How We Use Your Information
The General Data Protection Regulation (GDPR) is effective from 25th May 2018. It requires us to provide detailed information about processing of data that can identify a living person. This includes email addresses, businesses that operate as sole traders, and also the IP address of your device. We are required to tell you which lawful basis applies when we process your information and this is referred to below using the phrases Contract, Legal Obligation, Consent and Legitimate Interest.
Visitors to Our Website
When someone visits https://bspayroll.co.uk we collect log information that includes the time, the file being accessed and the IP address of the visitor’s device. We do this to ensure network and information security, which is a Legitimate Interest for the purposes of the GDPR, and we keep the logs for 3 months.
Customers and Suppliers
For customers and suppliers, we store organisation names, billing addresses and VAT information in order to enter into a Contract and we retain this for 6 years after the end of the Contract. We may occasionally post items to the billing address of current customers, to thank them for their custom, in the Legitimate Interest of maintaining good customer relationships. Please let us know if you object to this.
We keep financial and accounting records, which in some cases can identify a living person, for 7 years. This is to meet our Legal Obligations.
Most emails, including all emails to and from customers, are kept for up to 2 years, for dealing with the query and providing context for ongoing queries. This serves our Legitimate Interest of maintaining good relationships. Some emails from suppliers, business partners and government bodies, contain information relevant to an agreement or a technical matter, and these are retained for a period consistent with the Legitimate Interest served by each email.
Records of letters and other items posted to customers are kept for up to 2 years, in the Legitimate Interest of maintaining good customer relationships.
Storage of Data
The data we collect is kept securely within the United Kingdom. It is not transferred outside the UK except if you choose the option to send data to an online accounting system or pension provider outside the UK, or to email payslips outside the UK.
Cookies are small text files which are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
Our website uses only one cookie. It is a session cookie used to remember that you are logged into the website. The cookie is automatically removed when you close your browser or log out of our website.
Links to Other Websites
In relation to data about you, for which we are the data controller, the GDPR requires us to inform you of the rights listed below. Please note that employees of organisations whose payrolls are processed on our system should exercise their rights via their employers, who are the data controllers.
- You have the right to ask us for access to and rectification or erasure of personal data or restriction of processing.
- You have the right to object to processing information on the basis of Legitimate Interest.
- You have the right to data portability for the data that you provided about yourself on the basis of Consent or Contract.
- You have the right to withdraw your Consent at any time, without affecting the lawfulness of earlier processing.
- You have the right to lodge a complaint with the Information Commissioner’s Office.
You can find more information about these rights on the website of the Information Commissioner’s Office.