PRIVACY
Envizage Ltd - General Data Protection Regulations (GDPR) Privacy Policy
 

Registered Trading Premises
Envizage Ltd
119 Hillside Road
Corfe Mullen
Wimborne
Dorset
BH21 3SD
CRN 05302950 registered in England and Wales

Company Director(s)
Christopher Ian Ball

Trading Contact Details
01202 022308
0333 090 6247
07770 236385
www.envizage.net
cball@envizage.net


1. Scope

All data subjects whose data is processed by Envizage Ltd.


2. Responsibilities
  1. The Data Protection Officer/GDPR Owner, Christopher Ian Ball, Company Director, Envizage Ltd, is responsible for ensuring that this notice is placed in front of potential data subjects who will be serviced by Envizage Ltd prior to collecting/processing their personal data.
  2. This notice must be placed in front of a potential Employer or Contractor before the transfer of data pertaining to Payroll, Construction Industry Scheme (CIS) & Auto Enrolment Workplace Pension may commence, and that there exists a contract agreement between Envizage Ltd and the Employer or Contractor wishing to outsource their Payroll, Construction Industry Scheme (CIS) & Auto Enrolment Workplace Pension functions.
  3. The Data Controller (Employer or Contractor) must ensure that a copy of this notice has been placed in front of a potential data subject (Employee or Sub-contractor) when collecting data for Payroll, Construction Industry Scheme (CIS) & Auto Enrolment Workplace Pension setup.

3. What information do we collect? Envizage Ltd Fair Processing Notice

The personal data Envizage Ltd collects will be used for the following purposes (or part thereof), and in consenting you are authorising Envizage Ltd permission to perform said purposes:

  1. Unidentified and non-identifiable information pertaining to the User(s) like Site Activity e.g. pages viewed, online browsing, clicks, and actions.
  2. Registration information through contact with Envizage Ltd including name, email address, physical address and other information.
  3. Details pertaining data subjects for a fully managed Payroll, Construction Industry Scheme (CIS) & Auto Enrolment Workplace Pension on behalf of the Employer or Contractor.
  4. Email notifications to advise Employer or Contractor/authorised Payroll contacts of specific Payroll duties, legislation or changes in services.
  5. Email marketing for Employer or Contractor/authorised contacts to promote additional services that Envizage Ltd may offer which is connected to the nature of its core business.
  6. Notification to HMRC, DWP, The Pensions Regulator, True Potential LLP and any regulatory authority deemed as lawful and correct.

 4. Data Retention & Protection
  1. The personal data Envizage Ltd collects in conjunction with Payroll, Construction Industry Scheme (CIS) & Auto Enrolment Workplace Pension, is stored in an electronic format only with 2-step verification password and pin protection.
  2. All equipment and software used to produce and hold the data for Payroll, Construction Industry Scheme (CIS) & Auto Enrolment Workplace Pension, is secured within the offices of the Data Protection Officer/GDPR Owner, Christopher Ian Ball, Company Director, Envizage Ltd.
  3. Access to data is solely by the Data Protection Officer and appointed/approved Employer or Contractor representatives. All Data is backed up in Real Time, again with a 2-step verification password and pin protection, which in turn is 128-bit encrypted and protected. Envizage Ltd uses Microsoft Office Business 365 suites; and offsite cloud storage in the UK through Backup Manager and SmartVault
The personal data Envizage Ltd collects is retained in accordance to the industry guidelines as governed by HMRC, DWP, The Pensions Regulator and any other regulatory authority:
  1. FULL PAYE Payroll, Construction Industry Scheme (CIS) & Auto Enrolment Workplace Pension records are retained for three full PAYE years (April 6 – April 5th 20XX) plus the current year.
  2. PARTIAL PAYE Payroll, Construction Industry Scheme (CIS) & Auto Enrolment Workplace Pension records containing relevant data and comprising a restore file after the three full years plus the current, will be kept for up to seven years – this is the maximum time that HMRC can go back and challenge Company Records, and are used to reprint records when required. Access to the data information on these files is by strict written request of the data subject via the Employer or Contractor and will only be used in the event of an investigation by HMRC or similar regulatory authority deemed as lawful and correct. No data will be disclosed to any authority without express permission of the data subject.
  3. Envizage Ltd holds older PAYE Payroll, Construction Industry Scheme (CIS) & Auto Enrolment Workplace Pension records in paper and folders containing information and personal data prior to the GDPR’s installation 25th May 2018 – this covers PAYE years from 6th April 2012 to 5th April 2019. These files are held in locked filing cabinets and the data contained will be destroyed in accordance with the current HMRC guidelines. Additionally, Envizage Ltd have an agreement with local computer specialists, PC’s Made Simple Ltd, Parkstone, Poole, Dorset who every month use a secure document destruction firm who collect a locked storage vessel and provide a certificate of destruction. Copies of certificates are available on request by emailing cball@envizage.net

