Privacy policy.

01Who we are

MyPayrollSolutions (“we”, “us”, “our”) provides payroll processing and workplace pension administration services to employers in the United Kingdom. We are operated by My Payroll Solutions LTD.

This policy explains how we collect, use and protect personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. You can contact us about it at info@mypayroll-solutions.co.uk.

02Our two roles: controller and processor

We handle personal data in two different ways, and your rights and our duties depend on which applies.

• As a controller, we decide how and why we use personal data about visitors to this website, people who enquire about our services, and our clients’ business contacts.
• As a processor, we process payroll and pension data about our clients’ employees and workers only on our client’s documented instructions. Our client (the employer) is the controller of that data and we process it under a written agreement with them.

If you are an employee or worker of one of our clients and want to exercise your rights over your payroll or pension data, please contact your employer first. We will help them respond.

03The personal data we collect

Website visitors and enquiries (we are the controller):

• Your name, business name, email address and the details you put in our contact form.
• Information you share when we discuss your payroll or pension needs.
• Basic technical information needed to deliver the website securely.

Client employees and workers (we are the processor). Depending on the services we provide, this can include:

• Identity and contact details, date of birth and National Insurance number.
• Employment details such as job title, start and leaving dates, hours and pay.
• Tax code, student loan and other statutory deduction information.
• Bank details so that wages can be paid.
• Pension scheme membership, contribution and eligibility information.
• Absence and statutory pay information, which may include health-related data where it is needed to calculate sick pay or family-related pay.

04Why we use personal data and our lawful bases

• To respond to enquiries and provide quotes: our legitimate interests in running our business, or steps taken at your request before entering a contract.
• To provide our services to clients: performance of a contract with the client. For employee data, the client is responsible for its own lawful basis, which is usually a legal obligation or performance of the employment contract.
• To meet our legal obligations, such as keeping records and filing returns with HMRC.
• To protect our systems, prevent fraud and handle disputes: our legitimate interests.
• To send you information about our services, where you have asked for it or where the law allows. You can opt out at any time.

Where we process health-related information, we do so only as needed for statutory payments and employment-law obligations.

05Who we share data with

We do not sell personal data. We share it only where needed to provide our services or comply with the law:

• HM Revenue & Customs (HMRC) and other public bodies, for payroll and tax filings.
• Pension providers and The Pensions Regulator, for contributions, enrolment and compliance reporting.
• Payroll software, payment, hosting and email providers that act as our sub-processors under written contracts.
• Our professional advisers, insurers and, where relevant, our clients’ accountants at the client’s request.
• Regulators, courts or law enforcement where we are legally required to disclose information.

06International transfers

We aim to keep personal data within the United Kingdom. If a provider processes data outside the UK, we make sure an appropriate safeguard is in place, such as an adequacy decision or the UK International Data Transfer Agreement or Addendum.

07How long we keep data

We keep personal data only as long as we need it for the purpose it was collected, or as the law requires.

• Payroll and pension records are kept for the periods set by tax, pension and employment law and by our client’s instructions, and are then deleted or returned.
• Website enquiries are normally kept for up to 24 months unless they lead to a contract.
• When a client ends our services we return or securely delete their data on request, subject to any records we must keep by law.

08How we keep data secure

We use appropriate technical and organisational measures to protect personal data, including access controls, encryption in transit, secure storage and staff confidentiality obligations. No system is completely secure, so if we become aware of a breach affecting personal data we will notify the affected controller and, where required, the ICO without undue delay.

09Your rights

Under UK data protection law you have the right to:

• be told how your data is used and ask for a copy of it;
• have inaccurate data corrected;
• ask for data to be erased in certain circumstances;
• ask us to restrict or object to certain uses;
• receive certain data in a portable format;
• withdraw consent where we rely on it.

To exercise a right over data we control, email info@mypayroll-solutions.co.uk. We will respond within one month. These rights are not absolute and some exceptions apply.

10Cookies and website analytics

This website currently uses only the technical storage that is strictly necessary for it to work, and we do not use advertising or tracking cookies. If we add analytics or marketing tools in future we will update this policy and ask for your consent where the law requires.

11Complaints

If you are unhappy with how we have handled your data, please contact us first at info@mypayroll-solutions.co.uk so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

12Changes to this policy

We may update this policy from time to time. The latest version is always on this page and shows the date it was last updated: 16 October 2026.