information PAYE Returns with HMRC;
• Supplying data to The Pensions Regulator and pension providers;

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

Transfers outside the UK and Europe
Your information will only be stored within the UK and EEA

When you give us information we take steps to make sure that it is kept secure and safe.

Electronic and other communication
Unless you instruct us otherwise we may, where appropriate, communicate with you and with third parties via email or by other electronic means. The recipient is responsible for virus checking emails and any attachments.

With electronic communication there is a risk of non-receipt, delayed receipt, inadvertent misdirection or interception by third parties. We use virus-scanning software to reduce the risk of viruses and similar damaging items being transmitted through emails or electronic storage devices. However electronic communication is not totally secure and we cannot be held responsible for damage or loss caused by viruses nor for communications that are corrupted or altered after despatch. Nor can we accept any liability for problems or accidental errors relating to this means of communication especially in relation to commercially sensitive material. These are risks you must agree to bear in return for greater efficiency and lower costs. If you do not wish to accept these risks please let us know and we will communicate by paper mail, other than where electronic submission is mandatory.

We use 1&1 Internet as our email and website service provider. All data is kept within the EEA, and premium virus protection and SFTP are enabled.

Any communication sent through the post system by us is deemed to arrive at your postal address two working days after the day that the document was sent.

Legacy data
We reasonably assume that, prior to the introduction of the GDPA, clients have given their informed and/or implied consent to our collecting information from them and on their behalf for the purposes of processing payroll.

How long we will keep your information
We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law. Please bear in mind that as tax enquiries can go back decades, this might be for a very long time unless you specifically request its deletion – in the knowledge that this would then leave us unable to defend you.

Your Rights
You have the right at any time to:

• ask for a copy of the information about you held by us in our records;
• require us to correct any inaccuracies in your information;
• make a request to us to delete what personal data of yours we hold; and
• object to receiving any marketing communications from us.

If you would like to exercise any of your rights above please contact us at

Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:

Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113

The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001

Information Commissioner's Office
2nd floor, Churchill House
Churchill way, Cardiff, CF10 2HH
Telephone: 029 2067 8400

Northern Ireland:
Information Commissioner's Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address and other contact details.