Privacy Policy & GDPR Notice
This policy explains how Pay Land Ltd collects, uses, stores, and protects your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Contents
1. Who We Are Controller
Pay Land Ltd is the data controller responsible for your personal data. We are a Private Limited Company incorporated in England and Wales.
- Registered Name: Pay Land Ltd
- Company Number: 10731087
- Registered Address: 77 Milson Road, London, W14 0LH, United Kingdom
- Email: payland.uk@outlook.com
If you have any questions about how we handle your personal data, please contact us using the details above.
2. Data We Collect Personal Data
We may collect and process the following categories of personal data:
- Identity data: Full name, date of birth, National Insurance number, passport or ID details
- Contact data: Email address, phone number, postal address
- Financial data: Bank account details, income, tax records, payroll information, VAT records
- Business data: Company name, UTR, VAT number, Companies House information
- Technical data: IP address, browser type, pages visited (via cookies)
- Communication data: Emails, messages, and enquiries sent to us
We do not collect sensitive personal data (such as health data or criminal records) unless specifically required to provide a contracted service, in which case we will seek your explicit consent.
3. How We Use Your Data Purposes
We use your personal data for the following purposes:
- Providing accountancy, tax, payroll, VAT, and compliance services
- Communicating with you about your account or enquiries
- Submitting returns and filings to HMRC and Companies House on your behalf
- Complying with our legal and regulatory obligations (AML, KYC)
- Sending service updates or relevant tax deadline reminders
- Improving our website and services using anonymised analytics
- Processing contact form enquiries submitted via our website
4. Legal Basis for Processing UK GDPR Art. 6
We rely on the following lawful bases under UK GDPR Article 6:
- Contract (Art. 6(1)(b)): Processing necessary to perform our accountancy services contract with you
- Legal obligation (Art. 6(1)(c)): Processing required to comply with HMRC, Companies House, anti-money laundering regulations, and other legal duties
- Legitimate interests (Art. 6(1)(f)): Improving our services, fraud prevention, and business administration
- Consent (Art. 6(1)(a)): Where you have given clear consent (e.g., marketing emails, non-essential cookies)
Where we rely on consent, you have the right to withdraw it at any time without affecting the lawfulness of processing before withdrawal.
5. Data Sharing & Third Parties Processors
We may share your data with trusted third parties only where necessary:
- HMRC: For tax returns, PAYE, VAT submissions, and other statutory filings
- Companies House: For confirmation statements and annual accounts
- Accounting software: Such as Xero, QuickBooks, or Sage (as data processors under GDPR)
- Cloud storage providers: For secure document storage under data processing agreements
- EmailJS: For processing website contact form submissions
- Professional advisers: Such as solicitors or auditors, under strict confidentiality agreements
We do not sell, rent, or trade your personal data to any third party for marketing purposes.
6. Data Retention Storage Periods
We retain personal data only for as long as necessary for the purposes it was collected. Our standard retention periods are:
- Client financial records: 7 years (HMRC requirement)
- AML / KYC verification records: 5 years after the end of the business relationship
- Contact enquiries: 2 years from date of enquiry
- Employee payroll records: 7 years
- Website usage data (cookies): Up to 12 months
After these periods expire, data is securely deleted or anonymised.
7. Your Rights Under UK GDPR Data Subject Rights
As a UK data subject, you have the following rights regarding your personal data:
Right of Access
Request a copy of all personal data we hold about you (Subject Access Request).
Right to Rectification
Request correction of inaccurate or incomplete personal data.
Right to Erasure
Request deletion of your data ("right to be forgotten") where no legal obligation to retain exists.
Right to Portability
Receive your data in a structured, machine-readable format to transfer elsewhere.
Right to Object
Object to processing based on legitimate interests or for direct marketing purposes.
Right to Restrict
Request we restrict processing of your data in certain circumstances.
To exercise any of these rights, email us at payland.uk@outlook.com. We will respond within 30 days as required by UK GDPR.
8. Cookies Policy Cookie Notice
Our website uses cookies to improve your experience. Cookies are small text files stored on your device. We use the following types:
- Strictly necessary cookies: Required for the website to function (e.g., theme preference). Cannot be disabled.
- Analytics cookies: Help us understand how visitors use the site (e.g., pages visited, session duration). Only set with your consent.
- Preference cookies: Remember your settings such as dark/light mode.
You can manage your cookie preferences using the cookie banner on our website, or by adjusting your browser settings. Withdrawing consent may affect website functionality.
We do not use advertising or tracking cookies that follow you across other websites.
9. Data Security Protection
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration, including:
- HTTPS encryption for all data transmitted via our website
- Secure, access-controlled systems for storing client records
- Staff confidentiality obligations and data protection training
- Regular review of our data handling practices
In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and affected individuals without undue delay.
10. International Transfers Transfers
Your data is primarily stored and processed within the UK and European Economic Area (EEA). Where we use third-party services that may transfer data outside the UK or EEA, we ensure adequate safeguards are in place, such as:
- UK adequacy regulations
- Standard Contractual Clauses (SCCs) approved by the ICO
- Binding Corporate Rules
11. Changes to This Policy Updates
We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we handle data. The latest version will always be published on this page with the "Last Updated" date at the top.
For significant changes, we will notify existing clients directly by email.
12. Contact & Complaints ICO
For any data protection queries, Subject Access Requests, or to exercise your rights:
- Email: payland.uk@outlook.com
- Post: Pay Land Ltd, 77 Milson Road, London, W14 0LH
If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) — the UK's data protection authority — at ico.org.uk or by calling 0303 123 1113.