Clarity Payroll

Menu

Privacy Policy

Home
Privacy Policy

Your privacy matters to us — here’s how we protect and handle your personal information.

Carity (“we”, “our”, or “us”) is committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Carity provides payroll solutions including PAYE and umbrella services to contractors, recruitment agencies, and businesses across the UK. For any questions regarding this policy or how we handle your personal information, please contact us:

2. What Data We Collect

We may collect and process the following categories of personal data:

  • Full name and contact details (e.g., email address, phone number)

  • National Insurance number

  • Bank details (for payment purposes)

  • Date of birth

  • UTR (Unique Taxpayer Reference), if applicable

  • Employment information (e.g., job title, agency name, working hours)

  • Timesheets or work logs

  • Tax and payroll records

  • Communication history with Carity

3. How We Collect Your Data

We collect personal data when:

  • You register with Carity as a contractor or client

  • You submit timesheets or payroll information

  • You communicate with us via phone, email, or our website

  • We liaise with recruitment agencies or clients on your behalf

  • You access our services or online portals

4. Why We Process Your Data

We use your personal data to:

  • Process payments and manage payroll services

  • Comply with HMRC and legal obligations

  • Maintain accurate employment records

  • Communicate with you regarding payroll, compliance, and support

  • Provide information on relevant updates or service improvements

5. Lawful Basis for Processing

We process your data under the following lawful bases:

  • Contractual obligation: to fulfil payroll and employment-related services.

  • Legal obligation: to comply with HMRC and other regulatory requirements.

  • Legitimate interests: to manage and improve our services and communication.

  • Consent: for marketing communications, where applicable (opt-in only).

6. Sharing Your Data

We may share your data with:

  • HMRC and other regulatory bodies

  • Recruitment agencies or end clients (for payroll coordination)

  • Pension providers and financial institutions

  • Trusted IT and software providers who support our systems

  • Our professional advisors (e.g., accountants, legal consultants)

We do not sell or share your data with third parties for marketing purposes.

7. Data Retention

We retain personal data for as long as necessary to fulfil the purposes it was collected for, including satisfying any legal, accounting, or reporting requirements. Typically, we will retain payroll-related data for six (6) years in line with HMRC regulations.

8. Data Security

We take appropriate security measures to prevent unauthorised access, use, disclosure, or destruction of your personal data. This includes secure portals, encryption, password protection, and internal access controls.

9. Your Rights

Under the UK GDPR, you have the right to:

  • Access the personal data we hold about you

  • Request correction of inaccurate data

  • Request erasure of your data (where applicable)

  • Object to or restrict certain types of data processing

  • Data portability (where processing is based on consent or contract)

To exercise any of these rights, please contact us at info@claritykey.net.

10. Cookies and Website Use

If you use our website, we may collect data through cookies or analytics tools to improve functionality and user experience. This data is anonymised and used solely for performance tracking and improvement.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal or operational changes. The most current version will always be available on our website, and significant changes will be communicated directly where appropriate.