Privacy & Cookie Policy

1. Introduction

Welcome to wagewisepayroll.co.uk (the "Site"). This policy sets out how Wage Wise Payroll Solutions Ltd ("we", "us", "our") collects, uses, protects and shares personal information of users ("you") when you visit or use this Site. It also explains your rights under UK data protection law, including the UK GDPR and the Data Protection Act 2018, and your rights under PECR concerning cookies and electronic communications.

If you do not agree with any part of this policy, please stop using the Site.

2. Data controller & contact information

We are the data controller for the personal data processed through this Site. For further details, please contact us via this website or see the footer of this website.

3. What personal data we collect & how

We collect and process the following categories of personal data:

If we ever collect any special category data (e.g. health, religion), we will only do so with your explicit consent and appropriate safeguards. Currently we do not collect such data.

4. Use, sharing & disclosure of personal data

• We do not sell or rent your personal data to third parties.
• We may share data with service providers (data processors) such as email marketing platforms (e.g. MailChimp), analytics providers (e.g. Google Analytics) or payment processors - but only to the extent necessary to provide services, and subject to data processing agreements.
• We may disclose personal data if required by law (e.g. court order, legal obligation) or to protect our rights, safety or property.
• If any sharing involves transfer outside the UK / EEA, we will ensure appropriate safeguards (e.g. Standard Contractual Clauses) are in place.

5. International transfers

Where personal data is transferred outside the UK or the EEA (e.g. servers, third-party providers), we will use legal safeguards such as:

• Standard Contractual Clauses (SCCs)
• Ensuring the recipient country offers adequate protection
• Requiring additional safeguards (encryption, anonymisation)

We will provide you with further details on request.

6. Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, or to comply with legal obligations. For example:

• Contact form / enquiry data: retained for 2 years
• Email marketing list: until you unsubscribe or withdraw consent
• Analytics data: aggregated / anonymised after 24 months
• Server logs: retained for 90 days

When retention is no longer necessary, we will securely delete or anonymise the data.

7. Your rights

Under UK GDPR, you have the following rights (subject to certain conditions and exemptions):

• Right to be informed - you have the right to know how your data is used
• Right of access - you can request a copy of your personal data
• Right to rectification - you can ask for corrections to inaccurate data
• Right to erasure ("right to be forgotten") - you can request deletion in certain cases
• Right to restriction of processing - you can request limiting how data is used
• Right to data portability - you can receive your data in a usable format
• Right to object - you can object to processing based on legitimate interests or for direct marketing
• Right not to be subject to automated decision-making / profiling - if any such processing is used

If you wish to exercise any of these rights, please contact us via our website. We will respond within one month (or extended to two months if complex).

You also have the right to withdraw consent at any time (for processing based on consent) without affecting previously lawful processing.

If you believe we are not handling your data properly, you may lodge a complaint with the Information Commissioner's Office (ICO) via ico.org.uk or by telephone.

8. Cookies & tracking technologies

What are cookies

Cookies are small text files placed on your device when you visit websites. They allow sites to recognise you, remember your preferences, track usage and more.

Types of cookies we use

• Essential / strictly necessary cookies: required for core site functionality (e.g. session management, security)
• Performance / analytics cookies: to gather information on how you use our site (e.g. Google Analytics)
• Functional cookies: to remember your preferences (e.g. language, theme)
• Marketing / advertising cookies: to deliver relevant adverts, track clicks, retargeting

We also use third-party cookies (e.g. analytics providers, advertising partners).

Consent & control

When you first visit the Site, we display a cookie banner / consent mechanism asking you to accept or decline non-essential cookies.

You can manage or withdraw your consent at any time via our cookie settings panel or via your browser settings (see below). Disabling non-essential cookies may reduce functionality or affect your user experience.

Browser controls

Most browsers allow you to refuse or delete cookies. Check your browser's "Settings", "Preferences" or "Privacy & Security" section for options.

Please be aware that blocking certain cookies may prevent the site from working properly or disable certain features.

9. Data security

We take appropriate technical and organisational measures to ensure the security and confidentiality of personal data. These may include:

• Encryption (TLS / SSL for data in transit)
• Secure servers and firewalls
• Access controls and least-privilege policies
• Regular security audits, monitoring and updates
• Routine backups and disaster recovery planning
• Staff training and policies for data protection

We review and update these measures periodically to mitigate risks of loss, unauthorised access, alteration or disclosure.

10. Accountability, governance & privacy by design

We maintain records of processing activities and periodically review our practices to ensure compliance with data protection principles (lawfulness, fairness, transparency, data minimisation, integrity, confidentiality) under UK GDPR and the Data Protection Act 2018.

Where required, we conduct Data Protection Impact Assessments (DPIAs) for processing that may pose high risk to individuals' rights and freedoms.

11. Children & minors

Our Site is not intended for or targeted at children under 16. We do not knowingly collect personal data from minors without parental or guardian consent.

If you believe we have collected personal data from a child under 16 without consent, please contact us and we will delete the data.

12. Email marketing & promotional messages

If you subscribe to our newsletter or marketing list:

• We collect minimal required data (name, email) with your explicit consent
• Emails may include tracking (opens, clicks, IP address, timestamps) to analyse engagement
• All emails include an easy "unsubscribe / opt-out" link or instructions
• You may manage your preferences at any time or contact us to withdraw your consent
• We comply with UK GDPR and PECR when sending marketing communications

13. Changes to this policy

We may update this policy from time to time (e.g. when we change processing, services or legal requirements). The Effective date at the top will change, and we will notify changes in a suitable way (e.g. banner notice, email if relevant). Please check this page periodically.

14. Links to third-party sites

Our Site may include links to third-party websites or services. We have no control over their content or practices. This policy does not cover how they handle your data - you should review their privacy policies.

15. Severability & interpretation

If any provision of this policy is found invalid or unenforceable, that part will be limited or removed, and the rest remains in effect. Headings are for convenience and do not affect interpretation.