Privacy Policy

We respect your privacy

This Privacy Policy and any other documents referred to in it sets out how we collect, use, maintain and disclose Personal Data, including any information provided through our website(s).

Your privacy is of the utmost importance to us. Please read this Privacy Policy carefully to understand our views and practices regarding your Personal Data and how we will treat it.

Whenever you provide Personal Data, we are legally obliged to use it in accordance with the laws concerning the protection of personal information.

Who we are:

PAYROLL SORTED LIMITED is a company registered in England and Wales with Company No. 07130045 and registered office Unit 34 Lubards Farm, Hullbridge Road, Rayleigh, Essex, England, SS6 9QG (otherwise referred to as “Payroll Sorted”, “we”, “us” in this Privacy Policy). Unless we notify you otherwise, Payroll Sorted is the data controller for all Personal Data that we determine the means and purpose of processing.

By “Personal Data” we refer to information collected or held by Payroll Sorted that identifies and relates to you as an individual.

We comply with the Data Protection Act 2018 (“DPA 2018”), the UK General Data Protection Regulations (Retained Regulation (EU) 2016/679) (“UK GDPR”), the Data (Use and Access) Act 2025 (“DUAA 2025”) and any other applicable data protection and privacy laws and regulations in the United Kingdom or any other country (collectively, the “Data Protection Laws”).

Depending on the nature of the Personal Data and the services being provided, Payroll Sorted may act as:

(a) a processor on behalf of the relevant customer, where Payroll Sorted processes Personal Data solely on the customer’s documented instructions in connection with the Services;

(b) a sub-processor, where Payroll Sorted processes Personal Data on behalf of another processor in connection with the Services; and/or

(c) an independent controller in respect of Personal Data processed for its own legitimate business purposes, including client contact information, account management, billing, compliance, legal and regulatory obligations and personnel administration.

Payroll Sorted has registered with the Information Commissioner’s Office under registration number ZA214593.

What information do we collect?

We may collect, store and use Personal Data and other data about you in the following circumstances:

When:	What:	Why:
When you engage us as a client	name;email address;telephone number; job title; and a range of corporate information, such as your company details and address.	to provide goods and services to you;to carry out any obligations owed to you in respect of any contract entered into between you and us;for billing and contract administration purposes; and to notify you about changes to our services.     If you do not provide us with the required Personal Data, we may not be able to supply the goods and services to you.
When you send us a message on our Website(s)	name;email address;company details; and any personal data contained within your enquiry message.	to respond to your request and to give you information about our goods and services;to ensure that the content from our website is presented in the most effective manner for you and your computer; andany relevant troubleshooting, testing or statistical analysis as appropriate.
When you visit our website	We gather non-personal data regarding site visitors to our website. This is provided to use statistical information on visits to pages, type of browsers being used to view the site, paths taken through the site and other general information. Under no circumstances can this be linked to a particular person.   We may collect technical information about you when you visit the website. This information may include the Internet protocol (IP) address used to connect your computer to the Internet, your browser type and version, time zone setting, operating system and platform, browser plug-in types and version, the full URL clickstream to, through and from the website, page response times, download errors, length of visits to certain pages, page interaction (such as scrolling, clicks and mouse-overs) and methods used to browse away from the page. Information about your visit(s) to the website may also be collected. We also collect, use and share aggregated data such as statistical or demographic data which is not Personal Data as it does not directly (or indirectly) reveal your identity. The collected information is used to provide an overview of how people are accessing and using the Website. It is not used for any additional purpose, such as to profile those who access the website.	to allow us to operate the website efficiently;to ensure that the content from our website is presented in the most effective manner for you and your computer;any relevant troubleshooting, testing or statistical analysis as appropriate; andto keep the website secure.
When you provide Personal Data  through other sources	You may provide information directly to Payroll Sorted through social media accounts, from business cards, texts and letters and from third party introducers.   In addition, any supplementary information that you volunteer in your initial contact or when you communicate with us directly in person or via another form of communication for customer service or other purposes (e.g. by emails, phone calls, social media posts etc.), may be recorded by us, as well as any responses that we provide to you.	for our reasonable internal business purpose;to give you information about our services that you may request from time to time; andto provide / receive goods and/or services.
When we provide payroll, pension, CIS, PAYE, P11D and related services	employee names;home addresses;dates of birth;national insurance numbers;payroll numbers;salary and wage information;bank account details;tax codes;PAYE information;pension and auto-enrolment information;statutory payment information;benefits and expenses information;CIS verification and deduction information;emergency contact details (where supplied);absence and leave records; andother information required to administer payroll and related compliance services.	to provide payroll and pension administration services;to process payroll on behalf of clients;to administer workplace pension obligations;to submit information to HMRC and pension providers;to administer CIS obligations;to provide P11D and related services; andto comply with legal and regulatory requirements.

