At Umbrella Payroll Services, we are committed to protecting your privacy and ensuring that your personal information is collected, processed and stored securely.
Umbrella Payroll Services is a trading style of SG Umbrella Limited, registered in England and Wales under company number 10067877.
This Privacy Policy explains how we collect, use, share and protect personal information when you visit our website, submit an enquiry or use our umbrella payroll services.
We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Information We Collect
We may collect personal information when you contact us, complete an enquiry form, register for our services or use our umbrella payroll solutions.
Depending on the nature of your enquiry or engagement, this information may include:
- Full name
- Email address
- Telephone number
- Residential address and postcode
- Date of birth
- National Insurance number
- Employment and assignment details
- Recruitment agency or end-client information
- Job title and employment history
- Contract rates, working hours and assignment dates
- Timesheets and expense information
- Salary, earnings and payroll details
- Tax codes and PAYE information
- Bank account details for salary payments
- Pension contribution information
- Student loan repayment information
- Statutory payment and leave information
- Identity documents and right-to-work information
- Correspondence relating to your employment or payroll
- Technical information, including IP addresses, browser details and website usage data
Where necessary for employment, payroll or statutory purposes, we may also process more sensitive information, such as health information relevant to statutory sick pay, maternity or other statutory entitlements.
We may receive information directly from you or from recruitment agencies, employment businesses, end clients, pension providers and other organisations involved in administering your employment and payroll.
We only collect information that is relevant to the services we provide or our legal obligations.
2. How We Use Your Information
Umbrella Payroll Services may use personal information to:
- Respond to enquiries about umbrella employment and payroll services
- Register contractors and employees for our services
- Verify identity and right-to-work eligibility
- Prepare and administer employment documentation
- Process timesheets and assignment information
- Calculate wages, deductions and net pay
- Operate PAYE and National Insurance deductions
- Process salary payments
- Administer workplace pension contributions
- Calculate and process holiday pay
- Manage statutory sick pay and other statutory payments
- Process eligible expenses and reimbursements
- Prepare payslips and payroll statements
- Communicate with recruitment agencies and end clients
- Respond to payroll queries and employment-related enquiries
- Maintain accurate employment and financial records
- Prevent fraud and protect our business
- Improve our website and customer services
- Comply with employment, tax, pension and other legal requirements
- Send relevant service updates and marketing communications where permitted by law
We do not sell your personal information to third parties.
3. Legal Basis for Processing Personal Information
Under the UK GDPR, we must have a lawful basis for collecting and processing personal information.
Depending on the circumstances, we may rely on the following lawful bases:
Contractual Necessity
We process information where necessary to enter into or fulfil an employment contract or another agreement with you.
This may include processing payroll, administering employment arrangements and making salary payments.
Legal Obligations
We process certain information to comply with UK employment, tax, pension and other statutory requirements.
This may include reporting information to HM Revenue & Customs (HMRC), maintaining payroll records and carrying out right-to-work checks.
Legitimate Interests
We may process information to operate and improve our business, manage relationships with recruitment agencies, respond to enquiries, maintain security and prevent fraud, provided these interests do not override your rights.
Consent
We may rely on your consent for certain activities, such as optional marketing communications or non-essential website cookies.
Where consent is used, you can withdraw it at any time.
Where we process special category personal data, we will also identify an appropriate additional condition under data protection legislation, such as meeting employment, social security or social protection obligations.
4. Sharing Your Information
We may share personal information with trusted organisations where necessary to provide our services or comply with legal obligations.
These may include:
- HM Revenue & Customs (HMRC)
- Recruitment agencies and employment businesses
- End clients and organisations responsible for contractor assignments
- Banks and payment processing providers
- Payroll software and administration providers
- Workplace pension providers
- Employment and HR service providers
- Identity verification and right-to-work checking providers
- Accountants, auditors and professional advisers
- Website hosting and IT service providers
- Customer relationship management platforms
- Legal advisers and regulatory authorities
- Other organisations where disclosure is required by law
For example, we may share relevant employment and assignment information with a recruitment agency to verify timesheets, confirm payment arrangements or resolve payroll queries.
We may also share payroll and tax information with HMRC to meet statutory reporting requirements.
We only share personal information where there is an appropriate lawful basis and a legitimate reason to do so.
Where third parties process personal information on our behalf, we require appropriate contractual and data protection safeguards.
5. Payroll and Employment Information
As an umbrella payroll provider, we may process personal information relating to employment, taxation, pensions and salary payments.
This information is necessary to administer payroll accurately and meet applicable legal obligations.
Payroll information may include:
- Gross and net earnings
- Income Tax and National Insurance deductions
- Pension contributions
- Holiday pay calculations
- Student loan deductions
- Statutory payments
- Expenses and reimbursements
- Employment start and leaving dates
- Payroll reference numbers
- P45 and P60 information
Certain payroll and employment records must be retained for statutory periods.
