This is placeholder content provided as a clear, plain-English starting point. It should be reviewed and confirmed by the client's legal adviser before launch. Sections marked with square brackets need client-specific details.
Who we are
RPS Management is the trading name of Remote Payroll Services. We provide payroll and compliant employment services across the UK and Europe, including managed and outsourced payroll, contractor payroll, deemed employment under the off-payroll working rules, CIS payroll, PEO, Employer of Record, auto-enrolment, RTI and HMRC reporting, and country-by-country European payroll.
For the purposes of UK data protection law, RPS Management is the data controller for the personal data described in this policy. Our registered office is at 4th Floor, Silverstream House, Fitzroy Street, London, Greater London, England, W1T 6EB and our company registration number is 16907979.
What data we collect
Depending on how you interact with us, we may collect:
- Contact details such as your name, work email address, phone number and company name, for example when you complete a form on this site or book a call.
- Enquiry information such as the service you are interested in, the countries you pay people in, approximate headcount, and the content of any message you send us.
- Payroll data supplied by clients where we run payroll on your behalf. This can include workers' names, addresses, dates of birth, National Insurance numbers, tax codes, bank details, pay rates, hours and pension information.
- Technical data such as basic information about your device and how you use the website, collected through cookies. See our Cookie Policy for more detail.
How we use it
We use personal data to:
- respond to your enquiries and arrange calls;
- run payroll accurately and on time, including calculating pay, tax, National Insurance and pension contributions;
- meet our legal and regulatory obligations, including reporting to HMRC and managing auto-enrolment duties;
- administer our services and our relationship with you; and
- keep our records accurate and improve how we work.
Lawful basis
We only process personal data where we have a lawful basis to do so. Depending on the activity, this will be one or more of the following: consent (for example, where you choose to contact us); performance of a contract (to deliver the payroll services you or your employer have engaged us for); legal obligation (for example, tax and employment reporting); and legitimate interests (to run and improve our business in a way that does not override your rights).
Where we process payroll data on behalf of a client, the client is the data controller and we act as a data processor under a data processing agreement.
Sharing your data
We do not sell your personal data. We share it only where it is necessary to deliver our services or to meet a legal obligation, including with:
- HMRC for tax, National Insurance, RTI and CIS reporting;
- pension providers for auto-enrolment and contributions;
- local authorities and statutory bodies where required by law, for example for attachment of earnings orders;
- trusted service providers who support our operations, such as IT and software providers, under appropriate contractual safeguards.
Where we operate across Europe, data may be processed in countries outside the UK. Where that happens, we put appropriate safeguards in place so your data stays protected to UK standards.
Retention
We keep personal data only for as long as we need it for the purposes set out in this policy, or for as long as the law requires. Payroll and tax records are generally kept for the periods required by HMRC and employment law. When data is no longer needed, we delete or anonymise it securely.
Your rights
Under UK data protection law, you have the right to:
- ask for a copy of the personal data we hold about you;
- ask us to correct data that is inaccurate or incomplete;
- ask us to delete data where there is no good reason for us to keep it;
- object to or ask us to restrict certain processing;
- ask for your data in a portable format where that applies; and
- withdraw consent at any time where we rely on consent.
If you have a concern we cannot resolve, you have the right to complain to the Information Commissioner's Office at ico.org.uk.
Contact
If you have any questions about this policy or want to exercise any of your rights, please email us at info@rpsmgmt.co.uk, marking your message for the attention of the data protection contact. You can also reach us by phone Monday to Friday, 9am to 5:30pm.