Employee Privacy Notice

[EMPLOYER NAME]

About This Notice

This notice explains how [EMPLOYER NAME] processes your personal data for payroll purposes using the PayAdjust platform. [EMPLOYER NAME] is the data controller for your employment data. PayAdjust Ltd acts as our data processor.

This notice may be updated from time to time. We will notify you of any material changes.

Data We Collect

To process your payroll, we collect and store the following data in PayAdjust:

• Full name, email address, date of birth, and gender
• National Insurance number and tax code
• Bank account details (account number, sort code, account holder name)
• Salary, pension contributions, and employment dates
• Address (for HMRC reporting)
• Starter declaration and previous employment details (if applicable)
• Auto-enrolment assessment and opt-out records

If You Do Not Provide Required Data

If you do not provide required payroll information (such as your National Insurance number or bank details), we may be unable to pay you correctly or comply with our legal obligations to HMRC or your pension provider.

Why We Process Your Data

Automated Processing

Payroll calculations (tax, National Insurance, pension contributions) are performed automatically based on data entered by [EMPLOYER NAME], but no solely automated decisions are made about you without human involvement.

Who Has Access to Your Data

• [EMPLOYER NAME] payroll administrators — staff authorised to manage payroll
• PayAdjust Ltd — our payroll platform provider (data processor). See PayAdjust's Privacy Policy for details on their sub-processors.
• HMRC — as required for RTI submissions and tax reporting
• Your pension provider — for auto-enrolment contributions
• Professional advisers — such as accountants or auditors, where necessary for [EMPLOYER NAME]'s business operations
• Regulators — where legally required

International Transfers

Your core payroll data is stored in the United Kingdom. Some of our service providers may process data outside the United Kingdom. Where this occurs, appropriate safeguards such as UK International Data Transfer Agreements or adequacy regulations are in place to protect your data. Further details are available in PayAdjust's Privacy Policy.

Data Security

PayAdjust implements appropriate technical and organisational security measures, including encryption of sensitive data, mandatory multi-factor authentication, and access controls. All data in transit is encrypted via TLS.

How Long We Keep Your Data

• Payroll and tax records: 6 years after the end of the tax year
• Pension records: 6 years from enrolment
• Pension opt-out records: 4 years
• Bank details: retained only for as long as necessary to process payments and comply with legal obligations

Your Rights

Under UK GDPR, you have the right to:

• Access your data — you can download a copy of all your data from the PayAdjust Settings tab
• Rectify inaccurate data — contact [EMPLOYER NAME] payroll team
• Erase your data (subject to legal retention requirements) — contact [EMPLOYER NAME] payroll team
• Restrict processing of your data
• Receive a portable copy of your data in JSON format
• Object to processing based on legitimate interests

To exercise your rights, contact [EMPLOYER NAME]'s payroll team. If you have concerns about how your data is being handled, we encourage you to contact us first so we can resolve them. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

Contact

For questions about how your payroll data is processed, contact:

• [EMPLOYER NAME] payroll team: [EMAIL ADDRESS]
• PayAdjust privacy enquiries: privacy@payadjust.com