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GDPR and your Payroll

Posted: June 5, 2018

Last updated on June 15th, 2018 at 11:22 am

You will be aware that the new data protection obligations became effective from 25 May 2018.

As a payroll service provider, we handle daily confidential personal information for you and your employees.

As part of the secure exchange of private data between us, we are pleased to announce that we have launched a new client portal, ‘MyePayWindow’, which is available to all clients using epayslips. This means the days of emailing or posting payslips, P60’s, payroll reports and payroll spreadsheets have gone and the new, secure, GDPR compliant ‘MyePayWindow’ portal will allow for this information to be shared between both parties at the touch of a button. The portal also allows for employees to reset epayslip PIN numbers automatically. You will also be able to provide payroll data through the portal.

And the even better news is that this is all free to clients using epayslips. If you are currently using epayslips and would like to know more about the new MyePayWindow, please contact us to request further information, alternatively if you would like to move to epayslips and request further information please contact us and we shall arrange.

The portal will provide secure exchange of data between ourselves and your staff.

Under GDPR we (Burgess Hodgson LLP) are a Data Controller, you are also a Data Controller and have a duty to inform your employees of the following information;
– Who is preparing the payroll: Burgess Hodgson LLP
– What information we are holding and for what purpose: Information required to report to HMRC includes Title, Forename, Surname, National Insurance Number, Initials, Date of Birth, Gender, Address, UK Postcode, Payroll ID, Tax Code, NI Letter, Bank Details, Pension ytd, Pay and Tax ytd, Statutory payments / deductions ytd, Email address.

You are therefore obliged to pass the above information onto your employees in advance of the deadline.

Payroll Data Exchange – GDPR

To assist with compliance, reduce the risk of the potential €20 million or 4% of global turnover (whichever is the higher) and cut down on administrative burden, we will no longer be posting payroll reports to our clients as this is not a secure data transfer method. We therefore will be emailing all payroll reports to our payroll contacts, using a password on all documentation. Please telephone your usual payroll contact (01227 454627) to obtain your password. If you already use an agreed password, this shall remain as agreed.