Privacy Notice

BACKGROUND:

PayrollBee Ltd understands that your privacy is important to you
and that you care about how your personal data is used. We respect and
value the privacy of all of our clients and will only collect and use
personal data in ways that are described here, and in a way that is
consistent with our obligations and your rights under the law.

1. Information About Us

PayrollBee Ltd.

Limited Company registered in England under the company number 06835190.

Registered address: Office 1, Brunswick House, Brunswick Way, L3 4BN

VAT number: 376435570

Data Protection Officer: Evangeline Hassall

Email address: evangeline@payrollbee.co.uk

Telephone number: 07778507865.

Postal Address: Office 1, Brunswick House, Brunswick Way, L3 4BN

We are regulated by AAT and Information Commissioners
Office

2. What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is
collected, how it is held, and how it is processed. It also explains your
rights under the law relating to your personal data.

3. What is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU
Regulation 2016/679) (the “GDPR”) as ‘any information relating to an
identifiable person who can be directly or indirectly identified in
particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables
you to be identified. Personal data covers obvious information such as your
name and contact details, but it also covers less obvious information such
as identification numbers, electronic location data, and other online
identifiers.

The personal data that we use is set out in Part 5, below.

4. What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to
uphold:

a) The right to be informed about our collection and use of your personal
data. This Privacy Notice should tell you everything you need to know, but
you can always contact us to find out more or to ask any
questions using the details in Part 11.

b) The right to access the personal data we hold about
you. Part 10 will tell you how to do this.

c) The right to have your personal data rectified if any of your personal
data held by us is inaccurate or incomplete. Please contact us using the
details in Part 11 to find out more.

d) The right to be forgotten, i.e. the right to ask us to delete or
otherwise dispose of any of your personal data that we have. Please contact
us using the details in Part 11 to find out more.

e) The right to restrict (i.e. prevent) the processing of your personal
data.

f) The right to object to us using your personal data for a particular
purpose or purposes.

g) The right to data portability. This means that, if you have provided
personal data to us directly, we are using it with your consent or for the
performance of a contract, and that data is processed using automated
means, you can ask us for a copy of that personal data to re-use with
another service or business in many cases.

For more information about our use of your personal data or exercising your
rights as outlined above, please contact us using the details provided in
Part 11.

Further information about your rights can also be obtained from the
Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data,
you have the right to lodge a complaint with the Information Commissioner’s
Office.

5. What Personal Data Do You Collect?

We may collect some or all of the following personal data (this may vary
according to your relationship with us):

Name
Date of birth
Gender
Address
Personal ID
Email address
Telephone number
Business name
Job title
Bank details
Tax references

Your personal data is obtained from the following third parties:

HMRC
Previous accountants
Companies House

6. How Do You Use My Personal Data?

Under the GDPR, we must always have a lawful basis for using personal data.
This may be because the data is necessary for our performance of a contract
with you, because you have consented to our use of your personal data, or
because it is in our legitimate business interests to use it. Your personal
data may be used for one of the following purposes:

Providing and managing your account.
Supplying our services to you. Your personal details are required in
order for us to enter into a contract with you.
Communicating with you. This may include responding to emails or calls
from you.
Supplying you with information by email and post that you have opted-in to
(you may unsubscribe or opt-out at any time by clicking the unsubscribe
button on our newsletter).

With your permission and/or where permitted by law, we may also use your
personal data for marketing purposes, which may include contacting you by
email with information, news, and offers on our services.
You will not be sent any unlawful marketing or spam. We will always work to
fully protect your rights and comply with our obligations under the GDPR
and the Privacy and Electronic Communications (EC Directive) Regulations
2003, and you will always have the opportunity to opt-out.

7. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is
necessary in light of the reason(s) for which it was first collected. Your
personal data will therefore be kept for the following periods (or, where
there is no fixed period, the following factors will be used to determine
how long it is kept):

We will keep information for 7 years in case of tax (Personal or Company)
and audits and investigations.

8. How and Where Do You Store or Transfer My Personal Data?

We may store or transfer some or all of your personal data in countries
that are not part of the European Economic Area (the “EEA” consists of all
EU member states, plus Norway, Iceland, and Liechtenstein). These are known
as “third countries” and may not have data protection laws that are as
strong as those in the UK and/or the EEA. This means that we will take additional steps in order to ensure that your
personal data is treated just as safely and securely as it would be within
the UK and under the GDPR as follows.

9. Do You Share My Personal Data?

We may sometimes contract with the following third parties to supply
services to you on our behalf. These may include payment processing,
delivery, and marketing. In some cases, those third parties may require
access to some or all of your personal data that we hold.

Carey Pensions UK LLP
National Employment Savings Trust
Smart Pension
Enrolex
Aviva Insurance
Legal & General
Royal London Group

If any of your personal data is required by a third party, as described
above, we will take steps to ensure that your personal data is handled
safely, securely, and in accordance with your rights, our obligations, and
the third party’s obligations under the law, as described above in Part 8.

If any personal data is transferred outside of the EEA, we will take
suitable steps in order to ensure that your personal data is treated just
as safely and securely as it would be within the UK and under the GDPR, as
explained above in Part 8.

In some limited circumstances, we may be legally required to share certain
personal data, which might include yours, if we are involved in legal
proceedings or complying with legal obligations, a court order, or the
instructions of a government authority.

10. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us
for details of that personal data and for a copy of it (where any such
personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email
or postal addresses shown in Part 11.

There is not normally any charge for a subject access request. If your
request is ‘manifestly unfounded or excessive’ (for example, if you make
repetitive requests) a fee may be charged to cover our administrative costs
in responding.

We will respond to your subject access request within 7
working days and, in any case, not more than one month of receiving it.
Normally, we aim to provide a complete response, including a copy of your
personal data within that time. In some cases, however, particularly if
your request is more complex, more time may be required up to a maximum of
three months from the date we receive your request. You will be kept fully
informed of our progress.

11. How Do I Contact You?

To contact us about anything to do with your personal data
and data protection, including to make a subject access request, please use
the following details (for the attention of David Hassall):

Email address: evangeline@payrollbee.co.uk.

Telephone number: 07778507865.

Postal Address: Office 1, Brunswick House, Brunswick Way, L3 4BN.

12. Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary,
for example, if the law changes, or if we change our business in a way that
affects personal data protection.

Any changes will be made available on our website and in our newsletter.