Privacy Policy

Last updated: January 2025

1. INTRODUCTION

Alpine Payroll Limited ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website at www.alpine-payroll.com (the "Website") or when you engage our services.

We are a data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Our registered office is at 5 Brayford Square, London, England, E1 0SG.

By using our Website or services, you consent to the collection and use of your personal data as described in this Privacy Policy.

2. INFORMATION WE COLLECT

2.1 Information You Provide to Us

We may collect and process the following personal data that you provide to us:

  • Contact Information: Name, email address, telephone number, postal address
  • Business Information: Company name, job title, business address
  • Service Enquiries: Information you provide when requesting a consultation or service
  • Correspondence: Any communications you send to us via email, contact forms, or other means

2.2 Information We Collect Automatically

When you visit our Website, we may automatically collect certain information about your device and how you interact with our Website, including:

  • IP address
  • Browser type and version
  • Operating system
  • Pages visited and time spent on pages
  • Referring website
  • Date and time of visit

For more information about cookies and similar technologies, please see our Cookie Notice.

2.3 Information We Receive from Third Parties

We may receive personal data about you from third parties, such as:

  • Business partners or service providers
  • Publicly available sources
  • Referral partners

3. HOW WE USE YOUR INFORMATION

We use your personal data for the following purposes:

3.1 To Provide Our Services

  • Processing payroll and related services
  • Managing client relationships
  • Providing HR support and business consultancy
  • Submitting RTI returns to HMRC
  • Administering pension schemes

3.2 To Communicate With You

  • Responding to your enquiries and requests
  • Sending service-related communications
  • Providing customer support
  • Sending important updates about our services

3.3 To Improve Our Services

  • Analysing how our Website is used
  • Improving our Website and services
  • Developing new services

3.4 Legal and Regulatory Compliance

  • Complying with legal obligations
  • Responding to legal requests
  • Protecting our rights and interests
  • Preventing fraud and ensuring security

4. LEGAL BASIS FOR PROCESSING

We process your personal data on the following legal bases:

  • Contract: To perform our contract with you or to take steps at your request before entering into a contract
  • Legal Obligation: To comply with our legal obligations, such as HMRC reporting requirements
  • Legitimate Interests: To operate our business, improve our services, and communicate with you, where such interests are not overridden by your rights
  • Consent: Where you have given us explicit consent to process your personal data for specific purposes

5. DATA SHARING AND DISCLOSURE

5.1 Third-Party Service Providers

We may share your personal data with third-party service providers who assist us in operating our business and providing our services, including:

  • IT service providers and hosting companies
  • Payment processors
  • Professional advisors (lawyers, accountants)
  • Subprocessors as set out in our Data Processing Addendum

All third parties are required to maintain appropriate security measures and use your personal data only for the purposes we specify.

5.2 Regulatory Authorities

We may disclose your personal data to regulatory authorities, including HMRC, when required by law or to comply with legal obligations.

5.3 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your personal data may be transferred as part of that transaction. We will notify you of any such change in ownership or control.

5.4 With Your Consent

We may share your personal data with other parties when you have given us explicit consent to do so.

6. DATA RETENTION

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including:

  • For the duration of our business relationship
  • As required by law (e.g., HMRC requires payroll records to be kept for at least 3 years)
  • To resolve disputes and enforce our agreements

When personal data is no longer needed, we will securely delete or anonymise it in accordance with our data retention policies.

7. DATA SECURITY

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction, including:

  • Encryption of data in transit and at rest
  • HTTPS encryption for all website communications
  • Security headers to protect against common web vulnerabilities (XSS, clickjacking, MIME-sniffing)
  • Access controls and authentication
  • Regular security assessments
  • Staff training on data protection
  • Secure backup and disaster recovery procedures

However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

8. YOUR RIGHTS

Under UK GDPR, you have the following rights regarding your personal data:

8.1 Right of Access

You have the right to request a copy of the personal data we hold about you.

8.2 Right to Rectification

You have the right to request correction of inaccurate or incomplete personal data.

8.3 Right to Erasure

You have the right to request deletion of your personal data in certain circumstances (the "right to be forgotten").

8.4 Right to Restrict Processing

You have the right to request that we restrict the processing of your personal data in certain circumstances.

8.5 Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, and machine-readable format.

8.6 Right to Object

You have the right to object to processing of your personal data based on legitimate interests or for direct marketing purposes.

8.7 Right to Withdraw Consent

Where we process your personal data based on consent, you have the right to withdraw that consent at any time.

8.8 Right to Lodge a Complaint

You have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your personal data in accordance with data protection laws.

ICO Website: https://ico.org.uk
ICO Helpline: 0303 123 1113

9. INTERNATIONAL DATA TRANSFERS

Your personal data is primarily processed and stored in the United Kingdom. If we transfer your personal data outside the UK/EEA, we will ensure appropriate safeguards are in place, such as:

  • Adequacy decisions by the European Commission or UK government
  • Standard contractual clauses
  • Other approved transfer mechanisms

10. CHILDREN'S PRIVACY

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have collected personal data from a child, please contact us immediately.

11. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will:

  • Update the "Last updated" date at the top of this Privacy Policy
  • Notify you of material changes via email or a prominent notice on our Website
  • Obtain your consent where required by law

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

12. CONTACT US

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Alpine Payroll Limited
5 Brayford Square
London
England
E1 0SG

Phone: 03030 0332 14
Email: cs@alpine-payroll.com
Attention: Data Protection Officer

13. RELATED DOCUMENTS

This Privacy Policy should be read in conjunction with:

Last updated: January 2025