Below is a comprehensive Privacy Policy template tailored for Staff Payroll, a UK-based payroll services company. This draft complies with GDPR, UK Data Protection Act 2018, and industry standards while being clear and user-friendly:

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Privacy Policy

Effective Date: 20/08/2018

At Staff Payroll (“we,” “us,” or “our”), your privacy is paramount. This policy outlines how we collect, use, and protect personal data for clients, employees, and visitors to our website. By using our services, you agree to the terms outlined below.

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1. Information We Collect

We may collect and process the following data:

• Client/Employee Data:
• Names, contact details (email, phone, address).
• Payroll details (salary, tax codes, NI numbers, pension information).
• Employment contracts, bank account details, and HMRC-related documents.
• Website Visitors:
• IP addresses, browser type, and cookies (see our Cookie Policy).
• Data provided via contact forms or chat tools.

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2. How We Use Your Information

We process data to:

• Deliver payroll, tax filing, and pension management services.
• Comply with legal obligations (e.g., HMRC reporting).
• Respond to inquiries and improve our website/services.
• Send service updates (with your consent).

Legal Basis: Contractual necessity, legal compliance, and legitimate business interests.

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3. Data Sharing & Third Parties

We only share data when essential:

• HMRC, Pension Providers, and Regulatory Bodies: To fulfill legal obligations.
• Trusted Partners: IT/cloud service providers under strict confidentiality agreements.
• With Your Consent: For additional services not covered in our contract.

We never sell your data to third parties.

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4. Data Retention

We retain personal data:

• For as long as required to provide payroll services.
• Up to 6-7 years post-contract termination to meet UK tax/legal requirements.
• Securely deleted/anonymized thereafter.

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5. Your Rights

Under UK GDPR, you have the right to:

• Access, correct, or delete your data.
• Restrict processing or object to data use.
• Data portability (receive your data in a usable format).
• Withdraw consent for marketing communications.

To exercise these rights, contact us at info@staffpayroll.net.

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6. Data Security

We implement robust measures to protect your data:

• Encryption: SSL/TLS for data transfers.
• Access Controls: Role-based access to sensitive information.
• Regular Audits: To identify and mitigate risks.

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7. Cookies

Our website uses cookies to enhance user experience. You can manage preferences via your browser settings. For details, visit our Cookie Policy.

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8. International Data Transfers

Data may be transferred outside the UK/EU only to countries with adequate data protection laws or using safeguards like Standard Contractual Clauses (SCCs).

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9. Updates to This Policy

We may update this policy periodically. Changes will be posted on this page with a revised effective date.

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10. Contact Us

For questions or data requests:
Data Protection Officer (DPO):
Email: info@staffpayroll.net
Post: West London, England.

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This policy was last updated on 12/03/2023.