Privacy Notice - Payroll Service

Summary Who are we What information do we collect about you How do we collect your personal information? Why and how do we use your personal information? What if you fail to provide personal information? Why and how do we use your sensitive personal information? Change of purpose Who has access to your personal information? Your rights in connection with your personal information Changes to this privacy notice (payroll) HR and Personnel Matters

Summary

This Privacy Notice outlines how the Suffolk Association of Local Councils (SALC) collects, processes, and protects personal data in relation to our payroll services. It applies to all councils and their employees utilising our payroll services.

Who are we

SALC is a not-for-profit organisation supporting local councils in Suffolk. We act as a data controller for personal information processed through our payroll services. Our registered office is:

Units 1 and 2, Hillview Business Park, Claydon, Ipswich, IP6 0AJ

For payroll-related inquiries, please contact us at:


What information do we collect about you

To provide payroll services, we collect the following personal data:

  • Employer Information :  Council name, HMRC Employer and Accounts Office reference numbers, contact details.

  • Employee Information :  Full name, address, date of birth, National Insurance number, tax code, bank details, pay scale, hours worked, holiday entitlement, sickness records, and pension details.

  • Employment Documents :  P45, P60, employment contracts, and any other relevant correspondence.

  • Special Category Data :  Health-related information, such as sickness or maternity leave, processed only with explicit consent or where required by law.

This data is collected through forms provided by SALC, secure emails, phone communications, or via the SALC portal.

Legal Basis for Processing

We process personal data based on the following legal grounds:

  • Contractual Necessity:  To fulfil payroll agreements with councils.

  • Legal Obligation:  Compliance with tax and employment laws, including submissions to HMRC and pension providers.

  • Consent:  For processing special category data, such as health information, where required.

  • Legitimate Interests:  To maintain accurate payroll records and resolve disputes.


How do we collect your personal information?

SALC collects personal information when you join our payroll service. This is primarily done through three standard forms: the Application to Payroll Service Form, the HMRC New Starter Checklist, and the SALC New Employee Form. Additional information may also be provided securely via email, over the phone, or through the SALC portal—either directly from you, the council, or, in some cases, a third party (e.g. a solicitor acting on your behalf).

While there is no statutory or contractual obligation for you to provide this information, failing to do so may prevent us from processing payroll accurately or at all.

Your personal data may be stored in several systems, including our internal databases, Brightpay payroll software, and secure email systems.


Why and how do we use your personal information?

Your personal data is used to:

  • Process payroll accurately and timely.

  • Calculate and remit tax, National Insurance, and pension contributions.

  • Generate and distribute payslips and year-end documents (P45, P60).

  • Ensure compliance with statutory obligations.

  • Address payroll-related queries and disputes.


What if you fail to provide personal information?

If you do not provide certain personal information when requested, we may be unable to process your payroll accurately—or at all. This could prevent us from delivering the payroll service and may result in non-compliance with legal obligations. Additionally, it may limit your ability to exercise certain statutory rights, such as eligibility for tax reliefs, pensions, or statutory payments.


Why and how do we use your sensitive personal information?

We only collect and process sensitive personal data—also known as special category information—when the law permits. This includes information about your health or any criminal convictions and offences, and is processed in line with employment law and our data protection policy.

We will always inform you in advance of the specific information we need and why it is required, allowing you to decide whether to provide your consent. Consent is entirely optional and can be withdrawn at any time.

We may need to process this information to:

  • Manage specific employment-related requirements that directly impact payroll

  • Comply with statutory rights and obligations

  • Determine eligibility for statutory payments such as SSP (Statutory Sick Pay), SMP (Statutory Maternity Pay), SPP (Statutory Paternity Pay), and SHPP (Shared Parental Pay)

  • Support effective HR or personnel processes where relevant

Wherever possible, this information is anonymised or collected with your explicit written consent.

We may also process sensitive data—without consent—where it is necessary for the establishment, exercise, or defence of legal claims.

Change of purpose

We will only use your personal information for the purposes for which it was collected—specifically, to deliver the payroll service you have requested.

If you withdraw from the service, we may wish to retain your personal information in case of future queries relating to historic payroll activity. In such cases, we will seek your explicit consent before retaining your data. You have the right to withdraw this consent at any time.

Who has access to your personal information?

Your personal information may be shared internally within SALC for the purposes of delivering the payroll service, and with the council by which you are employed. We will not share your personal information with third parties during the payroll process unless specific authorisation has been provided by the council—for example, in cases involving legal representation or proceedings.

Your rights in connection with your personal information

You have the right to:

  • Access :  Request a copy of your personal data held by SALC.

  • Rectification :  Correct inaccurate or incomplete data.

  • Erasure :  Request deletion of your data, subject to legal obligations.

  • Restriction :  Limit the processing of your data in certain circumstances.

  • Objection :  Object to processing based on legitimate interests.

  • Data Portability :  Request transfer of your data to another service provider.

Changes to this privacy notice (payroll)

This Privacy Notice is reviewed annually and was last updated on 4th June 2025. Any changes will be communicated to affected parties and updated on our website.

HR and Personnel Matters

If our Payroll Officer is required to liaise with a third party—such as a solicitor or ACAS—on behalf of the council, a separate data sharing agreement will be issued to the council to obtain formal consent before any personal matters are discussed. Written authorisation from the council must be provided to SALC before any personal information is shared.

Please click this link to view our full terms and conditions.