Privacy Policy

Introduction

This document refers to personal data, this is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.

The Data Protection Act 2010 (DPA), Privacy and Electronic Communications Regulations (PECR) and The General Data Protection Regulation (GDPR) which is EU wide and far more extensive, seek to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. It should be noted that GDPR does not apply to information already int he public domain such as Companies House data.

Astria Precision Payroll Limited (Astria Payroll) would like to provide you with the following information:

Who we are

Astria Payroll is a payroll bureau based in Exeter, Devon.

Personal Data

Astria Payroll processes personal data. This data includes, but is not limited to:

  • Name
  • Contact details such as email, phone numbers and addresses
  • Financial information
  • Employer, employment status, job role, bank account number, employee benefits
  • National insurance number
  • Unique tax reference
  • Date of birth

Astria Payroll uses the information collected from you to provide quotations, prepare & submit payroll information and pension information along with supporting schedules.

Astria Payroll’s website uses cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. Astria Payroll’s website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using Astria Payroll’s website.

Astria Payroll only collects data from you directly or via third parties where the law allows, please see the Disclosure section below for more details.

Astria Payroll only collects the information that is necessary to provide you with services which you have engaged Astria Payroll to perform. Astria Payroll does not sell or broker your data.

Legal basis for processing any personal data

In order to perform the tasks engaged to carry out, Astria Payroll must process personal data. Without it, these could not be performed.

Consent

Through agreeing to this privacy statement you are consenting to Astria Payroll processing your personal data for the purposes outlined. You can withdraw consent at any time, however this will require you to disengage Astria Payroll as payroll providers. You can do this by contacting the relevant director using the details below.

Disclosure

Astria Payroll may on occasions pass your personal data to third parties service providers (data processors) to supply and support the services to you. Astria Payroll has contracts in place with such data processors confirming that they are compliant with GDPR. This means that the data processors cannot do anything with your personal data unless Astria Payroll has instructed them to do so. They will not share your personal data with any organisation apart from Astria Payroll. They will hold it securely and retain it for the period we instruct.

Astria Payroll does not broker or pass on information gained from your engagement with data processors without your consent. However, Astria Payroll may disclose your Personal Information to meet legal obligations, regulations or valid governmental request. The firm may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of Astria Payroll, its clients and/or the wider community. These third parties include:

  • Our business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you, including our software suppliers and IT support contractors.
  • The only transfer of personal data to a country outside the UK and the EEA is through Advance Track, our sub-contractor. The contractual conditions of this transfer comply with UK GDPR Article 28.
  • Our website providers who need to see your information in order to keep our website up and running.
  • Analytics and search engine providers who analyse information about your use of our website and help us to tailor the product and offers that we offer to you and other users.
  • HMRC and other government departments including the Department of Work and Pensions, the Child Maintenance Service and the Pensions Regulator.

Retention Policy

Astria Payroll will process personal data throughout the period in which work is carried out on a financial period/tax year and will continue to store only the personal data needed for seven years after the work has been completed. After seven years any personal data no longer needed will be deleted.

Data storage

Data is held in the United Kingdom using different servers.

Your rights as a data subject

At any point whilst Astria Payroll is in possession of or processing your personal data, all data subjects have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right of erasure – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.

In the event that Astria Payroll refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.

Astria Payroll, at your request, can confirm what information it holds about you and how it is processed

You can request the following information:

  • Identity and the contact details of the person or organisation (Astria Precision) that has determined how and why to process your data.
  • Contact details of the data protection officer, where applicable.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of Astria Payroll or a third party such as one of its clients, information about those interests.
  • The categories of personal data collected, stored and processed.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • How long the data will be stored.
  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority (ICO).
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
  • The source of personal data if it wasn’t collected directly from you.
  • Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

To access what personal data is held, identification will be required

Astria Payroll will accept the following forms of ID when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. If Astria Payroll is dissatisfied with the quality, further information may be sought before personal data can be released.

All requests should be made using the contact details below.

Complaints

In the event that you wish to make a compliant about how your personal data is being processed by Astria Payroll, you have the right to complain to Shane Cann at Astria Payroll. If you do not get a response within 30 days you can complain to the ICO.

Astria Precision Payroll Limited – Contact Details

01392 423317

2 Barnfield Crescent, Exeter, EX1 1QT

privacy@astriapayroll.co.uk

ICO – Contact Details

Wycliffe House, Water Lane, Wilmslow, SK9 5AF

0303 123 1113

casework@ico.org.uk