Privacy

PRIVACY POLICY
1. Introduction
At Redbridge Systems, we take your privacy seriously. This Privacy Policy outlines how we collect, use, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018. It applies to individuals who engage with us for payroll, umbrella, PAYE, and recruitment-related services.
2. Who This Policy Covers
This policy applies to:
Clients and businesses using our payroll and staffing services
Job applicants and temporary workers we place
Employees paid through our PAYE or umbrella payroll
Website users and other individuals who contact or interact with us
3. What Information We Collect
We may collect and process the following categories of personal data:
For Payroll Services:
Full name and contact details
National Insurance number
Bank account information
Tax codes and HMRC references
Salary details and payment records
Right to work documentation
Timesheets and work schedules
For Recruitment Services:
CVs and employment history
References and qualifications
Interview notes and assessments
Job preferences and application records
Identification documents (e.g. passport, driving licence)
For Website and Communication:
Name and contact information submitted via forms or email
Technical data (e.g. IP address, browser type, time zone)
4. How We Use Your Data
We process your personal data for the following purposes:
To provide payroll services, including accurate and timely payments
To manage recruitment processes and match candidates with suitable roles
To communicate with you about job opportunities, assignments, and payments
To comply with legal obligations (e.g. tax reporting, right-to-work checks)
To respond to enquiries and provide customer support
To maintain internal records and improve our services
5. Lawful Basis for Processing
We process personal data based on one or more of the following legal grounds:
Contractual necessity – to deliver payroll or recruitment services
Legal obligation – to comply with employment and tax laws
Legitimate interest – to operate and improve our business
Consent – where you have given us permission (e.g. for marketing communications)
6. Sharing Your Data
We only share your data when necessary and with appropriate safeguards in place. We may share your personal data with:
HMRC and other government bodies
Pension providers and other payroll-related third parties
Clients receiving recruitment services
Background checking providers (where applicable)
IT service providers and data processors under strict confidentiality agreements
We do not sell or rent personal data to third parties.
7. Data Retention
We retain your data only for as long as necessary:
Payroll records: up to 6 years for legal compliance
Recruitment records: up to 12 months if no placement is made (or longer if consent is given)
Enquiry data: up to 12 months, unless further interaction occurs
When data is no longer needed, it is securely deleted or anonymised.
8. Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Request correction of inaccurate data
Request deletion where appropriate
Object to or restrict certain types of processing
Withdraw consent (where processing is based on consent)
Lodge a complaint with the Information Commissioner’s Office (ICO)
To exercise your rights, contact us at info@redbridge.systems.
9. Data Security
We implement technical and organisational measures to protect your data from loss, misuse, unauthorised access, or disclosure. This includes encrypted systems, secure storage, limited access controls, and staff training.
10. Cookies and Website Use
We may collect standard website analytics using cookies. This helps us understand user behaviour and improve the site. By using our site, you agree to the use of cookies. You can disable cookies through your browser settings.
11. Changes to This Policy
We may update this Privacy Policy occasionally to reflect changes in law or services. Any updates will be posted on our website with a revised effective date.
12. Contact Us
If you have any questions or wish to exercise your rights under this policy, please contact:
phone: 03330 049225
email: info@redbridge.systems