This Privacy Policy (“Policy”) was last updated in July 2019.

This Policy sets out how Solutions (UK) Limited (“Solutio”, “we”, “our”, “us”) stores and uses the personal data which we collect from individuals (“you”, “your”)in whatever capacity and by whatever means whether via this Solutio website www.solutio.com (the “Site”) or otherwise.  

Solutio is a leading provider of cloud based payroll services.  Some of our services require the processing of personal data and this Policy is intended to help you understand how we deal with any personal information we may obtain from you and how you may access, alter, rectify and / or ask us to remove your information from our records.  Unless otherwise indicated in this Policy, Solutio is the Data Controller in respect of the personal data which we collect. Our company number is 09029240 and ourregistered address is 5 Chancery Lane, Holborn, London EC4A 1BL.

Solutio takes the processing  of your personal information very seriously and this Policy is based on the General Data Protection Regulation (EU) 2016/679 as implemented by the  Data Protection Act 2018  (“GDPR”) which governs the processing of personal data. Please read this Policy carefully and ensure that you understand it. If you do not agree to the terms of this Policy you should cease to access the Site immediately.

SCOPE OF THIS PRIVACY POLICY

This Privacy Policy applies only to your use of the Site and/or our services.  The Site may contain links to other websites, so please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any personal information to them.

WHY WE COLLECT YOUR DATA

We will use the information you provide us (or which third parties provide to us on your behalf) for the following purposes:

  • to reply to enquiries and to provide information which you may request;
  • to establish a customer relationship and to communicate with you;
  • to meet our contractual obligations;
  • to provide timely, reliable, and value-added services to customers, including payroll, worker onboarding, contract management, timekeeping, reporting, and billing services;
  • to process any transactions that you enter into with Solutio and respond to any enquiries you may have;
  • to meet requirements imposed by law; and
  • other purposes directly relating to any of the above.

Where we store personal data in connection with the provision of payroll and related services for a third party client we act as a data processor rather than as a data controller.  The purposes for which we process personal data and the manner in which we do so is therefore governed by our contractual agreements with that third party and, in such circumstances, the third party will be the data controller in respect of any processing which we undertake.  In the event that you have any questions concerning the processing of your data in such circumstances you should contact the relevant data controller (the employer) in the first instance. This does not affect your statutory rights as set out below (Your Rights).

WHAT DATA WE COLLECT

Depending upon your use of The Site and/or services, we may collect some or all of the following personal and non-personal data:

  • Identity Data – this may include first name, maiden name, last name, username or similar identifier, country of citizenship, marital status, title, date of birth and gender.
  • Contact Data this may include postal addresses, email addresses and telephone number.
  • Financial Data this may include bank account details.
  • Transaction Data includes details about payments to and from you when we are providing payroll services relating to you and other details of products and services you have purchased from us.
  • Business information this may include business/company names, job titles, professions and business contact details such as postal addresses, email addresses and telephone numbers;
  • Technical information this may include IP addresses, web browser types and versions, operating system details and a list of URLs starting with a referring site, your activity on our site, and the other site you exit to;

We do not collect any of the following categories of special data (as defined under GDPR) about you: details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions and trade union membership. Special data also includes information about your health, and genetic and biometric data which we also do not collect save that we may be required to maintain Statutory Sick Pay records when we are providing payroll services to an employer.  We do not collect any information about criminal convictions and offences.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

HOW WE USE YOUR DATA

All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with our obligations and safeguard your rights under GDPR at all times. Our use of your personal data will always have a lawful basis, either because it is necessary for our performance of a contract with you, because you have consented to our use of your personal data (e.g. by subscribing to emails), or because it is in our legitimate interests and your interests and fundamental rights do not override those interests. Most commonly, we may use your data for the following purposes:

  • providing and managing your access to our Site and/or services;
  • personalising and tailoring your experience on our Site and/or services;
  • supplying our services to you (please note that we require your personal data in order to enter into a contract with you);
  • personalising and tailoring our services for you;
  • replying to emails, requests submitted through the contact form available on the Site or other correspondence from you or sent by you;
  • to comply with our legal obligations

You have the right to withdraw your consent to us using your personal data at any time, and to request that we delete it.  

DISCLOSURE AND SHARING OF YOUR DATA

We sometimes contract with third party service providers who may need access to your personal information to enable them to assist us in our activities as set out above (How we Use Your Data). In certain circumstances we may also provide your personal data to our professional advisors and to third parties such as HM Customs & Revenue where we are legally required to do so.  Where any of your data is required for such a purpose, we will take all reasonable steps to ensure that your personal data will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of the third party under GDPR. 

