1. Introduction

At Hansards Resourcing Ltd, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information in compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

By using our website or engaging with our services, you agree to the collection and use of your data in accordance with this policy.

2. Who We Are

Hansards Resourcing Ltd is a payroll service provider based in Wolverhampton, UK, specialising in payroll solutions for businesses in the private healthcare sector. Our registered address is:

Flat 28b, Ruskin Road, Wolverhampton, WV10 8DJ
Company Number: 16291659
VAT Number: 488625831

We are the data controller for the personal data you provide us.

3. Information We Collect

We may collect the following types of personal data:

a. Personal Information:

  • Clients: Name, job title, company name, contact details (email, phone, address)
  • Employees (Payroll clients): Name, address, date of birth, NI number, salary details, tax code, bank account details, emergency contact details
  • Suppliers/Contractors: Contact details, payment information, business details

b. Financial Information:

  • Payment details for services provided (bank account, credit/debit card details, etc.)
  • Payroll-related information, including salary and tax data

c. Usage Data:

  • Information on how you use our website and services, including IP addresses, browser types, and user activity.

d. Communication Data:

  • Correspondence with us via email, phone, or other communication channels.

4. How We Use Your Information

We use the personal data we collect for the following purposes:

  • Providing our services: To manage and process your payroll, provide reports, submit tax returns, and manage payments.
  • Communication: To communicate with you regarding our services, updates, or other necessary information related to your account.
  • Legal compliance: To comply with legal obligations (e.g., tax reporting, HMRC submissions).
  • Customer service: To respond to your queries, complaints, and feedback.
  • Marketing (optional): To send you marketing communications about our services (only if you have opted in). You can unsubscribe at any time.

5. Legal Basis for Processing Your Data

We process personal data under the following legal bases:

  • Contractual necessity: We need to process your personal data to provide our payroll services (e.g., managing payments, tax filing).
  • Legal obligation: We are required to process certain data to comply with legal and regulatory requirements (e.g., HMRC tax reporting).
  • Consent: Where we send marketing communications, we will do so only if you have provided your consent.
  • Legitimate interests: We may process data to improve our services, detect fraud, or protect our business operations, provided your rights are not overridden.

6. Data Sharing and Disclosure

We do not sell or rent your personal information to third parties. However, we may share your data with the following types of third parties:

  • HMRC: For payroll tax filings and compliance purposes.
  • Pension Providers: For managing auto-enrolment and pension contributions.
  • Banks or Payment Processors: For processing payroll payments.
  • Suppliers/Contractors: Only as necessary for the provision of our services (e.g., software providers, hosting services).
  • Legal and regulatory authorities: Where required by law, we may disclose your information to government bodies, regulators, or law enforcement agencies.

7. Data Retention

We retain personal data for as long as necessary to fulfill the purposes outlined in this policy or as required by law. For example, payroll records are kept for a minimum of 6 years to comply with HMRC requirements.

Once the data is no longer needed, we will securely delete or anonymize it.

8. Your Data Protection Rights

You have the following rights in relation to your personal data:

  • Right to access: You can request a copy of the personal data we hold about you.
  • Right to rectification: You can request corrections to any inaccuracies in your personal data.
  • Right to erasure: You can ask us to delete your personal data in certain circumstances.
  • Right to restriction: You can request that we limit the processing of your personal data.
  • Right to portability: You can request a copy of your personal data in a structured, commonly used format for transfer to another provider.
  • Right to object: You can object to the processing of your personal data in certain circumstances, including direct marketing.

To exercise any of these rights, please contact us at info@hansardsresourcing.com or call 01902 239243.

9. Data Security

We take the security of your personal data seriously and employ appropriate technical and organisational measures to protect it from unauthorized access, alteration, disclosure, or destruction. This includes encryption, secure storage, and regular security audits.

However, no method of transmission over the internet or electronic storage is completely secure. While we strive to protect your data, we cannot guarantee absolute security.

10. Cookies

We may use cookies to enhance your experience when using our website. Cookies are small files stored on your device that allow us to remember your preferences and improve site functionality. You can manage your cookie settings through your browser settings.

For more information on how we use cookies, please refer to our Cookie Policy.

11. International Transfers

Your personal data may be transferred to, and stored at, a destination outside the UK or the European Economic Area (EEA) where necessary for the provision of our services. We will ensure that appropriate safeguards are in place to protect your personal data during such transfers, in accordance with applicable data protection laws.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. We will notify you of any significant changes by posting the updated policy on our website, with the effective date clearly stated.

13. Contact Us

If you have any questions, concerns, or requests regarding your personal data or this Privacy Policy, please contact us at: