General Privacy Policy

Introduction

GoodPAYE recognises that your privacy is important to you, and that it is your right to control your personal information. We recommend that you read this Privacy Policy in full to ensure that you understand what information we collect, what we do with that information, who we share it with, and how long we keep it.

The controller of your personal information is WeAreGoodGiving Ltd, a company registered in England and Wales with number 13256341 and its registered office at 85 Great Portland Street, London W1W 7LT (“GoodPAYE”, “we”, “us”, “our”). We are registered with the ICO with registration number ZB246572. You can contact us at [email protected].

Capitalised words in this Privacy Policy have the following meanings:

“Client”	means a client of GoodPAYE which has purchased Payroll Giving Services.
“Client Account”	means an account created by a Client (or created by GoodPAYE for the benefit of the Client) to manage the Payroll Giving Services.
“Client Contract”	means an agreement between GoodPAYE, a Payroll Giving Agency and a Client for the provision of Payroll Giving Services.
“Data Protection Laws”	means (i) the UK GDPR (as defined in the Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019), the Data Protection Act 2018 and the Electronic Communications (EC Directive) Regulations 2003; and (ii) any other data protection laws and regulations, orders and any codes of practice, guidelines and recommendations issued by the Information Commissioner’s Office or any replacement or equivalent body, as amended and in force from time to time.
“Employee”	means an individual who has set up an account on the GoodPAYE Platform for the purpose of making charitable donations.
“GoodPAYE Platform”	means GoodPAYE’s proprietary web portal that is accessed via the GoodPAYE Website.
“GoodPAYE Website”	means GoodPAYE’s website at www.goodPAYE.com.
“Payroll Giving Agency”	means the HMRC-approved payroll giving agency which is a party to the Client Contract.
“Payroll Giving Services”	means (i) the provision by GoodPAYE of charity fundraising and related activities via the GoodPAYE Platform and (ii) the provision by the Payroll Giving Agency of payroll giving agency services in connection with the Client’s payroll giving scheme.
“Personal Information”	means information relating to an identified or identifiable individual, including all information that is considered to be “personal data” under Data Protection Laws.

This Privacy Policy was last updated on 15^th July 2022.

What Personal Information do we collect, and what do we do with it?

General

If you visit the GoodPAYE Website or use the GoodPAYE Platform, or interact with us by other methods such as email or phone, we may collect the following types of Personal Information about you:

Name
Email address
Postal address
Phone number
Job title
IP address
Any additional personal information included in messages you send us or submit via the GoodPAYE Platform

We collect this information for the following purposes:

To respond to your enquiries,
To provide you with information about, and facilitate the delivery of, Payroll Giving Services
To resolve issues or fix problems on the GoodPAYE Website or the GoodPAYE Platform

Employees

When you set up your GoodPAYE Platform account for the purpose of making charitable donations, we may also collect the following types of Personal Information about you:

Date of Birth
National Insurance number or employee reference number
Name and address of your employer
If you use the tax bracket calculator, details of your income

We collect this information for the following purposes:

To comply with the Payroll Giving legislation and Fundraising Regulator Code of Practice
To make it available to your employer so that they can make payroll deductions in accordance with your charitable donation instructions
To enable you to calculate the effect of your charitable donation on your take-home pay, the real cost to you of your donation and/or the total value of your donation to the charity or charities you choose.

When you set up your GoodPAYE Platform account and when you make charitable donations using your account, we will ask you if you want to receive marketing and other information from your nominated charity or charities, or from GoodPAYE. If you consent to receiving marketing and other information, we will collect your email address, phone number and/or postal address (depending on which method(s) of communication you have selected).

Opting out of charity communications via GoodPAYE will not affect any existing preferences you have with the charity. If you wish to opt out of all communications with the charity, please contact them directly.

Your employer may choose to share work email addresses with GoodPAYE once they sign up to the platform in order to communicate with all employees. Employers would provide the name and work email addresses of all staff, who will then receive emails from GoodPAYE including, but not limited to, invitations to webinars to understand what is on offer and how to make use of the service as well as emails around GoodPAYE and payroll giving. Individuals can opt out of these communications at any time.

Applying for a job

If you apply for a job with us, we may collect Personal Information about you, including special category (i.e. sensitive) Personal Information.

