Privacy Policy

We collect your personal information in a number of ways:

• When you provide it to us directly on signing up to our services
• When you visit our website
• When you contact us by any means e.g. telephone, email
• When you enter prize draws or competitions
• When you engage with us on social media
• When you visit our premises that have CCTV systems. These systems may record your image for the security of you and our staff
• When you give permission to a third party to share it. We may pay for contact details of companies we believe to be interested in hearing about our services. We will always check with the data provider that you have agreed to receiving data from third parties

Collecting very specific, relevant information is a necessary part of us being able to provide you with the services and products that help you to grow your business success.

We collect the following information:
• Your name
• Your contact information including email address and phone numbers
• Copies of any documentation you provide to us
• We will keep details and recordings of your communications with us through email, telephone, in writing, in person and via social media.
• Other information related to customer surveys and/or competitions
• Details of your visits to our website, and how you came to our website, and information gathered by the use of cookies in your web browser
• Your recorded image on CCTV when you visit our premises
• For operatives, payment data, tax data, site attendance data and photographs

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.

We require this information to understand your needs and supply you with the best possible service. We use your information in the following circumstances:
• Where we need to perform the contract we, are about to enter into or, have entered into with you
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests
• Where we need to comply with a legal obligation
• To allow the functions within the 4Site app to work effectively

We can break the data we collect into the following categories:

Client Data: As a PaperPayroll customer we need to collect and use information about you, your colleagues and company to provide you with our services such as:
1. Ensuring compliance with tax and employment laws
2. Providing you with our software to enable you to submit your payment instructions
3. Responding to your queries and requests for information
4. Sending you information by email, telephone, web and post about PaperPayroll which is likely to be relevant and helpful to you – you can opt out of this at any time
5. To protect our business and your business to defend a legal claim and/or as part of the legal requirement

We will only ask you for the details that we need to enable us to carry out our contractual arrangements to ensure our service to you runs smoothly.

Freelance Operatives: As a subcontractor appointed/engaged by one of our clients we collect and use information about you to pay you as a subcontractor.
1. Ensuring compliance with tax and employment laws
2. Responding to your queries and requests for information
3. Sending you information by email, text, web and post about PaperPayroll which is likely to be relevant and helpful to you – you can opt out of this at any time
4. To protect our business and you to defend a legal claim and/or as part of the legal requirement

We will only ask you for the details that we need to enable us to make payments to you under the correct tax treatment. You can view our Freelance Operative & Freelance Consultant Privacy Policy here.

Supplier Data: We collect data from you to enable us to carry out our contractual arrangements so our relationships run smoothly.

Website Visitors: We use third party services to generate useful insights into visitors to our site and to help us manage the services we provide. This includes information such as how you use our websites, the frequency with which you access our websites, and the times that our websites is most popular.
If you would like to find out more information about what data we collect about you when you visit our websites, please click here. Please contact us if you need details about the specific legal ground we are relying on to process your personal data.

Age Limitations: We do not allow use of services and websites by anyone under 16 years old. If you know of anyone younger than 16 that has been provided us with information, please contact us and we will delete the information.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.