As a data processor, SGW Payroll takes your privacy seriously and will only use personal information to administer your account and to provide the products and services that you have purchased from us.
Information Collection
In order to achieve the above we need to collect certain information from you such as:
- your name
- your organisation’s name and address
- telephone number
- email address
- contact details for employees and payroll details and;
- employee’s bank account details.
Customer data will only ever be collected either by an employee of SG World on the telephone, via email, face-to-face or most likely through our secure payroll portal. It will be collected verbally, in written format or digitally.
Legal Basis for Processing Your Data
The data that we collect is processed by SGW Payroll in our offices in Crewe. Your data will never be shared with anyone outside of SGW Payroll apart from HMRC and will never be transferred by SGW Payroll outside of the EEA.
We will process your data under the legal basis of legitimate interests in providing you with a payroll service.
Data Audits
Our data is regularly audited by its ‘owners’ to ensure accuracy and relevance. Any data that is considered to be no longer relevant will be deleted (regulations permitting).
Security of Data
SGW Payroll cares about the privacy of your data. When we collect information about you we want to make sure that the information is protected from unauthorised access, loss, manipulation or destruction. This is achieved through appropriate physical, managerial and technical measures. Whilst SGW Payroll doesn’t hold ISO27001 accreditation, we do operate to many of the requirements of this standard, including regular penetration testing.
For the purpose of IT hosting, your information will be backed up to the servers of a third party. This third party IT storage provider is UK based and their servers are also based in the UK. They do not have access to your data unless we provide it.
How Long We Keep Your Data For
We’ll hold personal information:
For as long as we have reasonable business needs (6 years plus current, under HMRC guidelines), such as managing our relationship with you;
For as long as we provide a payroll service to you and then as long as legal requirements allow;
Access to Information
You have the right to access information that we hold about you. You can do this by contacting us at subjectaccessrights@sgwpayroll.com
Alternatively, you can write to us at SGW Payroll Ltd, Arnold Haase House, Duchy Road, Crewe, Cheshire CW1 6ND.
We will provide you with a copy of the data that we hold about you. We will fulfil your enquiry by sending your information electronically, unless you specify otherwise.
You also have the right to ask us to correct information that we hold about you.
In order to provide and / or amend data we may require you to verify your identity.
Right to be Forgotten
You also have a Right to be Forgotten i.e. request SGW Payroll to delete all of the data that we hold about you and to refrain from contacting you in the future. You can exercise this right by contacting us at righttobeforgotten@sgwpayroll.com
Alternatively, you can write to us at SGW Payroll Ltd, Arnold Haase House, Duchy Road, Crewe, Cheshire CW1 6ND.
We will confirm when your details have been deleted. There may be certain information such as payroll and tax information that cannot be deleted for a specific period of time.
Right to Complain
Should you feel that you have reasonable cause for complaint about the way in which SGW Payroll has processed your data you have the right to make an official complaint to the Information Commissioner’s Office (ICO). This can be done via their website www.ico.org.uk or their telephone line 0303 123 1113.
Changes to this Policy
SGW Payroll reserves the right to change this policy. We regularly review our policies and strive to make them better at all times as well as ensuring that they comply with applicable legislation.
Glossary
For the purpose of this policy:
Data Processor: SGW Payroll Ltd, Arnold Haase House, Duchy Road, Crewe, Cheshire CW1 6ND Tel:01270 500599
EEA: European Economic Area
ICO: Information Commissioners Office