Privacy Policy
Pay Hive Limited
Effective Date: 26/05/2022
Last Updated: 01/01/2026
1. Introduction
Pay Hive Limited ("Pay Hive", "we", "our", or "us") is committed to protecting your privacy and handling your personal data transparently and securely.
This Privacy Policy explains how we collect, use, store, share and protect personal information when you:
- Work through Pay Hive as an umbrella employee;
- Register with us;
- Visit our website;
- Contact us;
- Receive payroll services from us;
- Work with recruitment agencies or end clients that engage our services.
We process personal data in accordance with:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
- Privacy and Electronic Communications Regulations (PECR), where applicable.
2. Who We Are
Pay Hive Limited
Registered Office:
Unit 10a Hill View Business Park, Old Ipswich Road, Claydon, Ipswich, Suffolk, England, IP6 0AJ
Company Number: 14133380
Email: [email protected]
Telephone: 0333 307 5511
For the purposes of UK GDPR, Pay Hive Limited is the Data Controller for the personal data described in this Privacy Policy.
3. Personal Information We Collect
Depending on your relationship with us, we may collect:
Identity Information
- Name
- Date of birth
- National Insurance Number
- Passport or Right to Work documentation
- Driving licence
- Photograph (where required)
Contact Information
- Home address
- Email address
- Telephone numbers
- Emergency contact details
Payroll Information
- Bank account details
- Salary information
- Tax code
- HMRC information
- Pension details
- Student loan information
- Attachment of Earnings Orders
- Child maintenance deductions
Employment Information
- Employment history
- Job title
- Recruitment agency details
- Assignment details
- End client information
- Timesheets
- Working hours
- Holiday entitlement
- Sick leave information
Financial Information
- Expenses (where applicable)
- Payment history
- Benefits information
Compliance Information
We may collect information required to comply with legal obligations including:
- Right to Work documentation
- Anti-fraud information
- Identity verification
- Anti-money laundering checks where appropriate
Website Information
When you use our website we may collect:
- IP address
- Browser type
- Device information
- Cookie data
- Website usage analytics
4. How We Collect Information
We collect information:
- Directly from you
- From recruitment agencies
- Through our website
- From HMRC
- From pension providers
- From government agencies where legally permitted
5. Why We Use Your Information
We use your personal information to:
Provide payroll services
Including:
- Processing payroll
- Paying salary
- Administering holiday pay
- Pension administration
- Statutory payments
Meet legal obligations
Including:
- PAYE reporting
- HMRC Real Time Information submissions
- National Minimum Wage compliance
- Employment law compliance
- Pension auto-enrolment
Manage employment
Including:
- Employment contracts
- Assignment management
- Employee communications
- HR administration
Prevent fraud
Including:
- Identity verification
- Fraud prevention
- Security monitoring
6. Our Legal Basis for Processing
We process your information under one or more of the following lawful bases:
Contract
To fulfil our employment contract with you.
Legal Obligation
To comply with UK employment and tax legislation.
Legitimate Interests
To operate and improve our business, provided these interests do not override your rights.
Consent
Where required, for example certain marketing communications.
You may withdraw consent at any time where processing relies upon it.
7. Sharing Your Information
We may share personal information with:
- HM Revenue & Customs (HMRC)
- Pension providers
- Recruitment agencies
- End clients (where necessary)
- Banking providers
- Payroll software providers
- Accountants
- Auditors
- Professional advisers
- IT service providers
- Government departments
- Regulatory authorities
- Insurance providers
We only share information where necessary and ensure appropriate contractual safeguards are in place.
8. How We Protect Your Information
We implement appropriate technical and organisational measures including:
- Encryption
- Secure payroll systems
- Role-based access controls
- Multi-factor authentication
- Staff confidentiality obligations
- Cyber security monitoring
- Secure document storage
- Regular security reviews
No system is completely secure, but we continually work to protect your information.
9. How Long We Keep Information
We only retain information for as long as necessary.
Typical retention periods include:
- Payroll records - 6 years plus current tax year
- HMRC records - As required by law
- Employment records - Normally 6 years after employment ends
- Pension records - As required by pension legislation
- Right to Work records - During employment plus 2 years after employment ends
- Website analytics - Up to 26 months
- Where legal obligations require longer retention, we will retain information accordingly.
10. Your Rights
Under UK GDPR you may have the right to:
- Access your personal data
- Correct inaccurate information
- Request erasure
- Restrict processing
- Object to processing
- Request data portability
- Withdraw consent where applicable
- Lodge a complaint
Not all rights apply in every circumstance.
To exercise your rights please contact us using the details below.
11. Cookies
Our website uses cookies to:
- Operate correctly
- Improve performance
- Understand website usage
- Enhance user experience
You can manage cookies through your browser settings.
A separate Cookie Policy is available on our website.
12. Marketing
We may occasionally send information about our services where permitted by law.
You may unsubscribe at any time by:
- Clicking the unsubscribe link
- Contacting us directly
We will never sell your personal information.
13. Automated Decision Making
Some payroll calculations are automated to ensure accurate salary processing.
We do not carry out solely automated decision-making that produces legal or similarly significant effects without appropriate safeguards.
14. Data Breaches
If we become aware of a personal data breach that poses a risk to your rights and freedoms, we will:
- Investigate promptly
- Notify the Information Commissioner's Office (ICO) where required
- Notify affected individuals where legally required
15. Children's Privacy
Our services are intended for adults in employment.
We do not knowingly collect personal information from children under 16.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
The latest version will always be available on our website.
17. Contact Us
If you have any questions regarding this Privacy Policy or your personal information, please contact:
Pay Hive Limited
Email: [email protected]
Telephone: 0333 307 5511
18. Complaints
If you are unhappy with how we have handled your personal information, please contact us first so we can try to resolve your concerns.
You also have the right to complain to:
Information Commissioner's Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website:
https://ico.org.uk