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<\/strong><\/p>\n Under the Data Protection Act 1998 (the Act); the Privacy & Electronic Communications (EC Directive) Regulations 2003 and the General Data Protection Regulation (GDPR) whenever you provide any personal data to Plan-It Payroll Group Limited (\u201cThe Company\u201d), we are legally obliged to use your information in line with all laws concerning the collection, storage, processing, protection and security of such information.<\/p>\n At Plan-It Payroll, we take our responsibilities very seriously, with regard to any personal data that is shared with us. We are committed to safeguarding and respecting the privacy and security of your personal information. We endeavour to keep all personal data safe and secure and use it only for the purposes for which it was collected, and not do anything with your data that you would not reasonably expect, in order to deliver a quality payment solution.<\/p>\n This Privacy Policy (together with our terms of use and any other documents referred to herein) describes how we collect and use any personal information about you, or that you provide to us, and explains how it will be controlled and processed by us during and after your working relationship with us, in accordance with the GDPR.<\/p>\n The Company is a \u201cdata controller\u201d and a \u201cdata processor\u201d which means that we are responsible for determining the purposes and means of processing personal data and also responsible for processing personal data on behalf of a controller; deciding how we hold and use personal information about you. We are required under legislation to notify you of the information contained in this privacy notice.<\/p>\n We will only collect personal data on the basis of (a) a\u00a0contractual\u00a0agreement, (b) your\u00a0consent, (c) our\u00a0legal\u00a0obligations or (d) a\u00a0legitimate interest, in line with our specific business operations and those of our related third party suppliers.<\/p>\n This notice applies to current and former employees and contractors and it does not form part of any contract of employment or other contract to provide services. Please read the following carefully to understand our policies and practices regarding your personal data and how we will treat it. By visiting our website www.plan-itpayroll.co.ukyou are accepting and consenting to the practices described in this policy.<\/p>\n For the purpose of the Act and GDPR, the data controller is Plan-It Payroll Group Limited of 20-22 Bridge End, Leeds, United Kingdom, LS1 4DJ. Should you have any concerns relating to privacy then please visit our online enquiries form or email info@plan-itpayroll.co.uk.<\/p>\n We may collect and process the following data about you<\/strong><\/p>\n Information you give us.<\/u><\/strong><\/p>\n You may give us information about you through our registration, application or recruitment process; by filling in forms on our website www.plan-itpayroll.co.uk (our site) or by corresponding with us by phone, e-mail or post. This includes information you provide when you register to use our site; subscribe to our services; utilise the private members\u2019 area of our site; search our site; participate in discussion boards or other social media functions on our site; enter a competition; promotion or survey and when you report a problem with our site.<\/p>\n The information you give us may include (but is not limited to) your name, postal address, date of birth, gender, marital status, dependents, e-mail address and contact telephone and mobile numbers, next of kin and emergency contact information, national insurance details, unique tax reference or tax code status, payroll records, financial bank account details, debit or credit card information, your salary, pay rate, pension and benefit information, work position, work location and start date, personal description, photograph ID documents (such as copies of passport and driving licence), recruitment information (including copies of right to work documentation (ETW), references and other information as part of the application or recruitment process), employment records (including work history, training records and professional memberships or affiliations), performance, disciplinary or grievance information and other profile information about you and \/ or your business activities.<\/p>\n Where appropriate we may ask you for more sensitive personal information such as information about your health including any medical condition, health and sickness records for any health and safety reasons or insurance cover that we may have to arrange. We may ask for further information in order to assess your tax status, or if you are participating or attending one of our events. This will be made clear at the point of registration, at which stage you will have the option not to proceed.<\/p>\n Information we collect about you.<\/u><\/strong> Information we receive from other sources.<\/u><\/strong> In this case we will have informed you when we collected that data that it may be shared internally and combined with data collected on our site. We may also work closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.<\/p>\n We will only use your personal information for the purposes for which we collected it, or where the law allows us to. Most commonly, we will use your personal information in the following circumstances:<\/p>\n Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.<\/p>\n <\/p>\n \u201cSpecial categories\u201d of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:<\/p>\n Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else\u2019s interests) and you are not capable of giving your consent, or where you have already made the information public.<\/p>\n Under our obligations as an employer, we will use your particularly sensitive personal information in the following ways:<\/p>\n We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.