Redbridge Systems

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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