Kryptonia People Solutions (“we,” “our,” or “us”) is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, store, and share your personal data when you use our payroll services.
We are a company registered in England and Wales with Company Number: 16142453 and VAT Number: 482213016.
Our Contact Details:
- Office Address: Sackville Place Business Centre, 44-48 Magdalen Street, Norwhich, NR3 1JU
- Email: Contact@kryptoniapeoplesolutions.com
- Phone: 01603339172 (Mon – Fri, 9:00-17:00)
1. The Data We Collect About You
We may collect, use, store, and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data: includes first name, last name, marital status, title, date of birth, gender, national insurance number, passport details, visa information, and driving license details.
- Contact Data: includes billing address, delivery address, email address, and telephone numbers.
- Financial Data: includes bank account details (sort code and account number) for salary payments, tax codes, student loan details, pension scheme details, and other financial deductions.
- Employment Data: includes job title, employment status, salary, hours worked, absence records (e.g., sickness, holidays), start date, leaving date, disciplinary and grievance records, performance information, and any other data relevant to your employment for payroll purposes.
- Technical Data: includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our services.
- Usage Data: includes information about how you use our services.
- Marketing and Communications Data: includes your preferences in receiving marketing from us and your communication preferences.
- Special Categories of Personal Data: In limited circumstances, and where strictly necessary for payroll processing (e.g., relating to statutory sick pay, maternity pay, or workplace adjustments), we may process information about your health. We will only do this with your explicit consent or where legally required/permitted.
2. How We Collect Your Data
We use different methods to collect data from and about you, including through:
- Direct interactions: You may give us your Identity, Contact, Financial, and Employment Data by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you:
- Engage us to provide payroll services;
- Complete forms related to your employment or payroll;
- Communicate with us regarding your payslips, tax, or pension;
- Provide feedback or contact us.
- Automated technologies or interactions: As you interact with our website (if applicable), we may automatically collect Technical Data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies, server logs, and other similar technologies.
- Third parties or publicly available sources: We may receive personal data about you from various third parties and public sources as set out below:
- Your employer: Employers who contract our services will provide us with your Identity, Contact, Financial, and Employment Data to enable us to process your payroll.
- HMRC (HM Revenue & Customs): We may receive or exchange data with HMRC for tax and national insurance purposes.
- Pension providers: Data may be exchanged with pension providers for pension scheme administration.
3. How We Use Your Personal Data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you or your employer (e.g., to provide payroll services).
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
- Where we have your explicit consent to do so (e.g., for processing special categories of data).
We rely on legitimate interest as our legal basis for processing your data where it is necessary for us to provide our services efficiently and securely, and to comply with legal obligations as a payroll provider.
Purposes for which we will use your personal data:
- Payroll Processing: To calculate and process salaries, wages, bonuses, deductions, and issue payslips.
- Tax and National Insurance: To submit PAYE data to HMRC, calculate and deduct appropriate tax and National Insurance contributions.
- Pension Administration: To facilitate pension contributions and communicate with pension providers.
- Statutory Payments: To calculate and administer statutory sick pay, maternity pay, paternity pay, etc.
- Reporting: To generate reports for your employer, HMRC, and other statutory bodies.
- Compliance: To comply with all legal and regulatory obligations related to payroll and employment law.
- Communication: To communicate with you and your employer regarding payroll queries, updates, or issues.
- Service Improvement: To improve our services and ensure data accuracy.
4. Disclosure of Your Personal Data
We may share your personal data with the parties set out below for the purposes mentioned above:
- Your employer: To provide payroll reports and related information.
- HM Revenue & Customs (HMRC): For tax, National Insurance, and PAYE compliance.
- Pension scheme providers: To administer pension contributions and schemes.
- Regulatory authorities and government bodies: When legally required to do so.
- Professional advisors: Including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services.
- Service providers: Who provide IT and system administration services.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
5. International Transfers
We do not transfer your personal data outside the UK or the European Economic Area (EEA). Should this change in the future, we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK or European Commission.
- Where we use certain service providers, we may use specific contracts approved by the UK or European Commission which give personal data the same protection it has in the UK/EEA.
6. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
7. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law, we have to keep basic information about our customers (including Contact, Identity, Financial, and Transaction Data) for six years after they cease being customers for tax purposes.
8. Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:
- Request access to your personal data (commonly known as a “data subject access request”).
- Request correction of the personal data that we hold about you.
- Request erasure of your personal data.
- Object to processing of your personal data.
- Request restriction of processing of your personal data.
- Request the transfer of your personal data to you or to a third party.
- Withdraw consent at any time where we are relying on consent to process your personal data.
If you wish to exercise any of the rights set out above, please contact us at Contact@kryptoniapeoplesolutions.com.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
9. Complaints
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
10. Changes to This Privacy Policy
We keep our Privacy Policy under regular review. This version was last updated on 25th June 2025. Historic versions can be obtained by contacting us.