Our Privacy Notice
This Privacy Notice explains how EarnIQ collects, uses, and protects your personal data — and the rights you have over the information we hold about you.
Introduction
We respect your privacy and are committed to protecting your personal data in line with relevant UK data protection laws.
This Privacy Notice explains how Payroll Easy, which is the provider of the EarnIQ platform, collects, uses, discloses, stores and protects your personal data when you use the EarnIQ platform, which facilitates key payroll management functions, including:
- Timesheet feature for recording hours and calculating pay
- Payslip generation, showing applicable deductions and pay
- AI-powered payslip comparison to detect errors and anomalies
Who This Notice Applies To
This Privacy Notice applies to all personal data processed through the EarnIQ platform. It covers:
- Individual (B2C) Users who create and manage their own EarnIQ accounts.
- Organisational (B2B) Users, who use the platform to process payroll data for their employees, workers, or contractors.
- Individuals whose payroll profiles have been created by an Organisational (B2B) User and do not have their own Individual (B2C) account.
It does not apply to personal data processed independently by Organisational Users, by third-party service providers on their own behalf, or anonymised/aggregated data.
Key Definitions
- “Payroll Easy” / “We” / “Us” / “Our” – Payroll Easy Limited, operator of EarnIQ.
- “You” / “Your” – any individual or organisation whose data is processed.
- “EarnIQ Platform” – web and mobile system for payroll data processing.
- “Personal Data” – any information that identifies or can identify an individual.
- “Processing” – collection, storage, analysis, deletion, etc.
- “Special Category Data” – sensitive personal information needing extra protection.
- “Data Controller” – determines how/why personal data is processed.
- “Data Processor” – processes data on behalf of a Data Controller.
- “Users” – Individuals or organisations using EarnIQ (B2C/B2B).
- “Analytics” – anonymised/pseudonymised data analysis to improve system.
- “AI” – algorithms or machine learning for insights or alerts.
- “Duplicate Account / Record” – same individual in multiple EarnIQ accounts.
The Capacity in Which We Process Personal Data
Individual (B2C) User Accounts
- You provide personal data directly to Payroll Easy during registration and use.
- Payroll Easy acts as Data Controller for B2C accounts.
- You can access, update, download, or delete your data from your dashboard.
Profiles Created by Organisations (B2B)
- Your data is provided by the B2B User.
- Payroll Easy acts as Data Processor, only following the organisation’s instructions.
- The B2B User remains Data Controller.
- Contact the organisation to access, correct, or delete this data.
Both B2C Account and Payroll Profile
- B2C account and B2B payroll profile are separate records, independently managed.
- B2C account – Payroll Easy acts as Data Controller.
- B2B profile – organisation is Data Controller.
Categories of Personal Data Collected
Individual (B2C) Users
- Full name
- Email address
- Phone number
- NI number
- Tax code
- Company/agency name
- Login credentials and activity logs
Organisational (B2B) Users
- Organisation details (name, address, registration, contacts)
- Authorised representative info (name, email, role)
- Uploaded employee/contractor data for payroll
Technical and Usage Data
- Device identifiers, IP address
- Browser type, OS, session data
- Login times and activity logs
- System alerts, access logs, error reports
Special category data (health, ethnicity, religion, trade union) is not collected.
How We Use Personal Data
- Register/manage accounts for B2C and B2B users.
- Process payroll data, generate payslips, optional AI analysis.
- Maintain secure logins and prevent unauthorized access.
- Send notifications about updates, security, or terms.
- Detect duplicate accounts, improve data quality and accuracy.
- Analyse system performance and develop features using anonymised analytics.
- Notify users when a profile is created by a B2B organisation.
- Provide technical support and respond to queries.
- Meet legal, accounting, and regulatory obligations.
We do not sell, trade, or rent personal data, nor use it for marketing without consent.
Lawful Bases for Processing
- Contract – needed to provide services, payroll, support.
- Legal Obligation – required by law or regulation.
- Legitimate Interests – secure platform, detect fraud, improve performance.
- Consent – for analytics or non-anonymised data; can be withdrawn anytime.
We ensure each activity has a valid lawful basis and handles your data transparently.
Data Analytics
Analytics improves system performance, payroll accuracy, and user experience.
- Direct identifiers removed; pseudonymisation applied if full anonymisation is not possible.
- Users control whether their data is included via “Allow my data to be used for analytics”.
- Default setting is opt-out; opting out does not affect core functionality.
- Analytics only for operational/research purposes; no sharing for marketing.
AI Functionality
- Optional AI-assisted feature for payslip analysis.
- User controls activation; AI analyses only selected session data.
- Data is deleted or anonymised immediately after analysis.
- AI provides suggestions only; no automated legal/financial decisions.
Data Sharing
- Service providers (payment, tech support, AI feature vendors)
- Professional advisers (auditors, accountants, legal)
- Regulatory, tax, and government authorities
All third parties have written agreements to handle data securely; we do not sell/lease personal data.
International Data Transfers
- Transfers outside UK/EEA only with safeguards.
- May use adequacy decisions, SCCs, binding corporate rules.
- Third-party processors verified for equivalent standards.
- Request transfer mechanism from DPO.
Data Security and Internal Systems
EarnIQ applies layered technical and organisational controls to safeguard personal data. Measures protect against unauthorised access, loss, misuse, alteration, or disclosure, and are reviewed regularly.
Data Retention
- Data linked to active accounts retained while open.
- Deleted accounts – personal data permanently erased automatically.
- Limited records retained if required by law, audit, or regulation.
- Backup copies encrypted and rotated; retention reviewed annually.
Your Data Protection Rights
- Access – Request a copy of your personal data.
- Rectification – Correct inaccurate/incomplete data.
- Erasure – Delete data when no longer needed.
- Restriction – Limit processing in certain cases.
- Objection – Object to processing on legitimate interests.
- Portability – Receive data in machine-readable format.
- Withdraw Consent – Where processing is consent-based.
You can exercise rights via dashboard or contact DPO. Responses provided within one month.
Cookies and Tracking
EarnIQ uses cookies to protect accounts, enable features, and improve performance.
- Strictly Necessary – essential for login and security.
- Functional – remember preferences; may affect features if disabled.
- Performance/Analytics – aggregated data for system reliability; opt-in only.
Cookies are session-based or persistent. No advertising/profiling. Consent required for non-essential cookies.
Updates to This Notice
- Material updates communicated via dashboard/email.
- Most current version available under “Legal” tab.
- Each version includes “Last Updated” date.
- Continued use indicates understanding of updates.
Contact Information
If you have questions or concerns about this Privacy Notice or our practices, you can contact us via email at [email protected].
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