We use online data collection tools to evaluate the effectiveness of our websites, improve functionality and enhance security. We may compile statistics about the use of our Site including data on traffic, usage patterns, user numbers, sales, and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify you. We may from time to time share such data with third parties such as prospective investors, affiliates, partners, and advertisers. Data will only be shared and used within the bounds of the law. In certain circumstances, 

We may be legally required to share certain data held by us, which may include your personal data, for example, where we are involved in legal proceedings, where we are complying with legal requirements, a court order, or a governmental authority.

HOW AND WHERE WE STORE YOUR DATA

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.

Unless we tell you otherwise your data will be held only within the European Economic Area (“the EEA”).  In the event that we do intend to process any of your personal data outside of the EEA we will advise you in advance and, where we are the data controller, we will give you the option to opt out of such processing.  In any event, all personal data will be processed only as allowed under GDPR.

PROMOTIONAL ACTIVITIES AND MARKETING

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. 

We may use information which you provide to us to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.

You may receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.

You can ask us to stop sending you marketing information at any time by following the opt-out links on any marketing message sent to you or by contacting us as set out below.

THIRD-PARTY MARKETING

It is not our practice to share personal data with third parties for marketing purposes.

COOKIES

We collect information through the use of cookies. A cookie is a small piece of information that a website sends to your computer where it is stored on your hard drive. The next time you visit our website, we may use the information stored on your cookie to make your visit easier. A cookie does not tell us your identity unless you have chosen to provide it to us. Cookies cannot access other information or files from your computer. Our Site may place and access certain First Party Cookies on your computer or device. First Party Cookies are those placed directly by us and are used only by us. All cookies used by and on our Site are used in accordance with current legislation. By giving your consent to the placing of cookies, you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of cookies. However, certain features of our Site may not function fully or as intended. The following First Party Cookies may be placed on your computer or device:

First Party CookiePurposeStrictly Necessary
__cfduidTrusted Web Traffic Identification
_gaGoogle AnalyticsYes
connect.sidBrowser Session Identification
jsIDSession ID for logged in user or tenantYes

On the other hand, you may also receive certain Third Party Cookies on your computer or device by using our Site and/or services. Third Party Cookies are those placed by websites, services, and/or parties other than us. These cookies are not integral to the functionalities of our Site and your use and experience of our Site will not be impaired by refusing consent to them.

Third Party CookiePurposeProvider
Fabric (API_KEY)Error Log SendingFirebase – Crashlytics
Version (server, url)Domain Server Fetching thru App VersionFirebase – Realtime Database
gcmMessageIDKeyPush notification ServicesFirebase – Messaging
apnsTokenPush notification EntitlementsApple Push Notification

The information collected by the cookie is not used in connection with any other information that could identify you personally. You can choose to enable or disable cookies on your web browser. You can also choose to delete cookies on your computer or device at any time, however, you may lose any information that enables you to access our Site more quickly and efficiently including, but not limited to, login and personalisation settings.

SECURITY

The security of your Personal Information is important to us. We make all reasonable arrangements to ensure that the personal data in our possession or under our control are protected against unauthorised access, collection, use, disclosure, copying, modification, disposal or similar risks. In certain cases, your personal data will be encrypted during transmission using the Secure Socket Layer (SSL) technology. This means that the communication between your computer and our servers takes place using a recognised encryption method, provided that your browser supports SSL. However, remember that no method of transmission over the Internet, or method of electronic storage, is completely secure. Although we will do our best to protect your personal data, we cannot guarantee the absolute security of your data transmitted to our Site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features in order to prevent unauthorised access.

YOUR RIGHTS

As a data subject, you have the following rights, which this Policy and our procedures for the use of personal data have been designed to uphold:

  • The right to be informed about our collection and use of personal data;
  • The right of access to the personal data we hold about you;
  • The right to rectification if any personal data we hold about you is inaccurate or incomplete;
  • The right to be forgotten or the right to ask us to delete any personal data we hold about you;
  • The right to restrict or prevent the processing of your personal data;
  • The right to data portability by obtaining a copy of your personal data to re-use with another service or organisation;
  • The right to object against using your personal data for particular purposes; and
  • The rights with respect to automated decision making and profiling.

If you wish to exercise any of the rights set out above, please contact us using the contact details set out at the end of this Policy.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

CHANGES TO OUR PRIVACY POLICY

This Privacy Policy was last updated as at the date set forth at the beginning of the Policy and will remain in effect except with respect to any changes in its provisions in the future, which will take effect immediately after being posted on this page. We reserve the right to amend this Privacy Policy at any time with or without notice and you should check this Privacy Policy periodically for updates. Your continued use of the Service after we post any modifications to the Privacy Policy on this page will constitute your acknowledgement of the modifications and your consent to abide and be bound by the modified Privacy Policy.

CONTACT US

You may contact us if you have any questions regarding this privacy policy or our privacy practices and/or if you need to report a security incident please contact our data privacy manager through one of the following;

  • Address: 5 Chancery Lane, Holborn, London, EC4A 1BL
  • Phone: 0203 819 7970
  • Email: dpo@solutio.com

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.