Privacy – ActivePayroll

Introduction

Active Payroll Solutions (“we”, “us”, “our”, or “the Company”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, disclose, and protect your personal data when you use our website and services.

This policy applies to all individuals whose personal data we process, including contractors, employees, agency workers, clients, prospective clients, website users, suppliers, and other third parties.
By using our website and services, you acknowledge the practices described in this Privacy Policy.

Company Information

Active Payroll Solutions
Website: https://activepayrollsolutions.com/
Email: Admin@activepayrollsolutions.com
We are a UK-based payroll provider specialising in umbrella payroll and CIS payroll services.

Data Protection Law

We process personal data in accordance with:
The UK General Data Protection Regulation (“UK GDPR”)
The Data Protection Act 2018
The Privacy and Electronic Communications Regulations (“PECR”)
Other applicable UK data protection and employment legislation
For the purposes of applicable data protection legislation, Active Payroll Solutions acts as a Data Controller in relation to the personal data we process.

The Information We Collect

We may collect and process the following categories of personal data:

Personal Identification Information
Full name
Date of birth
Nationality
Home address
Email address
Telephone number
National Insurance number
Unique Taxpayer Reference (UTR)
Right to work documentation
Passport or other identification documents
Employment and Payroll Information
Employment history
Payroll records
Timesheets
Tax information
CIS registration details
Pension information
Bank account and payment details
Invoices and payment history
Technical and Website Information

When you visit our website, we may automatically collect:

IP address
Browser type and version
Device information
Operating system
Website usage data
Cookies and tracking data
Pages visited and time spent on our website
Communications Information
We may retain records of:
Emails
Telephone calls
Online enquiries
Complaints
Feedback
Other correspondence

How We Collect Your Information

We collect information in several ways, including:

Directly from you when you contact us or register for our services
From recruitment agencies, end clients, or business partners
Through our website forms and online communications
From publicly available sources where permitted by law
From government agencies or compliance verification providers
Through cookies and website analytics tools

How We Use Your Information

We use personal data for the following purposes:

Provision of Payroll Services
Processing payroll
Managing umbrella payroll services
Administering CIS payroll services
Making payments to workers and contractors
Calculating deductions, taxes, and statutory payments
Maintaining employment and payroll records
Compliance and Legal Obligations
Verifying identity and right to work status
Complying with HMRC requirements
Preventing fraud, money laundering, and unlawful activity
Meeting legal and regulatory obligations
Conducting audits and internal compliance checks
Business Operations
Managing customer relationships
Responding to enquiries and support requests
Improving our services and website
Maintaining internal records
Managing contracts and agreements
Marketing and Communications
Where permitted by law, we may use your information to:
Send service updates
Provide business communications
Send relevant industry information
Inform you about our services
You may opt out of marketing communications at any time.
Lawful Bases for Processing
Under UK GDPR, we rely on one or more of the following lawful bases for processing your personal data:
Performance of a contract
Compliance with legal obligations
Legitimate business interests
Consent where required
Establishment, exercise, or defence of legal claims
Special Category Data
In limited circumstances, we may process special category data where required by law or necessary for employment and payroll administration. This will only be processed where an appropriate lawful basis and condition under UK GDPR applies.
Sharing Your Information
We may share your personal data with:
HM Revenue & Customs (HMRC)
Pension providers
Recruitment agencies and end clients
Banking and payment providers
Professional advisers including accountants, auditors, and legal advisers
IT and software service providers
Regulatory authorities
Fraud prevention and identity verification providers
Government bodies and law enforcement agencies where legally required

We only share information necessary for the relevant purpose and ensure appropriate safeguards are in place.

International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are implemented in accordance with UK GDPR requirements.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.

These measures may include:

Secure systems and encryption
Restricted access controls
Staff confidentiality obligations
Secure document storage
Regular monitoring and security reviews
While we strive to protect your information, no transmission or storage system can be guaranteed to be completely secure.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, tax, and reporting obligations.
Retention periods may vary depending on the type of information and applicable legal requirements.

In many cases, payroll and tax-related records may be retained for up to six years or longer where legally required.

Your Rights

Under UK data protection legislation, you have rights including:

Right of Access
You have the right to request access to the personal data we hold about you.
Right to Rectification
You may request correction of inaccurate or incomplete personal data.
Right to Erasure
You may request deletion of your personal data in certain circumstances.
Right to Restrict Processing
You may request restriction of processing under certain conditions.
Right to Object
You have the right to object to certain types of processing.
Right to Data Portability
Where applicable, you may request transfer of your data to another organisation.
Right to Withdraw Consent
Where processing is based on consent, you may withdraw consent at any time.
To exercise your rights, please contact us using the details below.

Our website may use cookies and similar technologies to improve functionality, analyse website traffic, and enhance user experience.
Cookies are small text files stored on your device when you visit a website.

We may use:
Essential cookies
Analytics cookies
Performance cookies
Functional cookies
You can manage or disable cookies through your browser settings. However, disabling certain cookies may affect website functionality.

Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of external websites.
We encourage users to review the privacy policies of any third-party websites they visit.

Children’s Privacy

Our services are not intended for children, and we do not knowingly collect personal data from individuals under the age of 18.

Complaints

If you have concerns regarding how we process your personal data, please contact us first so we can attempt to resolve the issue.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).
Information about the ICO can be found at: https://ico.org.uk/

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, regulatory, or operational changes.
Any updates will be published on this page, and the revised version will take effect immediately upon publication.

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact:
Active Payroll Solutions
Website: https://activepayrollsolutions.com/
Email: Admin@activepayrollsolutions.com