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Privacy Policy

Last Updated: December 15, 2025

Apex Umbrella Solutions ("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

1.2 Automatically Collected Information

• Website usage data (cookies, IP address, browser type)
• Login times and system access logs
• Device information for mobile app users

2. How We Use Your Information

We process your personal data for the following purposes:

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

2.3 Service Delivery

• Communicate with you about your payroll
• Provide customer support
• Send important service updates
• Administer your account

3. Legal Basis for Processing

We process your data under the following legal bases:

• 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
• Legal Advisors: Where necessary for legal compliance

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

We retain your personal data for the following periods:

• 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
• Correspondence: 6 years or as required by law

6. Your Rights Under UK GDPR

You have the following rights:

• 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
• Right to Withdraw Consent: For marketing communications

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

7. Data Security

We implement appropriate technical and organisational measures to protect your data:

• 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
• Regular backups and disaster recovery procedures

8. Cookies and Website Tracking

We use cookies to improve your website experience. See our Cookie Policy below for details. You can control cookies through your browser settings.

9. International Data Transfers

Your data is stored and processed within the United Kingdom. We do not transfer data outside the UK/EEA except where:

• We have your explicit consent
• There are adequate safeguards in place (e.g., Standard Contractual Clauses)
• It is necessary for contract performance

10. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect data from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or website notice. The "Last Updated" date at the top indicates when the policy was last revised.

12. Your Rights and Complaints

12.1 Contact Us

For any privacy-related queries or to exercise your rights:

Email: [email protected]
Address: Data Protection Officer, Apex Umbrella Solutions, 23 Greenland Court, Sheffield, S9 5GD
Phone: 0330 133 7733

12.2 Complaints

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

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

13. Cookie Policy

13.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us provide a better service and analyse how visitors use our site.

13.2 Types of Cookies We Use

Essential Cookies (Always Active):

• Session management and authentication
• Security and fraud prevention
• Load balancing

Functional Cookies (Optional):

• Remember your preferences
• Language and region settings

Analytics Cookies (Optional):

• Understand how visitors use our site
• Improve website performance
• Track calculator usage (anonymized)

13.3 Managing Cookies

You can control and delete cookies through your browser settings. Please note that disabling essential cookies may affect website functionality.

14. Contact Information

Apex Umbrella Solutions
Company Number: 16851246
23 Greenland Court, Sheffield, England, S9 5GD

Email: [email protected]
Phone: 0330 133 7733