5. DATA PROTECTION ACT 2018 and GDPR
- Details of the approach of the Company to data security and personal data privacy are detailed in the Data Processing Addendum, which may be updated as and when required by the Company. An up to date version is available at https://PayrollOptions.com/DataProcessingAddendum
- Compliance with the Data Protection Act 2018 and GDPR
- The Company shall comply with The Data Protection Act 2018 and with GDPR.
- The Company shall only retain personal data for payroll processing purposes.
- Data Protection Act 2018
- The Company shall comply with the Data Protection Act 2018 and is registered with the Information Commissioner’s Office under registration number Z5114712
- GDPR
- For the purposes of GDPR the Client is the Data Controller
- For the purposes of GDPR the Company is the Data Processor
11. SUBMISSION DEADLINES AND ACCURACY
- It is the Client Responsibility
- To ensure all instructions to the Company have been received by the Company.
- To send the initial payroll data (including all necessary pensions data) to the Company, to arrive no later than:
- Monthly and Four-Weekly Payrolls: 10:00am 11 working days before the first pay date to be processed by the Company.
- Weekly and Fortnightly Payrolls: 10:00am 8 working days before the first pay date to be processed by the Company.
- If the initial payroll data (including all necessary pensions data) is received after the above deadlines the Company will determine if sufficient time is available for the creation of the payroll and/or to calculate the appropriate pension deductions, and if so an additional charge equivalent to at least a single payroll (or payroll/pension) process will be made by the Company.
- Monthly or Four-Weekly Payrolls
- Send subsequent payroll data (including all necessary pensions data) to the Company to arrive no later than 10:00am 4 full working days before pay day.
- Payroll data (including all necessary pensions data) received by the Company after 10:00am 4 full working days before pay day will be subject to a Late Processing Surcharge of 25% of that payrolls fee if the required pay date can be achieved, as determined by the Company.
- Payroll data (including all necessary pensions data) received by the Company after 10:00am 3 full working days before pay day will be subject to a Late Processing Surcharge of 40% of that payrolls fee if the required pay date can be achieved, as determined by the Company.
- Weekly or Fortnightly Payrolls
- Send subsequent payroll data (including all necessary pensions data) to the Company to arrive no later than 10:00am 3 full working days before pay day.
- Payrolls not received by the Company before 10:00am 3 full working days before pay day will be subject to a Late Processing Surcharge of 25% or 40% of that payrolls fee, as determined by the Company, if the required pay date can be achieved as determined by the Company.
- Send accurate payroll data (including all necessary pensions data) to the Company, if more than one re-run of the payroll is required per payment period the prevailing supplementary re-run fee will be charged by the Company. A supplementary re-run fee will not be made only in the following instances:
- It is the first correction made for the payroll run
- To correct an error made by the Company
- To correct an overpayment to an employee who is leaving
- To correct a National Insurance category for an employee
12. BACS PROCESSING RESPONSIBILITIES (only for BACS enabled Clients)
- Client Responsibilities
- Maintain appropriate BACS processing limits with their sponsor bank and maintain correct bank account details for each employee.
- Check the Net Payment List received from the Company and advise the Company in writing or by email of any changes by 10:00am 2 working days before pay day.
- Check the BACS Input report each period available from BACS.
- Advise the Company of the content of ARUCS and/or AWACS reports received by the Client from BACS.
- If the Client requires a formal BACS Release process prior to transmission, the completed form should be received before mid-day 2 working days before pay date. In the event that the completed form is not received by the Company by 5:00pm 2 working days before pay date, unless instructed otherwise in writing, regarding that specific pay date, the BACS file will be transmitted and the prevailing Late BACS Release fee will be charged by the Company.
- Company Responsibilities
- Send the Client each period a Net Payment List detailing the sort code, account number and net pay of each individual to be paid.
- Transfer the payments as detailed in the Net Payment List to enable payments to be made on the pay date indicated on the payroll reports.
- The Company will not be responsible for any delay error or loss relating to BACS processing where the Client Responsibilities have not been observed.