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Employee Privacy Notice Template

For employers using PayAdjust — customise and provide to your employees

For Employers

As the data controller for your employees' personal data, you are required under UK GDPR to provide a privacy notice explaining how their data is processed. This template covers your use of PayAdjust. Replace all [EMPLOYER NAME] placeholders with your organisation's name before distributing to employees.

Employee Privacy Notice

[EMPLOYER NAME]

About This Notice

This notice explains how [EMPLOYER NAME] processes your personal data for payroll purposes using the PayAdjust platform. [EMPLOYER NAME] is the data controller for your employment data. PayAdjust Ltd acts as our data processor.

Data We Collect

To process your payroll, we collect and store the following data in PayAdjust:

  • Full name, email address, date of birth, and gender
  • National Insurance number and tax code
  • Bank account details (account number, sort code, account holder name)
  • Salary, pension contributions, and employment dates
  • Address (for HMRC reporting)
  • Starter declaration and previous employment details (if applicable)
  • Auto-enrolment assessment and opt-out records

Why We Process Your Data

PurposeLawful Basis
Calculating and paying your wagesContractual necessity (employment contract)
Deducting tax and National InsuranceLegal obligation (PAYE Regulations 2003)
Pension auto-enrolmentLegal obligation (Pensions Act 2008)
Reporting to HMRC (RTI)Legal obligation (PAYE Regulations)
Providing you payslip accessLegal obligation (Employment Rights Act 1996)

Who Has Access to Your Data

  • [EMPLOYER NAME] payroll administrators — staff authorised to manage payroll
  • PayAdjust Ltd — our payroll platform provider (data processor). See PayAdjust's Privacy Policy for details on their sub-processors.
  • HMRC — as required for RTI submissions and tax reporting
  • Your pension provider — for auto-enrolment contributions

Data Security

Your data is protected by PayAdjust's security measures including AES-256 encryption of sensitive fields (NI number, bank details), mandatory multi-factor authentication, and row-level security policies. All data in transit is encrypted via TLS.

How Long We Keep Your Data

  • Payroll and tax records: 6 years after the end of the tax year
  • Pension records: 6 years from enrolment
  • Pension opt-out records: 4 years
  • Bank details: deleted within 1 month of your final payment

Your Rights

Under UK GDPR, you have the right to:

  • Access your data — you can download a copy of all your data from the PayAdjust Settings tab
  • Rectify inaccurate data — contact [EMPLOYER NAME] payroll team
  • Erase your data (subject to legal retention requirements) — contact [EMPLOYER NAME] payroll team
  • Restrict processing of your data
  • Receive a portable copy of your data in JSON format
  • Object to processing based on legitimate interests

To exercise your rights, contact [EMPLOYER NAME]'s payroll team. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

Contact

For questions about how your payroll data is processed, contact:

  • [EMPLOYER NAME] payroll team: [EMAIL ADDRESS]
  • PayAdjust privacy enquiries: privacy@payadjust.com

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