In providing payroll and related services, we may process special category personal data where this is necessary for employment, social security, social protection or legal compliance purposes. This may include information relating to statutory payments, sickness absence records, trade union deductions and other employment-related data.

We may anonymise Personal Data so that you can no longer be identified by it and use this for our own purposes. This is permissible because you are not identifiable.

Payroll Sorted may use workflow automation and artificial intelligence tools to assist with internal administration, inbox management and operational efficiencies. Payroll Sorted does not use artificial intelligence systems to make solely automated decisions that produce legal or similarly significant effects on individuals.

We will not use your Personal Data for any purposes other than those we have already told you about or for reasons that are obvious from the context of collection. If we consider the new purpose to be incompatible with the original purpose of collection, we will conduct a privacy impact assessment or contact you to request your consent for further processing.

Direct Marketing

If you have expressly opted-in via our website or other forms to receive marketing communications from us, we will handle your Personal Data for example (your name, email address and postal address and telephone number) to provide you with marketing communications and newsletters in accordance with any preferences you have told us about.

When we send you marketing emails you have requested, we rely on your consent to contact you for marketing purposes. Every email we send to you for marketing purposes will also contain instructions on how to unsubscribe from receiving them. You are not under any obligation to provide us with your Personal Data for marketing purposes.

You can tell us that you do not want your Personal Data to be processed in this way at any time by contacting us at , or where relevant, by following the unsubscribe link shown in every marketing communication you receive from us. We will retain your data for as long as we have your consent and delete your Personal Data used for marketing purposes, as soon as you withdraw your consent or unsubscribe from our newsletters and marketing information.

Data Retention

We will only retain your Personal Data for as long as reasonably necessary to fulfil the purposes we collected it for. For example, to provide you with goods and/or services you have requested or to comply with applicable legal, tax, or accounting requirements. We may retain your Personal Data for a longer period in the event of a complaint or if we reasonably believe that there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for Personal Data, we consider the amount, nature, and sensitivity of the Personal Data, the potential risk of harm from unauthorised use or disclosure of your Personal Data, the purposes for which we process your Personal Data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Where appropriate, Payroll Sorted may retain payroll, pension, CIS, PAYE and related compliance records for up to six years (or longer where required by law, regulation or professional obligations).

How we share your information

We may need to share your Personal Data with other organisations or people. These can include third parties such as:

• Suppliers, e.g. network providers, IT and customer relationship support services, payment providers, subcontractors  etc. These suppliers have access to the Personal Data needed to perform their duties. They cannot use it for other purposes. They must process information in accordance with this Privacy Policy and as permitted by applicable Data Protection Law;
• Payroll Specific Recipients, e.g.:
• pension providers and pension scheme administrators;
• payroll software providers;
• payment service providers and BACS bureaux;
• Payroll Sorted contractors and subcontractors;
• employee benefits providers;
• workplace pension advisers and administrators;
• government authorities including HMRC, The Pensions Regulator and other competent authorities.
• Regulatory bodies, e.g. HMRC and fraud prevention agencies;
• Our advisors, e.g., lawyers, accountants, auditors and insurance companies;
• Our bank and credit/debit card payment agencies;
• Credit reference agencies;
• Email platforms;
• Marketing agencies, e.g. events management or email campaigns support providers;
• Analytics and search engine providers that assist us in the improvement and optimisation of the website;
• Successor Businesses, any organisations involved in the purchase of our business and assets; and/or
• Law enforcement, we may release Personal Data when we believe it is needed to comply with the law, enforce our terms, or protect the rights, property, or security of our business, customers, or others

When we share your Personal Data with a Data Processor, and they are therefore a Sub-processor, we will ensure that contracts are in place to detail the responsibilities we have and they have with regards to handling and protecting personal information.

We do not sell any of the Personal Data that you provide to us.

