Privacy Policy

At ActualPay, we are committed to protecting the privacy and security of our clients and website visitors. This Privacy Policy explains how we collect, use, and store your personal information when you engage with our payroll, accounting, and HR services or interact with our website.

1. Information We Collect

We collect personal information that is necessary to provide our services, including but not limited to:

Employee Information: Full name, address, National Insurance number, tax information, payroll details, pension contributions, etc.
Company Information: Employer’s PAYE reference, bank account details, company address, and contact details.
Website Data: Information gathered through cookies when you visit our website, such as IP addresses, browser type, and pages visited.

2. How We Use Your Information

We use the personal and business data provided to us for the following purposes:

Payroll Processing: To ensure timely and accurate payroll services including salary calculations, deductions, and tax submissions.
Compliance: To comply with regulatory obligations such as HMRC reporting and pension auto-enrolment.
Communication: To send you payroll reports, payment confirmations, or other necessary information related to our services.
Improvement of Services: To monitor and improve our website and services based on user experience and feedback.

3. Data Sharing and Third-Party Services

We may share your data with third-party providers that assist us in delivering services to you. This includes:

HM Revenue and Customs (HMRC): For payroll and tax compliance.
Pension Providers: To manage pension contributions and auto-enrolment.
Software Providers: For secure payroll and accounting software integrations. We ensure that any third party we engage complies with strict data protection regulations and only uses your data for the intended purpose.

4. Data Security

ActualPay takes data security seriously. We implement industry-standard measures to protect your information from unauthorized access, alteration, disclosure, or destruction. These include:

Encryption: Data encryption during transmission and at rest.
Access Controls: Only authorized personnel have access to sensitive data.
Regular Audits: We conduct regular security audits to ensure our systems remain secure.

5. Your Rights

You have rights regarding your personal data, which include:

Right to Access: You can request details about the personal information we hold about you.
Right to Rectification: If any data is incorrect, you can ask us to correct it.
Right to Erasure: You can request that we delete your personal data, subject to legal and regulatory requirements.
Right to Object: You can object to certain data processing activities.

To exercise any of these rights, please contact us at:
Email: info@actualpay.co.uk
Phone: +020 3727 5590

6. Retention of Data

We retain personal data for as long as it is necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The retention period will vary depending on the nature of the data and the regulatory obligations.

7. Cookies Policy

We use cookies on our website to improve user experience, gather website traffic data, and personalize content. You can control the use of cookies via your browser settings. For more details, please review our Cookies Policy.

8. Changes to This Policy

ActualPay may update this privacy policy from time to time. Any changes will be posted on this page, and if the changes are significant, we will provide a more prominent notice.