Privacy Policy

1. Who We Are

PAYCORE Group ("Paycore", "we", "us", "our") operates a network of sector specialist employer of record (EOR) providers across the UK. We act as a data controller for our own business purposes and as a data processor when processing personal data on behalf of our EOR network providers and their clients. For data protection and privacy enquiries, contact the Compliance Department on compliance@paycoregroup.co.uk. ICO Registration Number: [INSERT ICO NUMBER].

2. What Personal Data We Collect

2.1 Website Visitors

IP address, approximate location, browser, OS, device, pages visited, time on pages, referral source, and information you provide via contact forms or enquiries.

2.2 Clients and Business Contacts

Names, job titles, business email and phone, company name, address, registration number, billing details, and records of communications.

2.3 Workers Processed Through the Paycore Network

We may process (as data processor) full name, DOB, contact details, NI number, tax codes, bank details, salary/pay/hours, pension membership and contributions, right to work and identity documents, employment contract details, emergency contacts, statutory payment records, HMRC correspondence (P45, P60, P11D), and similar.

2.4 Special Category Data

We may process limited special category data where required by law or for employment (e.g. health for SSP, disability for reasonable adjustments), only where we have a lawful basis under Article 9 UK GDPR.

3. How We Use Your Data

We use your data for: providing EOR network services (contract); payroll, pensions, statutory payments (legal obligation and contract); AML/KYC oversight (legal obligation and legitimate interests); HMRC reporting and RTI (legal obligation); pension auto enrolment and TPR reporting (legal obligation); right to work and identity checks (legal obligation); enquiries, quotes, client relationships (legitimate interests); website analytics (consent via cookies); marketing where opted in (consent); legal claims (legitimate interests).

4. Who We Share Your Data With

We share only where necessary with: HMRC; The Pensions Regulator; pension providers (e.g. NEST, NOW: Pensions); banking and payment providers; identity verification providers; IT and hosting (e.g. AWS under DPAs); professional advisors; EOR providers in our network; regulatory and law enforcement when required. We do not sell personal data or share for marketing without your consent.

5. International Data Transfers

UK operations data is primarily stored and processed in the UK and EEA. Where we transfer outside the UK we use UK GDPR safeguards (e.g. ICO-approved standard contractual clauses, adequacy decisions, or binding corporate rules). You may request details of safeguards from our DPO.

6. How Long We Keep Your Data

Payroll/CIS: 6 years from end of tax year; pension records: 6 years minimum (or scheme rules); AML/KYC: 5 years from end of business relationship; right to work: 2 years after employment ends; employment/HR records: 6 years after employment ends; client contracts: 6 years after contract ends; analytics: 26 months; marketing consent: until withdrawn plus 1 year; CCTV (if applicable): 30 days unless needed for investigation. After retention, data is securely deleted or anonymised.

7. Your Rights Under UK GDPR

• Right of access (subject access request; we respond within one month)
• Right to rectification
• Right to erasure (where no compelling reason to retain)
• Right to restriction
• Right to data portability
• Right to object (to processing based on legitimate interests)
• Rights regarding automated decision-making (we do not use fully automated decisions with legal/similar effect)

Contact the Compliance Department on info@paycoregroup.co.uk. We respond within one calendar month (extension up to two further months for complex requests, with notice within the first month).

8. Complaints

You may lodge a complaint with the ICO: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Tel: 0303 123 1113. Website: ico.org.uk. We ask that you contact our Compliance Department first so we can try to resolve your concerns.

9. Changes to This Policy

We review this policy at least annually and when there is a material change. The date at the top shows when it was last updated. Where changes are significant we will notify affected individuals where practicable.

10. Contact

For questions about this privacy policy or our use of your data, contact the Compliance Department on compliance@paycoregroup.co.uk.