Privacy Policy

• Through communications you send us by telephone, post, email or through any other means.
• Through forms, or questions we ask through various. channels relating to services about which you are enquiring.
• When you register with us and set up an account to receive our services or products.
• When you use our services.
• When you apply to work for us.

What we collect about you

‍This privacy policy sets out how Pay Check Limited uses and protects the information we collect. We process the personal data of clients, suppliers, contractors, potential clients, and workers. The data we process includes only what we need to provide the service, product or information you have requested, and includes:

• Information that you provide to us when enquiring about our services.
• Information that you provide to us when entering into a contract.
• Information that you provide to us to subscribing to our e-newsletter.
• Information you choose to give us when making an application to work for us.
• Information you provide directly or indirectly when recruited to work for us.
• Any other information you provide to us, including business cards.
• Cookies and IP addresses are set if you provide us with consent.

The data you provide to us may include:

Clients and enquiries

• Name and contact information, including email address, telephone number, company name and job title.
• Personal data which allows us to verify your identity and nationality.
• Services of interest and details relevant to those services.
• Details of services we have provided / are providing.
• Name, contact details and salary information of your workers.

Workers, suppliers and applicants

• Name, contact information, including email address and telephone number.
• Personal data which allows us to verify your identity and nationality.
• Job position information.
• Work experience, references and interview notes.
• Other relevant employment information.

Pay Check Limited will also receive data about you from a number of third parties to meet the following purposes:

1. ‍Other relevant employment information.
2. For the purpose of informing and notifying you of relevant services and products in which you may be interested, and to provide you with useful data, news and information.
3. For the purposes of analytics and statistics to help us improve our website.
4. For anti-money laundering checks.

What we do with your personal data

‍We promise that we shall only use your data in the way you wish, and we shall always respect your privacy. We process your data for the following purposes, and under the following legal grounds:

Purpose:

‍To provide you with our services and deal with enquiries or requests about them to contract with you and to help us provide or administer our services. To identify your preferences, needs to ensure we provide you with the best possible service.

Legal basis:

‍The processing is necessary to meet contractual obligations into which you have entered as a customer, supplier or worker. In other words, we use your personal information to fulfil the
services you have asked us to provide.

Purpose: To process your service request, collect payment and keep you informed of status and changes.

Legal basis: The processing is necessary to meet contractual obligations into which you have entered as a client, supplier or worker. In other words, we use the personal information you have provided to fulfil the services you have asked us to provide.

Purpose: To keep you informed and updated on relevant services and products in which you may be interested. To maintain records of current, past and potential clients, suppliers and workers. For marketing research purposes, conducting customer satisfaction surveys. To verify your identity. To send you emails and newsletters that you have asked for. To provide you with useful data, news and information by post and email. To maintain your contact preferences. To administer our website and keep it secure. To monitor emails coming in and out of the business, which may contain personal data.

Legal basis: For our legitimate business interests. We have conducted a legitimate interest assessment to make sure our business interests will not override your interests. You will be able to opt out at any time.

Purpose: For the prevention of crime and fraud.

Legal basis: To meet our legal obligations.

Purpose: To verify compliance with the terms and conditions governing the use of our website. To set cookies for analysis and statistics to help us improve our services and respond to your website visits in order to improve our services. To set cookies that enable us to understand more about you, and place digital advertisements to individuals who appear similar to you.

Legal basis: Your consent.

Purpose:  To fulfil our obligations to government bodies and law enforcement agencies. For example, if it is necessary to comply with a current judicial proceeding, a court order or a legal process serviced on our websites.

Legal Basis: Where the law requires us to disclose your personal data our legal basis for doing so shall be Legal Obligation.

Purpose:  Sharing your personal data with data processors who act under our instructions to provide services in compliance with relevant data protection laws.

‍Legal basis: Contractual Obligation.

Special category data:  We shall only process health or other special category data (health, ethnicity) where you have provided us with explicit consent to do so, or where such information is required for employment purposes

Where we store your information

‍Your personal data may be stored, processed, and transferred outside the United Kingdom (UK) or EEA so that we can use your personal data as described in this policy.

Where this is the case, we will make sure that any transfers of your personal information from one country to another comply with those data protection and privacy laws which apply to the UK and the EU.

We will only transfer your personal data to countries that have been deemed to provide an “adequate” level of protection for personal data by the UK and/or the EU.

Where we use service providers based outside the UK and EEA, we may use specific contract clauses approved for use in the UK and the EU, which give personal data the same protection it has in the UK and/or the EU.

Links to other websites

Our website may contain links to and details of other websites that are outside our control and are not covered by this Privacy Policy. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites. If you visit other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours. It will be helpful for you to read their Privacy Policy and Cookie Policy before providing them with your personal data.

Privacy and cookies

‍We will ask you to accept or reject our use of cookies before we apply them, in accordance with the terms of this policy when you first visit our website. For more information about how we use cookies, please see our cookie policy https://paycheck.co.uk/cookie-policy/.