We take appropriate measures to protect this information and restrict access to authorised personnel and service providers.
6. How We Protect Your Information
Umbrella Payroll Services takes reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.
These measures may include:
- Secure storage of payroll and employment records
- Password protection and access controls
- Restricted access to sensitive personal information
- Secure electronic communication and data transfer
- Appropriate IT security procedures
- Regular review of data handling practices
- Confidentiality obligations for relevant personnel and service providers
Access to personal information is limited to individuals who require it for legitimate business, employment or legal purposes.
Although we take precautions to protect personal information, no electronic transmission or storage system can be guaranteed to be completely secure.
7. How Long We Keep Your Information
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected or to comply with applicable legal obligations.
Retention periods depend on the type of information and the reason it is held.
For example:
- Enquiry Information: May be retained for a reasonable period to respond to enquiries and manage follow-up communications.
- Employment Records: May be retained for the duration of employment and an appropriate period afterwards to meet legal and contractual requirements.
- PAYE Records: Are generally retained for at least three years after the end of the tax year to which they relate.
- Financial and Accounting Records: May be retained for six years or longer where required by law.
- Pension Records: Are retained in accordance with applicable workplace pension legislation and regulatory requirements.
- Right-to-Work Records: Are generally retained for the duration of employment and two years after employment ends.
- Marketing Information: May be retained until you unsubscribe or withdraw consent, where consent applies.
Some records may need to be retained for longer where required for legal claims, regulatory investigations or other lawful purposes.
When information is no longer required, we securely delete or anonymise it.
8. Cookies and Website Analytics
Our website may use cookies and similar technologies to support website functionality, monitor performance and understand how visitors use our services.
Cookies are small text files stored on your device when you visit a website.
The types of cookies we may use include:
- Essential Cookies: Required for the website to function correctly.
- Analytics Cookies: Help us understand website traffic and visitor behaviour.
- Functional Cookies: Remember preferences and improve website usability.
- Marketing Cookies: Support advertising activities and measure campaign performance.
Where required by law, we obtain consent before placing non-essential cookies on your device.
You can manage your cookie preferences through your browser settings or any cookie controls available on our website.
9. Your Data Protection Rights
Under UK data protection legislation, you have certain rights regarding your personal information.
These include:
- Right of Access: Request a copy of the personal information we hold about you.
- Right to Rectification: Request correction of inaccurate or incomplete information.
- Right to Erasure: Request deletion of personal information in certain circumstances.
- Right to Restrict Processing: Ask us to limit how your personal information is processed.
- Right to Data Portability: Request the transfer of certain personal information to another organisation.
- Right to Object: Object to certain processing activities, including direct marketing.
- Right to Withdraw Consent: Withdraw consent where we rely on it as the lawful basis for processing.
These rights are subject to applicable legal conditions and exemptions.
We may be required to retain certain employment, payroll and tax records even where a deletion request has been made.
To exercise your rights, please contact us using the contact details provided on our website.
We will respond to valid requests within the timeframes required by applicable data protection legislation.
10. Marketing Communications
We may contact you with information about our umbrella payroll services, employment solutions or relevant business updates where permitted by law.
Marketing communications may be sent by email, telephone or other appropriate channels.
Where consent is required, we will obtain it before sending marketing communications.
You can opt out of marketing communications at any time by following the unsubscribe instructions provided or contacting us directly.
Opting out of marketing will not prevent us from sending essential communications relating to your employment, payroll or existing services.
11. Third-Party Websites
Our website may contain links to external websites operated by third parties.
Umbrella Payroll Services is not responsible for the privacy practices, security or content of these websites.
We recommend reviewing the privacy policies of external websites before providing personal information.
12. International Data Transfers
Some third-party service providers may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we ensure that appropriate safeguards are in place in accordance with UK data protection legislation.
These may include UK adequacy regulations or approved contractual arrangements.
You can contact us to request further information about applicable international data transfer safeguards.
13. Children’s Privacy
Our umbrella payroll services are intended for individuals seeking employment and payroll services, recruitment agencies, employers and other business organisations.
We do not knowingly collect personal information directly from children through our website unless there is a lawful and legitimate reason to do so.
Where we process information relating to young workers, we apply the relevant employment and data protection requirements.
If we become aware that personal information has been collected without an appropriate lawful basis, we will take reasonable steps to delete it unless retention is legally required.
14. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our business operations, website functionality, services or legal requirements.
Any updates will be published on this page.
We recommend reviewing this policy occasionally to remain informed about how we handle your personal information.
15. Contact Us
If you have any questions about this Privacy Policy, how we process personal information or your data protection rights, please contact us using the contact details provided on our website.
Umbrella Payroll Services
A trading style of SG Umbrella Limited
Registered in England and Wales
Company Number: 10067877
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
We encourage you to contact us first so that we can address any concerns directly.