Privacy Policy
1. Introduction
Responsive Payments Limited ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website at responsive-payments.co.uk or contact us in connection with our payroll services.
We are registered in England and Wales (Company Number: 17023027) with our registered address at 7 Blue House Road, Hebburn, Tyne And Wear, NE31 2NB, United Kingdom.
This policy is written in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. What Personal Data We Collect
We may collect the following categories of personal data:
2.1 Information You Provide Directly
- Your full name
- Your email address
- Information about your client type (contractor, agency, or business)
- Details of your payroll service enquiry or requirements
- Any other information you choose to include in your enquiry
2.2 Information Collected for Payroll Services
When you engage our payroll services, we may collect additional personal data necessary to provide those services, including but not limited to:
- Identity documentation (passport, driving licence)
- National Insurance number
- Bank account details
- Tax information
- Employment or engagement details
- Right to work documentation
2.3 Technical Information
When you visit our website, we may automatically collect certain technical information, including your IP address, browser type, and pages visited. This is collected through essential cookies and standard web server logs.
3. How We Use Your Personal Data
We use your personal data for the following purposes:
- Responding to enquiries: To respond to your contact form submissions and email enquiries.
- Providing payroll services: To set up and manage your payroll account, process payments, and administer your payroll records.
- Legal compliance: To comply with our legal and regulatory obligations, including tax and employment law requirements.
- Service improvement: To improve the quality and relevance of our services.
- Communication: To communicate with you about your payroll, service updates, and any matters relevant to your account.
4. Legal Basis for Processing
We process your personal data on the following legal bases:
- Consent: Where you have given us your consent to process your data, for example when submitting an enquiry form.
- Contract: Where processing is necessary for the performance of a contract with you, or to take steps at your request before entering into a contract.
- Legal obligation: Where processing is necessary to comply with a legal obligation to which we are subject.
- Legitimate interests: Where processing is necessary for our legitimate interests, provided those interests are not overridden by your rights and interests.
5. Cookies
Our website uses cookies to ensure it functions correctly and to improve your experience. We use the following types of cookies:
5.1 Essential Cookies
These cookies are necessary for the website to function and cannot be switched off. They include cookies that remember your cookie consent preference.
5.2 Analytics Cookies
With your consent, we may use analytics cookies to understand how visitors use our website. This helps us improve the site and our services. You can accept or reject non-essential cookies using the cookie banner when you first visit our site.
You can change your cookie preferences at any time by clearing your browser's local storage or adjusting your browser settings.
6. How We Share Your Data
We do not sell your personal data to third parties. We may share your data in the following limited circumstances:
- Service providers: We may share data with trusted third-party service providers who assist us in operating our business, subject to appropriate data processing agreements.
- Legal requirements: We may disclose your data where required by law, court order, or regulatory authority.
- Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.
7. Data Retention
We retain your personal data for as long as is necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
For payroll clients, we retain records in accordance with HMRC requirements and applicable employment law. For general enquiries, we retain contact information for a reasonable period to manage our business relationship.
8. Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. These measures are reviewed and updated regularly.
9. Your Rights
Under UK GDPR, you have the following rights in relation to your personal data:
- Right of access: You have the right to request a copy of the personal data we hold about you.
- Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data.
- Right to erasure: You have the right to request that we delete your personal data in certain circumstances.
- Right to restriction: You have the right to request that we restrict the processing of your personal data in certain circumstances.
- Right to data portability: You have the right to receive your personal data in a structured, commonly used format.
- Right to object: You have the right to object to the processing of your personal data in certain circumstances.
- Rights related to automated decision-making: You have rights in relation to automated decision-making and profiling.
To exercise any of these rights, please contact us at [email protected].
10. Complaints
If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. You can contact the ICO at ico.org.uk or by calling 0303 123 1113.
We would, however, appreciate the opportunity to address your concerns before you contact the ICO, so please contact us in the first instance.
11. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.
12. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
- Email: [email protected]
- Address: Responsive Payments Limited, 7 Blue House Road, Hebburn, Tyne And Wear, NE31 2NB, United Kingdom
- Company Number: 17023027