Data Security

‍We are committed to ensuring that your information is secure, so your information will be held in a secure environment, and access to it will be restricted according to the “need to know” principle. To prevent unauthorised access or disclosure we have put in place suitable physical, technical, electronic, organisational and managerial procedures to safeguard and secure the information we collect online. We use state of the art technology for processing and storing data, and data transfers, including encryption, and access control. Your personal data is processed with confidentiality and integrity. Pay Check Limited is certified to ISO 27001 (data security) and ISO 9001 (quality management systems).

When we share your personal information

‍We shall keep your personal data within Pay Check Limited and our trusted third parties data processors and professional advisers except:

• Where disclosure is required by law, for example to public authorities, government bodies and law enforcement agencies.
• Pay Check Limited may share your personal data with our group companies who may also process the data under our instruction.
• We may also share your personal data with data processors who act under our instructions to provide services with confidentiality and integrity in compliance with relevant data protection laws, for example:
  - Providers of office, contractual and email systems.
  - IT and Technical support companies
  - Marketing agencies and suppliers
  - Insurance brokers
  - Employment agencies
  - Social media and analytics platforms
  - Companies who handle criminal records checks

Where we share data with agents and sub-contractors, we will ensure that is supported by a written contract and that your data is treated confidentially and securely, and in accordance with data
protection legislation. Our contract with them will not allow them to use your information for anything other than the fulfilment of our contract with you.

How long we keep your personal information

The actual period for which we store your personal information will vary depending on the type of personal information and how it is used. All personal data will be held in accordance with our
company retention and deletion policy. We only keep your information for as long as it is needed for each of the activities, we have identified in this privacy notice, so that we may offer and provide our services to you. We will also keep your data for as long as is required to meet our legal or regulatory obligations. We may ask for your consent to retain your information where it may be useful - for example in the case of future re-employment by Pay Check.

Where your information is no longer required or is no longer relevant, we will ensure it is disposed of securely.

Your rights and control over your personal data

‍Under the general data protection regulation, you have rights over how your data is processed. These are summarised below. To exercise any of these rights, please contact dpo@paycheck.co.uk or write to the address below.

Access your personal data by making a subject access request:

You have the right at any time to ask us what personal information we hold about you, and to provide with a copy. As data controller, we will be as clear and transparent as possible and uphold any requests for data disclosure as soon as possible. If you repeatedly make such requests, we will be entitled to charge a reasonable fee for the second and subsequent requests.

To protect your privacy and security we may need to verify your identity before disclosing or deleting your data. Due to the bespoke and personalised nature of our services, it may take up two weeks for an amendment to become effective but we will do all we can to ensure the delay is kept to a minimum.

Rectification of your information:

‍The accuracy of your personal data is important to us. You can rectify, update, or ask us to amend any data that is incorrect or out of date, including your address and contact details, at any time. If you believe that the information, we hold about you is incorrect or incomplete, please tell us as soon as possible. Proof of identity may be required in some circumstances.

Erasure of your information where this is justified:

‍You have the right to ask us to delete the information that we hold about you if, for example, you consider that this information is no longer necessary for the purpose for which we collected it. This is sometimes referred to as “the right to be forgotten”; However, we will retain just enough of your personal data to ensure that the restriction is respected in the future.

Suspend processing:

‍The right to ask us to suspend processing of your data if: (i) you consider that it is inaccurate; or (ii)its processing is unlawful but you do not wish us to delete it; or (iii) we no longer require the databut you need us to keep it for a legal claim; or (iv) you object to the processing and we are verifying whether we have a legitimate reason to continue processing it.
‍
Object to the processing of your information where this is justified:

‍You have the right to object to your personal data being processed for marketing and research purposes. From the very first communication from us and every marketing communication we send after will include the ability for you to unsubscribe or object. Where our processing of your personal data is based on your consent, you have the right to withdraw that consent at any time and at no charge.

Data Portability:

‍The right to be provided with a copy of the data that we hold about you in a commonly used electronic format. This is sometimes referred to as “data portability”.

Contact Us:

‍If you wish to exercise any of these rights, or request details of personal information which we hold about you, or have any questions about this policy or your personal data, please contact us:

Address:      DPO, First Floor, Battersea Studios 2, 80-82 Silverthorne Road, Battersea, London, SW8 3HE.
Email:          dpo@paycheck.co.uk
Telephone : +44(0) 207866 4600
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The right to make a complaint to the data protection regulator:

‍if you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the supervisory authority. If you wish to lodge a
complaint or seek advice from a supervisory authority, please contact the Information Commissioner’s Officer (ICO). The ICO is the UK’s independent body set up to uphold your rights to
data privacy. The ICO can be contacted at:

Address:      The Office of the Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
‍Telephone:  +44(0) 303 123 1113
‍Website:       www.ico.org.uk

Changes to this Policy
‍From time to time this policy will be updated if there are any changes in the way Pay Check Limited processes your personal data. You are advised to review this policy on a regular basis. This policy is effective from 28th April 2023