Black and White Outsourcing Ltd
Scotsbridge House, Scots Hill, Rickmansworth, Herts WD3 3BB
TEL: 0845 838 0604 FAX: 0845 838 0605
Website azebra.co.uk
Registered in England and Wales number 05462661
Black and White Outsourcing Ltd
Privacy Policy
This policy applies to clients (and the employees of our clients) using the payroll services of Black and White Outsourcing Ltd. Any questions relating to our privacy policy or how we use or store clients or employees’ personal data should be sent by email to clientpayroll@zebragroup.co.uk or by post addressed to The Data Protection Officer, Black and White Outsourcing Ltd, Scotsbridge House, Scots Hill, Rickmansworth, Herts, WD3 3BB. For the remainder of this policy the employees of Black and White Outsourcing Ltd’s clients will be known as the ‘employees’.
Personal Details
• Black and White Outsourcing Ltd collects personal information or data relating to employees for legitimate business reasons in order to process payroll in accordance with HMRC guidelines and associated legislation.
• Employees will be asked to supply information only for the purpose it was intended to be used for.
• Employees’ data will be stored on our secure payroll system.
• We will only collect the personal data that we need.
• Clients should provide personal data by email or, in exceptional circumstances, over the telephone, for enquiries related to our service. For training and security purposes all calls are recorded.
Employment
• In order for us to comply with our contractual, statutory and management obligations and responsibilities, we process personal data provided to us in the “New employee starter form”, along with any necessary subsequent amendments notified to us from a person or persons authorised by the client.
• Our contractual responsibilities include those arising from payroll and personal information provided by the client. The data processed to meet contractual responsibilities includes but is not limited to data relating to: payroll, bank account details, email address, postal address, sick pay, maternity pay and pension.
• Our statutory responsibilities are those imposed through law on us as a payroll service provider. The data processed to meet statutory responsibilities includes, but is not limited to: tax, national insurance, statutory sick pay, statutory maternity or paternity pay and family leave..
Black and White Outsourcing Ltd
Scotsbridge House, Scots Hill, Rickmansworth, Herts WD3 3BB
TEL: 0845 838 0604 FAX: 0845 838 0605
Website azebra.co.uk
Registered in England and Wales number 05462661
• Our management responsibilities are those necessary for the compliant functioning of the organisation. The data processed to meet management responsibilities includes, but may not be limited to, data relating to our payroll processing services.
Sensitive Personal Data
• The act defines ‘sensitive personal data’ as information about racial or ethnic origin, political opinions, religious beliefs or other similar beliefs, trade union membership, physical or mental health, sexual life, criminal allegations, proceeding or convictions.
• In certain limited circumstances, we must legally collect and process sensitive personal data without requiring the explicit consent of an employee.
Log Data / Security
• We value employees’ privacy and security. We have taken into consideration the purpose for which employees’ data has been collected, primarily for the processing of ayroll, and we only work with security conscious companies for our payroll software, cloud-based portal, IT and phone systems.
Third Parties
• We would never sell clients or employees’ personal data to a third party. We would never share information with any other organisation for marketing, market research or commercial purposes.
• Clients and their employees’ privacy is important to us, and we will always keep any personal details secure. We may use employees’ details for contact purposes but only for matters relating to payroll processing.
• Personal data information will be provided to third parties where obligated by law. For instance, in case of a lawful request from a law enforcement authority e.g. DEA or DWP.
Requesting Access or Removal of Data
• Employers and payroll service providers (working on behalf the employer) are required by law to keep detailed records for given period of time. An employee has the right to request the removal of non-critical information such as email address and bank details if you are no longer working with our clients and using the service of Black and White Outsourcing Ltd.
• An employee can request for information to be removed from our Payroll System. This request should be made through a person authorised by the client. The name of the relevant authorised person(s) can be obtained by emailing as at clientpayroll@zebragroup.co.uk.
Black and White Outsourcing Ltd
Scotsbridge House, Scots Hill, Rickmansworth, Herts WD3 3BB
TEL: 0845 838 0604 FAX: 0845 838 0605
Website azebra.co.uk
Registered in England and Wales number 05462661
• Employees can request further information on their rights or to exercise them, by writing to us at The Data Protection Officer, Black and White Outsourcing Pay Ltd, Scotsbridge House, Scots Hill, Rickmansworth, Herts, WD3 3BB.
• After undergoing the usual security checks workers can request access to personal information by advising the type of information required and the date range of the required information.