Last updated: 7 October 2026

Payroll Service (UK) Ltd ("PSUK", "we", "us", "our") is committed to protecting your personal information. This policy explains what personal data we collect, how and why we use it, who we share it with, how long we keep it and the rights you have. It applies to visitors to ukpayrollservices.com (payroll for accountancy practices), a website operated by Payroll Service (UK) Ltd, people who contact us or enquire about our services through it, and our clients' contacts.

1. Who we are

Payroll Service (UK) Ltd is a company registered in England & Wales (company number 07619443). Registered office: 50 The Hayes, Cardiff, CF10 1BF. Trading address: Goldcrest Drive, Cardiff, CF23 7HJ.

For the personal data described in this policy we are the data controller. You can contact us about this policy or your personal data by email at jack@payrollserviceuk.co.uk, by phone on 0800 092 6505, or by post to our registered office.

Payroll data processed for our clients: when we run payroll for a client, the client (the employer) is normally the data controller for its employees' and workers' personal data and we act as its data processor. If you are an employee of one of our clients, your employer's privacy notice explains how your payroll data is used, and you should contact your employer first about your rights. Our obligations as a processor are set out in Part B of our Terms & Conditions.

Accountancy practices: if you are an accountancy practice and we run payroll for your clients, your client (the employer) is normally the data controller for its employees' payroll data. Depending on your engagement with your client, you act as its controller or processor, and we act as processor or sub-processor on the documented instructions in our agreement with you. Part B of our Terms & Conditions applies, and we will help you meet your own obligations to your clients.

2. What information we collect

• Enquiry and contact details – your name, company name, email address, phone number and anything you tell us when you complete a form on our website, email or call us.
• How you found us – when you submit an enquiry form we also record technical details such as the page you were on, the page you first arrived on, the website or advert that referred you (for example "google / cpc" and Google's click identifier), and an analytics identifier. This helps us understand which of our marketing works.
• Client information – if you become a client, the business, contact, billing and service details we need to provide our services and run our relationship with you.
• Website usage information – information about your device and how you use our website (such as IP address, browser type, pages viewed and approximate location), collected through cookies and similar technologies where you allow them (see section 4).
• Call information – if you call us from one of our Google adverts, Google may record call details such as the time, duration and caller's area code for advertising measurement.

3. How and why we use your information

We use personal data only where the law allows us to. Our lawful bases are:

• To respond to enquiries and provide quotes – our legitimate interests in responding to people who contact us, or steps taken at your request before entering into a contract.
• To provide our services and manage our client relationships, including invoicing and collecting payment – performance of our contract with you.
• To meet our legal and regulatory obligations, such as tax, accounting, anti-money-laundering and record-keeping requirements – legal obligation.
• To measure and improve our website and advertising – your consent, which you give or refuse through our cookie banner.
• To send you service updates and, where permitted, marketing about our own services – our legitimate interests or, where required, your consent. You can opt out of marketing at any time.
• To keep our systems and data secure, and to establish, exercise or defend legal claims – our legitimate interests and, where applicable, legal obligation.

We do not sell your personal data and we do not make decisions about you based solely on automated processing that have legal or similarly significant effects.

4. Cookies, analytics and advertising

Cookies are small files stored on your device. We use strictly necessary cookies to make the website work and to remember your cookie choices. With your consent, we also use:

• Google Analytics – to understand how visitors use our website;
• Google Ads conversion tracking – to measure whether our adverts lead to enquiries; and
• Google Ads enhanced conversions – when you submit an enquiry form, the email address and phone number you enter are converted into a secure one-way code (hashed) before being sent to Google, so that Google can match the enquiry to an advert click. Google does not use this to send you emails.

These analytics and advertising tools only run in full once you accept them in our cookie banner. If you decline, Google may receive limited, cookieless information that does not identify you. You can change your choices at any time using the cookie settings button on our website or your browser settings. More information about how Google uses data is available at policies.google.com/technologies/partner-sites.

Our website also shows our Google reviews using a widget provided by Trustindex, which loads content from its servers.

5. Who we share your information with

We may share personal data with our employees and officers where necessary for the purposes above, and with:

• HMRC, The Pensions Regulator, pension providers and other public bodies where required to deliver our services or by law;
• our professional advisers, such as accountants, lawyers and insurers;
• law enforcement, regulators or courts where we are legally required to, or to establish, exercise or defend our legal rights;
• a buyer or prospective buyer of our business or assets, subject to confidentiality; and
• the service providers described in section 6.

6. Service providers and sub-processors

We use carefully selected third-party service providers to support the delivery and administration of our services. These may include payroll software providers, pension providers, cloud hosting, email and communications services, IT and security providers, and AI-assisted business and administrative tools. On this website they include our web host, Google (Analytics, Ads, Tag Manager and Workspace), our cookie-consent provider (CookieYes) and our reviews widget provider (Trustindex).

Where personal data is processed by a service provider on our behalf, we require appropriate contractual, confidentiality and data-security safeguards to be in place. We only provide service providers with personal data where necessary for the relevant purpose and seek to minimise or anonymise information wherever reasonably practicable.

Further information about our service providers and sub-processors is available on request.

7. International transfers

Some of our service providers may process information outside the United Kingdom, for example Google in the United States. Where this occurs, we take appropriate steps to ensure that the transfer is made in accordance with applicable UK data-protection law, such as relying on UK adequacy regulations (including the UK–US Data Bridge) or the International Data Transfer Agreement or Addendum approved by the Information Commissioner.

8. How long we keep your information

• Enquiries that do not lead to us working together – up to 2 years from our last contact.
• Client records – for the duration of our relationship and normally 6 years after it ends, or longer where required by law, regulation or for the defence of legal claims.
• Payroll data processed for clients – in line with our client terms and the client's instructions, subject to legal record-keeping requirements.
• Analytics data – Google Analytics data is kept for up to 14 months.

9. Keeping your information secure

We use appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. Our website uses encrypted (HTTPS) connections. No transmission over the internet is completely secure, but we take reasonable steps to protect the information you send us.

10. Your rights

Under UK data-protection law you have the right to:

• access the personal data we hold about you (free of charge in most cases);
• ask us to correct inaccurate or incomplete data;
• ask us to delete your data in certain circumstances;
• ask us to restrict how we use your data in certain circumstances;
• object to our use of your data where we rely on legitimate interests, and to direct marketing at any time;
• data portability in certain circumstances; and
• withdraw your consent at any time where we rely on consent (this does not affect processing that took place before you withdrew it).

To exercise any of these rights, contact us using the details in section 1. We will respond within one month and may need to ask you for information to confirm your identity.

If you are unhappy with how we have handled your personal data, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.

11. Third-party websites

Our website contains links to other websites. We are not responsible for the privacy practices of those websites, so please read their privacy policies.

12. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated shown at the top.