Privacy Policy

At Payroll Outsourced Ltd (“Payroll Outsource”, “we”, “us”, or “our”), your privacy is of the utmost importance to us. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website https://payrolloutsource.co.uk or use our services. We are committed to protecting your data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Payroll Outsourced Ltd is a payroll management and HR services provider based in the United Kingdom. Registered Address: 7 Smithy Mews, Liverpool, L25 6AB, United Kingdom Company Registration Number: 15352550 Email: info@payrolloutsource.co.uk We act as both a Data Controller and Data Processor, depending on the nature of the service provided.

2. Information We Collect

We collect only the information necessary to provide payroll and HR-related services effectively.

a. Information You Provide Directly

• Name, email address, phone number, and company details (via forms or communication)
• Employee and payroll data (names, addresses, salary, tax details, NI numbers, pension details, etc.)
• Billing and payment information
• Any other data shared voluntarily through email or service agreements

b. Information Collected Automatically (Website Use)

• IP address, browser type, and device information
• Pages visited, time spent, and referral sources
• Cookies and similar technologies (see our Cookies Policy)

3. How We Use Your Information

We use your personal data for the following purposes:

• To provide payroll processing, payslip generation, and HR support
• To communicate with clients regarding ongoing services or inquiries
• To process invoices and payments • To comply with HMRC and pension-related legal requirements
• To improve our website functionality and service quality
• To meet data retention, audit, and regulatory obligations,

we do not sell, trade, or rent your personal data to any third party.

4. Legal Basis for Processing

We process your data under one or more of the following lawful bases:

• Contractual necessity when we process data to deliver services you have requested.
• Legal obligation – to comply with UK tax, payroll, and employment laws.
• Legitimate interest to operate and improve our services.
• Consent where you have explicitly agreed to data use (e.g., newsletter signup).

5. Data Sharing and Third Parties

We only share personal data when necessary and only with trusted third parties, such as:

• HMRC, pension providers, and relevant authorities (for statutory compliance)
• Accounting software and payroll systems are used for service delivery
• Secure cloud storage or IT service providers under confidentiality agreements.

All third-party processors are required to comply with UK GDPR standards and maintain strong data security.

6. Data Retention

We retain personal and payroll data only for as long as necessary to:

• Fulfil the purpose it was collected for
• Meet our legal and regulatory obligations (typically 6 years for payroll data)
• Resolve disputes or enforce agreements.

After retention periods expire, data is securely deleted or anonymised.

7. Data Security

We use robust physical, technical, and administrative measures to safeguard all personal data, including:

• Encrypted systems and secure servers • Access control and employee confidentiality agreements
• Regular audits and data protection reviews.

Despite these safeguards, no system is 100% secure, but we strive to maintain industry-standard protection.

8. Your Data Protection Rights

Under the UK GDPR, you have the right to:

• Access your personal data that we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your data where legally applicable
• Object to or restrict certain types of data processing
• Withdraw consent (where applicable)
• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, contact us at info@payrolloutsource.co.uk.

9. Cookies and Tracking

Our website uses cookies to enhance your experience and track website performance. You can manage your cookie preferences or learn more by visiting our Cookies Policy.

10. International Data Transfers

All data is processed and stored within the United Kingdom or in other countries offering adequate protection under UK GDPR. We do not transfer payroll or personal data to non-compliant jurisdictions.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. All changes will be posted on this page with an updated “Last Updated” date. Continued use of our website and services means you accept the revised version.

12. Contact Us

For questions or concerns regarding this Privacy Policy or data protection matters, please contact: Payroll Outsourced Ltd

📍 7 Smithy Mews, Liverpool, L25 6AB, United Kingdom
📧 info@payrolloutsource.co.uk
🌐 https://payrolloutsource.co.uk