Introduction
Capilano Associates is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our payroll services, in accordance with UK data protection laws, including the Data Protection Act 2018 and the General Data Protection Regulation (GDPR).
1. Information We Collect
We collect the following types of personal information:
- Personal Information: Name, address, contact details, employment details.
- Payroll Information: Salary details, tax information, National Insurance number, bank account details for salary payments, sick leave, and holiday entitlements.
- Sensitive Information: Health data, such as sick leave, and other special categories of personal data (where necessary and with explicit consent).
2. How We Use Your Information
We use the information we collect for the following purposes:
- To process payroll and calculate salaries, taxes, and National Insurance contributions.
- To manage benefits and pensions, including auto-enrolment.
- To provide support and answer queries about payroll.
- To comply with legal and regulatory requirements related to employment, tax, and reporting.
3. Legal Basis for Processing
We process your personal data based on the following legal grounds:
- Contractual Necessity: To provide the payroll services you have requested.
- Legal Obligation: To comply with tax, social security, and employment law.
- Legitimate Interest: To maintain business operations and improve our service.
4. Sharing Your Information
We may share your personal information with:
- HMRC: For the purposes of tax reporting and compliance.
- Pension Providers: For processing pension contributions.
- Third-Party Service Providers: Such as banking institutions, payment processors, and cloud storage providers, in order to deliver our services effectively.
We will not share your personal information with any third parties without your consent unless required by law.
5. Security of Your Information
We use appropriate technical and organisational measures to protect your personal data from unauthorized access, alteration, disclosure, or destruction. This includes encryption, secure storage, and access controls.
6. Retention of Your Information
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting requirements.
7. Your Rights
Under GDPR, you have the following rights regarding your personal data:
- Access: You have the right to access the personal information we hold about you.
- Rectification: You can ask us to correct any inaccurate information.
- Erasure: You can request the deletion of your personal data under certain circumstances.
- Restriction of Processing: You can ask us to restrict processing of your data in certain situations.
- Data Portability: You can request a copy of your data in a machine-readable format.
8. Cookies
We use cookies on our website to enhance your user experience and analyze website traffic. By using our website, you consent to the use of cookies in accordance with our cookie policy.
9. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will be communicated to you via email or through our website.