We use this information to consider your job application. We may also use your Personal Information to carry out checks to verify the information provided by you (including references, background and criminal record checks). We may disclose your Personal Information to recruiters, referees, and your current and previous employers.

Who do we share your Personal Information with?

General

We may disclose your Personal Information to the following categories of recipients:

Third party service providers who provide services to us, e.g. supporting the delivery of, providing functionality for, or helping to enhance the security of, the Payroll Giving Services, the GoodPAYE Website or the GoodPAYE Platform. If you would like more information about our third party service providers, then please contact us at [email protected].
Competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights or contractual rights (including under a Client Contract), or (iii) to protect your interests or those of any other person.
An actual or potential buyer (and their agents and advisers) in connection with any actual or proposed purchase, merger or acquisition of any part of our business, provided that we inform the buyer it must use your Personal Information only for the purposes disclosed in this Privacy Policy.

Employees

If you are an Employee then we may also share your Personal Information with the following categories of recipients:

Your employer, so that they can make payroll deductions in accordance with your charitable donation instructions.
The Payroll Giving Agency, but only to the extent necessary for the Payroll Giving Agency to comply with their legal and regulatory obligations.
Your nominated charity or charities so that they can determine whether you are a new or an existing supporter and, if you have provided marketing consent, send you information about their fundraising and other activities.

Where do we store your Personal Information, and how do we keep it secure?

Our servers are located in the UK and the Personal Information that we collect directly from you will be stored on these servers.

We adopt technical and organisational measures to ensure a level of security appropriate to the risk that could be encountered via the use of the GoodPAYE Website or the GoodPAYE Platform, taking into account the likelihood and severity those risks might pose to your rights and freedoms.

In particular, we will take precautions to protect against the accidental or unlawful destruction, loss or alteration, and unauthorised disclosure of or access to the Personal Information transmitted, stored or otherwise processed by us. Please be aware that, while we make the security of the GoodPAYE Website and the GoodPAYE Platform a high priority and devote considerable time and resources to maintain robust IT security, no security system can prevent all security breaches. When you choose to share your Personal Information with us, you accept this and provide your information at your own risk.

If we share your Personal Information with a third party service provider which is located outside the UK, then we will ensure that appropriate safeguards are in place so that your Personal Information continues to remain subject to a level of data protection which meets the requirements of Data Protection Laws. Appropriate safeguards include GoodPAYE and the service provider having entered into Standard Contractual Clauses or an International Data Transfer Agreement.

How long do we keep your Personal Information?

We will only keep your Personal Information for as long as is necessary to fulfil the purposes we collected it for. When we no longer need to keep your Personal Information to fulfil those purposes, we will destroy it.

What are your rights?

You have the following data protection rights:

You have the right at any time to withdraw your consent to our processing of your Personal Information.
You have the right to be told what Personal Information we hold about you on our database and how we process that Personal Information.
You have the right to request that we provide you with a copy (in a commonly used electronic format) of all the Personal Information that we hold about you. Unless you make repeated requests, we will not charge a fee for providing you with a copy.
You have the right to request that we correct any inaccurate or incomplete Personal Information that we hold about you.
You have the right to request that we irretrievably delete all Personal Information that we hold about you (the so-called “right to be forgotten”). Note that there are limited circumstances in which we are legally entitled to refuse to comply with this request.
You have the right to request that we transmit all the Personal Information that we hold about you (in a structured, commonly used and machine-readable form) to another organisation’s IT environment. Note that we are only legally obliged to comply with this request if it is technically feasible for us to do so.
You have the right to complain to a data protection authority about our collection and use of your Personal Information. For more information, please contact the UK Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/.

If you wish to exercise any of the rights set out in 1 – 6 above you can do so at any time by sending us an email at [email protected].

Changes to this Privacy Policy

We may update this Privacy Policy from time to time in response to changing legal, technical or business developments, so please review it frequently. If we update our Privacy Policy and the amendments involve a material change to the way we collect, use, share, store or otherwise process your Personal Information then we will take appropriate measures to inform you, consistent with the significance of the changes we make.

Contacting GoodPAYE

If you have any questions about this Privacy Policy, our practices, or your dealings with GoodPAYE, you can contact us by email at [email protected].

Information Commissioner’s Office (ICO)

You can obtain further information about data protection and privacy laws by visiting the Information Commissioner’s website at: https://ico.org.uk/for-the-public/.