Privacy Policy
Your privacy is important to us. This policy explains how we collect, use, and protect your personal information.
Last updated: 10 November 2026
Table of Contents
1. Overview
Guernsey Payroll ("we," "our," or "us") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our payroll software service.
This policy applies to:
- Our website (www.guernseypayroll.com)
- Our payroll software application
- All related services and communications
2. Information We Collect
2.1 Account Information
When you create an account, we collect:
- Name and contact details
- Company information
- Email address and phone number
- Billing and payment information
2.2 Tenant-Isolated Payroll Data
Within your secure, isolated tenant environment, we process:
- Employee personal information (names, addresses, GSSA numbers) - encrypted and isolated per tenant
- Employment details (job titles, start dates, pay rates)
- Payroll calculations and historical records
- Tax codes and pension information
- Multi-user access logs and role assignments within your tenant
- Tenant configuration settings and preferences
2.3 Technical Information
We automatically collect:
- IP addresses and device information
- Browser type and version
- Usage data and analytics
- Log files and error reports
3. How We Use Your Information
3.1 Service Delivery
- Process payroll calculations
- Generate payslips and reports
- Integrate with QuickBooks and other services
- Provide customer support
3.2 Legal Compliance
- Comply with Guernsey tax and employment laws
- Meet regulatory reporting requirements
- Respond to legal requests
3.3 Service Improvement
- Analyze usage patterns
- Improve software functionality
- Develop new features
- Ensure system security
5. Data Security
5.1 Technical Safeguards
- Encryption of data in transit and at rest
- Separation of each client's data from other clients
- Access controls so users only see the information their role allows
- Multi-factor authentication for administrative access
- Security monitoring through a SIEM solution, reviewed daily
- Regular security reviews
5.2 Administrative Safeguards
- Limited access to personal data
- Employee training on data protection
- Regular backup procedures
- Incident response protocols
5.3 Physical Safeguards
- Secure data centers with 24/7 monitoring
- Restricted physical access controls
- Environmental controls and redundancy
5.4 Employee confidentiality
Our employees are bound by a duty of confidentiality in respect of each client and that client's data. Clients are entitled to rely on that duty as an implicit non-disclosure agreement between those employees and the client. The obligation is set out in our Terms of Business, and it continues after employment and after a subscription ends.
6. Data Retention
We retain your information for as long as necessary to:
- Provide ongoing services
- Comply with legal obligations (typically 7 years for payroll records)
- Resolve disputes and enforce agreements
When you cancel your account, we will:
- Stop processing your data within 30 days
- Provide you with your data upon request
- Delete data after legal retention periods
7. Your Rights
You have the right to:
Access
Request copies of your personal information
Rectification
Correct inaccurate or incomplete data
Erasure
Request deletion of your data (subject to legal requirements)
Portability
Export your data in a structured format
To exercise these rights, contact us at privacy@guernseypayroll.com.
9. Changes to This Policy
We may update this Privacy Policy to reflect:
- Changes in our services
- Legal or regulatory updates
- Industry best practices
We will notify you of material changes by:
- Email notification
- In-app announcements
- Website banner notices
10. Contact Information
For privacy-related questions or concerns:
Address
Guernsey Payroll Ltd
St. Peter Port
Guernsey, Channel Islands