Shape Payroll understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, shapepayroll.com (“Our Site”) and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
If you do not have a relationship with us but we hold your personal data, for example your employer uses our system to process payroll, this notice does not apply, and your employer is responsible for your personal data. Please contact your employer directly to access or manage the data they hold on you. We will not share data held by your employer in our system with anyone unless compelled to do so by law.
Who We Are
"Our site" or "our system" or "Shape Payroll" means www.shapepayroll.com and app.shapepayroll.com, a payroll application owned by Source Shaper Limited.
When we say 'we', 'us', or 'our' or 'our site' we mean Source Shaper Limited (company number 7853742).
What Does This Policy Cover?
What Is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
How Do You Collect My Personal Data?
The data we collect from you is either:
a) Provided directly by you; for example, if you fill in a form on our site, or sign up for an account.
b) Gathered automatically; for example, your Internet Protocol (IP) address, your web browser 'User Agent' and which pages of our site you visit.
c) Provided by HMRC in response to requests you have initialised; for example, a NINO verification request.
We use Stripe to process payments. When you enter a credit card the details are transmitted directly to Stripe's servers and are not visible to us.
We use Google Analytics to collect data about how you use our site. This data is anonymous and cannot be used to identify you.
We use Facebook to collect data about how you use our site.
We do NOT use either Facebook or Google in our application, only on this public website. They have no access to your payroll data.
How Do You Use My Personal Data?
The majority of the personal data we hold is used to operate out site in order to provide the payroll services you have subscribed to.
We will also use your personal data to communicate with you, including:
- Responding to requests for help, support or information.
- Sending receipts for the services you have subscribed to.
- Informing you of changes to our site or special offers. You can unsubscribe from these notifications
Your personal data will be anonymised and aggregated with the other people's personal data and used to produce reports and statistical analysis. This aggregated data may be shared with third parties and used publicly on our site and in our communications.
We use the information collected through Google Analytics to improve our site and our marketing activities.
We use information collected through Facebook to support marketing actvities on their platform.
How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected.
How and Where Do You Store or Transfer My Personal Data?
We will only store or transfer your personal data within the UK. This means that it will be fully protected under the Data Protection Legislation.
We have no control over where Stripe store their data, this data may be transferred outside the EEA.
We have no control over where Google Analytics or Facebook store their data, this data may be transferred outside the EEA. This data cannot be used to identify you.
Do You Share My Personal Data?
We will share your email address with Stripe in order to process your payments. This is necessary to make it possible to contact Stripe directly should any dispute arise.
When you send data to HMRC through our site, it is sent to HMRC.
We will not share any of your personal data with any other third parties for any purposes, subject to the following exceptions.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
How Can I Control My Personal Data?
In addition to your rights under the Data Protection Legislation, when you submit personal data via our site, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails).
Can I Withhold Information?
You may access certain areas of our site without providing any personal data at all. However, create and account and process payroll you must submit or allow for the collection of certain data.
How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses found on our contact page www.shapepayroll.com/contact.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within 28 days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of Our progress.
How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use one of the methods on our contact page www.shapepayroll.com/contact
What Are My Rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
b) The right to access the personal data we hold about you. Part 13 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 15 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 15 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
h) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
i) Rights relating to automated decision-making and profiling
For more information about Our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 15. It is important that your personal data is kept accurate and up to date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about Our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details on our contact page www.shapepayroll.com/contact
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.