Privacy Policy

Effective Date: 06/07/24
Last Updated: 12/01/25

Branch Services Ltd (“we,” “our,” or “us”) is committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, store, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Introduction

This Privacy Policy applies to individuals and businesses using our payroll services, including PAYE, Umbrella, and CIS models. We collect and process personal data responsibly, securely, and transparently.

By using our services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We collect personal and financial data necessary for payroll processing and compliance with UK regulations. This includes:

• Personal Information: Full name, date of birth, National Insurance number, tax codes, and contact details.

• Employment Details: Job title, salary, working hours, and employer information.

• Banking Information: Account details for salary payments.

• Compliance Data: Documents for Right to Work verification, HMRC submissions, and tax obligations.

• Communications Data: Records of interactions via email, phone, or website inquiries.

3. How We Use Your Data

We process personal data to provide payroll services, ensure compliance with HMRC regulations, and improve our services. This includes:

• Processing salaries and making tax and National Insurance deductions.

• Submitting payroll data to HMRC and pension providers.

• Verifying Right to Work documents and compliance with employment regulations.

• Responding to queries and customer support requests.

• Enhancing security and preventing fraud.

We will not use your data for marketing purposes without your explicit consent.

4. Legal Basis for Processing Data

We process personal data under the following legal bases:

• Contractual Obligation: To fulfil our agreement with you for payroll services.

• Legal Compliance: To meet HMRC, tax, and employment regulations.

• Legitimate Interests: To improve and secure our services.

• Consent: For any non-essential data processing activities.

5. Data Sharing & Disclosure

We do not sell or share your personal data with third parties for marketing purposes. However, we may share data with:

• HMRC & Other Government Bodies: For tax compliance and legal obligations.

• Pension Providers: To facilitate workplace pension contributions.

• Banking Institutions: For salary payments and transactions.

• Legal & Regulatory Authorities: If required for fraud prevention or law enforcement.

We ensure all third parties handling your data comply with UK GDPR and data protection laws.

6. Data Storage & Security

We store your data securely using encrypted systems and industry-standard security measures. We take the following precautions to protect your information:

• Secure data encryption for storage and transfers.

• Access controls and authentication measures.

• Regular data audits and compliance checks.

• Staff training on data protection regulations.

7. Data Retention Policy

We retain personal data only as long as necessary to comply with legal, regulatory, and business requirements. Generally, payroll records are kept for at least six years, in line with HMRC guidelines.

After this period, data will be securely deleted or anonymized unless retention is required for legal obligations.

8. Your Data Rights

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

• Right to Access: Request a copy of the data we hold about you.

• Right to Rectification: Request corrections to inaccurate or incomplete data.

• Right to Erasure: Request deletion of your data when no longer necessary.

• Right to Restrict Processing: Request a temporary halt to data processing.

• Right to Data Portability: Request data transfer to another service provider.

• Right to Object: Object to data processing based on legitimate interests.

To exercise any of these rights, contact us using the details provided below.

9. Cookies & Website Tracking

Our website uses cookies to enhance user experience, analyze site performance, and ensure security. Cookies are small text files stored on your device that help improve site functionality and tailor content to your preferences.

9.1 Types of Cookies We Use

• Essential Cookies: Necessary for the core functionality of our website.

• Analytical Cookies: Help us track website performance and improve usability.

• Functional Cookies: Store user preferences for a personalized experience.

9.2 Managing Cookies

Users can manage or disable cookies through their browser settings. Note that restricting cookies may impact website functionality.

10. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Users will be notified of significant changes, and continued use of our services constitutes acceptance of the updated policy.

11. Contact Us

For any questions about this Privacy Policy or your data rights, please contact us:

• Email: [email protected]

• Phone:0330 520 0660

• Address: International House, 50 Essex Street, London, WC2R 3JF

By using Branch Services, you acknowledge and agree to this Privacy Policy.