<\/p>\n Disclosure of your information and your individual preferences<\/p>\n Occasionally we carry out surveys or other promotional activities which may be to introduce new services from Plan-It Payroll, our selected partners or for more general interest. Any participation in such surveys is entirely optional and requires express permission.<\/p>\n If you provide your consent, then we may contact you to keep you updated on our services or events. Occasionally we may include information from partner organisations. We do our best to make it easy for you to tell us how you would like us to communicate with you.<\/p>\n If you do not want us to contact you then you can opt out of our communications or indicate your preferences or preferred channel by emailing us at info@plan-itpayroll.co.uk or use our online form at https:\/\/www.plan-itpayroll.co.uk\/contact-us<\/p>\n We may share your personal information with any member in our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in the Companies Act 2006.<\/p>\n We require all the categories of information in the list above primarily to allow us to perform our contractual obligations with you and to enable us to comply with our legal obligations. In some situations we may share your personal information with selected third parties where required by law, where it is necessary to administer the working relationship or to pursue any other legitimate interests and were your fundamental rights do not override those interests. These may include:<\/p>\n We require all third parties to respect the security of your data. They are required to take appropriate security measures to protect your personal information and to treat it in accordance with the law and our policies. We do not allow our third party providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes in accordance with our instructions.<\/p>\n We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.<\/p>\n How we keep your data safe and who has access to it<\/p>\n Your information is held on systems that are maintained and managed securely by Plan-It Payroll. Once we have received your information, we will use strict procedures and security features to ensure your data is protected to prevent unauthorised access; from being accidentally lost; used or accessed in an unauthorised way, altered or disclosed.<\/p>\n We will never sell or disclose any personal data to a third party unless requested to do so by an individual request. Any request should be made in writing to info@plan-itpayroll.co.uk. We limit access to your personal information to those employees, agents, contractors and other third parties who have a business or operational need. They will only process your personal information on our instructions and are subject to a duty of confidentiality and have agreed to keep any information confidential and secure.<\/p>\n We have put procedures in place to deal with any suspected data security breach and will notify you and the applicable regulator of any such suspected breach, where we are legally required to do so.<\/p>\n Our local and cloud firewall solutions are used to block unauthorised traffic to our network and servers. Plan-It Payroll undertakes regular reviews of who has access to your information to ensure that it is only accessible by appropriately trained staff, who will also keep your information confidential. We have strict internal procedures covering the storage, access and disclosure of your information.<\/p>\n We may use external companies to collect or process data on your behalf. We do extensive checks on these companies before we work with them and agree a contract and data protection agreement prior to any work taking place, that sets out our requirements and expectations, especially regarding how they may manage personal data they collect or have access to.<\/p>\n The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (\u2018EEA\u2019). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy.<\/p>\n <\/p>\n We will hold your personal information on our systems for as long as is necessary to fulfil the purposes of which it was collected for in respect of any relevant activity. For example, we will hold payment information for a minimum period to enable us to comply with our statutory HMRC accounting, reporting and legal obligations.<\/p>\n To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.<\/p>\n In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee or contractor of the company we will retain and securely destroy your personal information in accordance with the applicable laws and regulations.<\/p>\n If you request that we stop sending you marketing materials, we will keep a record of your contact details and appropriate information that aids us to comply with your request not to be contacted.<\/p>\n <\/p>\n It\u2019s important that we keep your information up to date and accurate, as this is part of our obligation in order to comply with GDPR. We would also like to be able to stay in touch with you regarding relevant communications via the most appropriate method.<\/p>\n
We will collect additional personal information in the course of any period of work-related activities, to enable us to keep a record of your working relationship with us and in order to record how you would like to hear from us, including your marketing preferences.<\/p>\n\n
Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;<\/li>\n
We may receive information about you from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, credit reference agencies or if you use any of the other websites we operate or other services that we may provide.<\/p>\nHow will we use your information?<\/strong><\/h3>\n
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How we use particularly sensitive personal information<\/strong><\/h3>\n
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How long will we keep your personal data?<\/strong><\/h3>\n
Keeping your information up to date<\/strong><\/h3>\n