Legal basis for processing Personal Data

The law requires us to have a legal basis for collecting and using your Personal Data. Our legal basis for collecting and using the Personal Data described above will depend on the Personal Data shared and the specific context in which we collect it.

However, we will normally collect Personal Data from you under one of the following legal bases:

1. Performance of a contract with you – where we need to perform the contract we are about to enter into or have entered into with you.
2. Legitimate Interests – we may use your Personal Data where it is necessary to conduct our business and pursue our legitimate interests. For example, when responding to your queries. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your Personal Data for our legitimate interests. We do not use your Personal Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
3. Legal Obligation – in some cases, we may also have a legal obligation to collect Personal Data from you or may otherwise need your Personal Data to protect your vital interests or those of another person.
4. Consent – where you have provided us with your express consent for specific processing activities.

Data Transfers

Where Personal Data is accessed or processed outside the United Kingdom, Payroll Sorted will implement appropriate safeguards including adequacy regulations, the UK International Data Transfer Agreement (UK IDTA), the UK Addendum to the European Commission Standard Contractual Clauses or other lawful transfer mechanisms recognised under applicable Data Protection Laws.

Payroll Sorted may utilise approved contractors and service providers located outside the United Kingdom to assist in providing payroll and related support services.

Payroll Sorted undertakes risk assessments and implements appropriate technical and organisational measures to safeguard Personal Data transferred internationally.

Cookies

We use cookies and similar technologies to improve your experience on the website. Cookies are small data files stored on your device that help us understand how our website is used and enhance functionality.

Please see our Cookies Policy for more information.

Security

We take the security of your Personal Data seriously. We implement reasonable technical and organisational measures to protect your data from unauthorised access, accidental loss or destruction and unlawful processing. These measures may include role-based access controls, multi-factor authentication, encryption, secure cloud-based systems, personnel screening, audit logging and information security training.

These measures include secure servers, encryption, access controls and regular security reviews. While we strive to protect your data, you should be aware that providing information over the internet can never be guaranteed as being completely safe and if you choose to send such information to us via the internet, you do so at your own risk.

Automated decision making

We do not carry out any automated decision making (including profiling) that produces a legal effect or similarly significant effect on you. If we ever decide to do this then we will notify you and inform you of the legal reason we are able to do this.

Your Rights

Under Data Protection Laws, you have certain rights in relation to your Personal Data. These are:

1. Access your Personal Data – You can request a copy of the Personal Data we hold about you. If you want to exercise this right, please contact us using the details provided at the end of this Privacy Policy. Ahead of your request, please note:
   1. we may need more information from you to verify your identity;
   2. we do not charge a fee unless your request is unfounded or excessive; and
   3. if your request is unfounded or excessive, we may refuse to action it.
2. Request Correction or Deletion of your Personal Data – You can ask us to (i) correct any inaccurate or incomplete data; and/or (ii) delete your Personal Data where there is no lawful reason for us to continue processing it.
3. Object to the processing of your Personal Data – You can object to our processing of your data where we rely on legitimate interests or where your data is used for direct marketing.
4. Restrict the processing of your Personal Data – You can ask us to suspend the processing of your data in certain circumstances.
5. Withdraw your consent to the processing of Personal Data – Where we rely on your consent to process data, you can withdraw it at any time.
6. Data Portability – You can request that your data be transferred to another organisation in a structured, commonly used and machine-readable format.
7. Be Informed – You have the right to be informed about how your data is collected and used, including through clear and accessible privacy notices such as this one.
8. Make a Complaint – You have the right to complain directly to us if you believe we have mishandled your Personal Data or failed to comply with the Data Protection Laws. We are committed to making this process accessible and transparent. To support this:
   1. you can submit a complaint using our electronic complaints form on our website or at Annex A of this Privacy Policy;
   2. we will acknowledge your complaint within 30 days of receiving your completed complaints form;
   3. we will investigate and respond to your complaint without undue delay;
   4. we will keep you informed of the progress and outcome of your complaint; and
   5. if you are not satisfied with our response, you may escalate your complaint to the Information Commissioner’s Office.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes. The date of the changes will be stated at the end of the document.

Contact

If you have any questions about this Privacy Policy or our treatment of your Personal Data, please send us an email at [email protected].

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with the Data Protection Laws.

This Privacy Policy was last updated in August 2026.