Privacy Policy

Effective Date: 08 June 2026

DW Payroll Services Ltd ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us. For the purpose of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, DW Payroll Services Ltd acts as both a Data Controller (for our website visitors and business inquiries) and a Data Processor (when processing payroll on behalf of our corporate clients).

1. Information We Collect

We may collect and process the following types of data:

A. Information You Give Us

You may provide us with personal information when you fill out forms on our website, request a quote, subscribe to our newsletter, or contact us via email or social media channels. This includes:

• Identity Data: Name, job title, and business name.
• Contact Data: Email address, telephone number, and postal address.
• Financial Data: Bank details if you enter into a business contract with us.

B. Client Employees’ Data (Payroll Processing)

When providing fully outsourced payroll services, our clients (the employers) securely share sensitive employee data with us. This includes:

• Names, addresses, dates of birth, and National Insurance numbers.
• Salary rates, hours worked, tax codes, student loan details, and pension data.
• Statutory details such as sick pay (SSP) and parental pay (SMP).

C. Automated Technical Data

As you navigate our site, we may automatically collect technical data about your equipment, browsing actions, and patterns. This includes your IP address, browser type, operating system, and geographic location.

2. How We Use Your Information

We use the data we collect for the following lawful bases:

• To Perform a Contract: To process your business inquiry, provide tailored quotes, or deliver our contractual payroll services.
• Legal Obligation: To ensure absolute compliance with HMRC, the Pensions Regulator, and UK tax laws.
• Legitimate Interests: To improve our website functionality, analyse business trends, and protect our site against security threats.

3. Sharing Your Data

We do not sell your personal data. We only share information with trusted third parties under strict confidentiality terms:

• Government Authorities: HMRC and the Pensions Regulator as strictly required by UK law.
• Third-Party Software: Verified, secure payroll software providers (such as Staffology or QuickBooks) and secure employee portals.
• Professional Advisers: Our accountants, auditors, or legal representatives if required.

4. Data Security & Storage

We employ rigorous administrative, technical, and physical security measures to protect your sensitive financial and personal information. All data is transferred securely and stored within the UK or European Economic Area (EEA) in absolute compliance with UK GDPR rules.

We only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including any legal, accounting, or statutory reporting requirements (typically up to 6 years following the end of a tax year).

5. Your Legal Rights

Under the UK GDPR, you have the following rights regarding your personal information:

• The right to access the personal data we hold about you.
• The right to rectification if any information we hold is inaccurate.
• The right to erasure ("the right to be forgotten") under certain conditions.
• The right to restrict or object to the processing of your data.

Note: If your personal data was submitted to us by your employer for payroll processing, you must direct your request to your employer as they are the primary Data Controller.

6. Cookies

Our website uses cookies to enhance user experience and analyse traffic. You can set your browser to refuse all or some cookies, but please note that some parts of this website may become inaccessible or fail to function properly.

7. Changes to This Policy

We reserve the right to update this Privacy Policy at any time. Any changes will be posted on this page with an updated effective date.

8. Contact Us & ICO Registration
If you have any questions about this Privacy Policy or how we handle your data, please contact us:

• Company Name: DW Payroll Services Ltd
• Email: d.wesley@dwpayrollservicesltd.co.uk

DW Payroll Services Ltd is fully registered with the Information Commissioner’s Office (ICO) under registration number: ZC144385.