Privacy Policy

Apex Compliance Solutions Limited ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our umbrella payroll services.

1. Information We Collect

1.1 Personal Information

When you register with our umbrella service, we collect:

Identity Information: Full name, date of birth, National Insurance number
Contact Details: Address, email, telephone number
Financial Information: Bank account details, P45, tax code
Employment Details: Agency details, assignment information, timesheets
Documentation: Driving licence, proof of address, right to work documents

2. How We Use Your Information

2.1 Payroll Processing

Calculate and process your weekly payroll
Calculate tax and National Insurance deductions
Process expense claims
Make bank payments to your account
Generate payslips, P45s, and P60s

2.2 Legal and Regulatory Compliance

Comply with HMRC requirements (RTI submissions)
Meet PAYE and National Insurance obligations
Maintain statutory employment records
Respond to HMRC enquiries and audits
Prevent fraud and money laundering

3. Legal Basis for Processing

Contract Performance: To fulfill our umbrella employment contract with you
Legal Obligation: To comply with HMRC, tax, and employment law requirements
Legitimate Interest: To prevent fraud and maintain service quality
Consent: For marketing communications (where applicable)

4. Data Sharing and Disclosure

4.1 We Share Your Data With:

HMRC: For RTI, PAYE, and NI submissions (legal requirement)
Your Agency/Client: Assignment and timesheet information
Banks: To process your salary payments
Insurance Providers: For liability and accident cover
Accountants/Auditors: For statutory audits

4.2 We Do NOT:

Sell your personal data to third parties
Use your data for marketing without consent
Share data outside the UK/EEA without adequate safeguards

5. Data Retention

Payroll Records: 6 years after the end of the tax year (HMRC requirement)
Tax Documents: 6 years after the end of the tax year
Identity Documents: 6 years after contract termination

6. Your Rights Under UK GDPR

Right to Access: Request a copy of your personal data
Right to Rectification: Correct inaccurate or incomplete data
Right to Erasure: Request deletion (subject to legal obligations)
Right to Restriction: Limit how we use your data
Right to Data Portability: Receive your data in a structured format
Right to Object: Object to processing based on legitimate interests

To exercise any of these rights, contact us at: [email protected]

7. Data Security

Encrypted data transmission (SSL/TLS)
Secure cloud storage with access controls
Regular security audits and penetration testing
Staff training on data protection
Multi-factor authentication for system access

8. Contact Information

Apex Compliance Solutions Limited
Company Number: 16851246
Aura Business Centre, Manners Road, Newark, Nottinghamshire, NG24 1BS

Email: [email protected]
Phone: 0330 133 7733

Complaints

If you are unhappy with how we handle your data, you have the right to lodge a complaint with:

Information Commissioner's Office (ICO)
Website: https://ico.org.uk
Helpline: 0303 123 1113