Privacy notice

1. Who we are

Intelligent Payroll Limited is a UK payroll bureau. We are registered in England and Wales with company number 10466186, and our registered office is Linley House, Dickinson Street, Manchester, M1 4LF. We are registered with the Information Commissioner’s Office (ICO) under number ZA240756.

This notice explains how we collect and use personal data when we are the “controller”, meaning we decide how and why it is used. That covers our clients’ directors and staff who deal with us, prospective clients, people who attend our events or visit our website, and our suppliers and partners.

If you have questions about this notice or your data, contact Minhaz Moosa, Director, at minhaz.moosa@intelligentpayroll.co.uk or on 0161 524 7696.

2. If you are paid through a payroll we run

If your employer uses us to run its payroll, your employer is the controller of your payroll data and we process it on its behalf, under a written contract and only on its instructions. Your employer’s own privacy notice explains how your data is used, and any request about your payroll data should be made to your employer. If you contact us directly, we will pass your request to them.

3. What we collect

• Contact and identity details, such as name, job title, employer, email address, phone number and business address.
• Anti-money laundering information about our clients’ directors and owners, such as proof of identity and address, date of birth and the results of electronic identity checks.
• Account and billing details, such as the company bank details used for Direct Debit, and payment records.
• Communications, such as emails, call notes, meeting records, feedback survey responses and recordings of telephone calls. We will tell you at the start of a call if it is being recorded.
• Marketing information, such as how you found us, your interest in our services, event registrations and your marketing preferences.
• Website information, such as IP address, device and browser type and pages visited, collected through cookies as described in our cookie notice.

We collect this from you directly, from your organisation, from your accountant or other adviser if they refer you to us, from lead generation partners where you have asked to be contacted about payroll services, from identity verification providers, and from public sources such as Companies House.

4. How we use it and our legal basis

5. Who we share it with

We share personal data only where needed, with:

• software and IT providers that host or support our systems, including our CRM, payroll, accounting, document storage, project management and e-signature tools;
• payment providers that collect our fees and, where clients use our payment service, make payroll payments;
• identity verification providers that carry out our anti-money laundering checks;
• our professional advisers, insurers and auditors;
• HMRC, The Pensions Regulator, the National Crime Agency, the ICO and other authorities where the law requires;
• a buyer or successor if all or part of our business is sold.

Our providers act on our instructions under contracts that protect your data. We do not sell your personal data.

6. If you apply for a job with us

When you apply for a role, we collect the information in your application, such as your name, contact details, CV, work history, qualifications, right to work information and any notes from interviews. We use it to assess your application, communicate with you and, if you are successful, to prepare your employment.

Our legal basis is taking steps at your request before entering into a contract, our legitimate interest in recruiting for our business, and, where the law requires it, a legal obligation, such as checking your right to work in the UK.

We use an applicant tracking system provided by JOIN to advertise roles and manage applications. JOIN processes your data on our instructions under a written contract, and you will also be shown JOIN’s own privacy information when you apply.

If we do not offer you a role, we keep your application for 6 months in case a similar role comes up and to deal with any questions about our decision, then delete it. If you ask us to keep your details on file for longer, we will do so only with your agreement, and you can withdraw that at any time.

7. Use of technology and AI

We use software, including tools that use artificial intelligence, to help us organise and carry out our work. Our staff review outputs before they are relied on, and we do not use AI to make decisions about you that have legal or similarly significant effects.

8. International transfers

Some of our providers store or access data outside the UK. Where they do, we make sure the transfer is protected, either because the destination is covered by UK adequacy regulations (including the EEA, and certified organisations under the UK Extension to the EU-US Data Privacy Framework) or through the International Data Transfer Agreement or the EU standard contractual clauses with the UK Addendum. You can ask us for more detail.

9. How long we keep it

• Client records, including contracts, correspondence and billing: six years after our relationship ends.
• Anti-money laundering records: five years after our relationship ends, as the law requires.
• Prospective client and marketing records: for as long as we reasonably believe you may be interested in our services. We review these records periodically and delete them when that is no longer the case, or sooner if you ask us to or opt out of marketing.
• Recruitment records: as set out in section 6.
• Call recordings: 12 months, unless we need to keep a recording longer for a specific query or claim.
• Website and cookie data: as set out in our cookie notice.

We may keep data longer where needed for a legal claim or where the law requires it.

10. Your rights

You have the right to ask for a copy of your personal data, to have it corrected or deleted, to restrict or object to how we use it (including an absolute right to object to direct marketing), to have it transferred to you or another organisation, and to withdraw consent where we rely on it. To exercise any of these rights, contact us using the details in section 1. We will respond within one month. Some rights are limited by law; for example, we must keep anti-money laundering records.

11. Security

We protect personal data with technical and organisational measures appropriate to the risk. We hold Cyber Essentials certification, our team is UK-based, and payroll data is exchanged through a secure portal rather than by email.

12. Complaints

If you are unhappy with how we have handled your data, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

13. Changes to this notice

We may update this notice from time to time. The date at the top shows when it was last changed.