5. What is personal data?

Under the EU’s General Data Protection Regulation: Personal Data is defined as “any information relating to an identified or identifiable natural person (‘data subject’; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identify of that natural person”. 


6. What personal data do Envizage Ltd collect?

Under the guidance of HMRC and PAYE Payroll, Construction Industry Scheme (CIS) & Auto Enrolment Workplace Pension regulations, Envizage Ltd collect the following personal data in order to process:

  • Title
  • Full Name
  • Full UK Address and PostcodeDate of Birth
  • National Insurance Number (NINO)
  • Passport or Driving Licence Number (for when a NINO is not available)
  • Email Address (for use with ePayslips)
  • Job Title
  • Works Number
  • Pay Grade/Hours/Rates
  • Right to Work Card
  • Unique Taxpayer Reference (UTR)
  • Self Employed Status

7. Special categories of Personal Data
  1. Certain data are classified under the Regulation as “special categories”: Racial, Ethnic origin, Political opinions, Religious beliefs, Trade‐union membership, Genetic data, Biometric data, Health data, Data concerning a natural person’s sex life, and Sexual orientation.
  2. Consent is required for Envizage Ltd to process personal data. Envizage Ltd at the time of writing does not collect ‘special category’ personal data. If a request for ‘special category’ personal data is required, Envizage Ltd will always tell you why and how the information will be used.

8. Why does Envizage Ltd need to collect and store personal data?

Envizage Ltd are an outsourced Payroll, Construction Industry Scheme (CIS) & Auto Enrolment Workplace Pension provider for businesses in the UK (Data Processor).It is necessary to hold relevant information relating to the employees of the companies that it has a contract with. As such, Envizage Ltd is Data Processor and the client will remain Data Controller. Envizage Ltd will act on behalf of the client and use the employers’ data, so that it can:
  • Add new and maintain employee and subcontractor data held within the Payroll software
  • Process and calculate pay as well as Construction Industry deductions
  • Process and calculate pension calculations
  • Process Attachment of Earnings Orders
  • Report to HMRC liabilities and perform Full Payment Submission (FPS) and Employer Payment Summary (EPS)
  • Keep employee and employer pension scheme records up to date
  • Setup and provide an ePayslip service
  • Keep Department of Work & Pensions up to date with employee records
  • Liaise and make available employee data under legislation such as Child Maintenance Service, Court Orders and any other legal or regulatory requirements. 

9. Document Owner and Approval

The Data Protection Officer/GDPR Owner, Christopher Ian Ball, Company Director, Envizage Ltd is the owner of this document and is responsible for ensuring that this procedure will be reviewed in line with the review requirements of the GDPR. A current version of this document is available to the Employers or Contractors and Employees or Sub-contractors of the businesses that it contracts outsourced Payroll, Construction Industry Scheme (CIS) & Auto Enrolment Workplace Pension services to, on the website www.envizage.net.

This procedure was approved by the Director, Christopher Ian Ball of Envizage Ltd and is issued on a version‐controlled basis under his signature.
Signature: Chris Ball          Date: 24th December 2019, Version 2 (first published 25/05/18)
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