Last updated: 7 October 2026

These terms are in two parts. Part A governs everyone's use of this website. Part B sets out the data-protection terms that apply between Payroll Service (UK) Ltd and its payroll clients.

Part A – Website terms of use

A1. Introduction

These terms govern your use of our website. By using our website, you accept these terms in full. If you disagree with these terms or any part of them, you must not use our website.

A2. Licence to use the website

Unless otherwise stated, we or our licensors own the intellectual property rights in the website and the material on it. Subject to the licence below, all these rights are reserved.

You may view, download for caching purposes only, and print pages from the website for your own use, subject to the restrictions below and elsewhere in these terms. You must not:

• republish material from this website (including on another website);
• sell, rent or sub-license material from the website;
• show any material from the website in public;
• reproduce, duplicate, copy or otherwise exploit material on our website for a commercial purpose;
• edit or otherwise modify any material on the website; or
• redistribute material from this website, except for content specifically and expressly made available for redistribution, which may only be redistributed within your organisation.

A3. Acceptable use

You must not use our website in any way that causes, or may cause, damage to the website or impairment of its availability or accessibility, or in any way which is unlawful, illegal, fraudulent or harmful, or in connection with any unlawful, illegal, fraudulent or harmful purpose or activity.

You must not use our website to copy, store, host, transmit, send, use, publish or distribute any material which consists of (or is linked to) any spyware, computer virus, Trojan horse, worm, keystroke logger, rootkit or other malicious software.

You must not conduct any systematic or automated data collection activities (including scraping, data mining, data extraction and data harvesting) on or in relation to our website without our express written consent, and you must not use our website to transmit or send unsolicited commercial communications or for any marketing purposes without our express written consent.

A4. Restricted access

Access to certain areas of our website is restricted. We reserve the right to restrict access to other areas of our website, or our whole website, at our discretion. If we provide you with a user ID and password, you must keep them confidential. We may disable your user ID and password at our sole discretion without notice or explanation.

A5. Information you submit

Information you submit to us through our website, such as an enquiry form, must be accurate and lawful and must not infringe any third party's rights. We handle personal data you submit in accordance with our Privacy Policy.

A6. Limited warranties

The information on this website is general information about our services and is not tax, legal or financial advice. We do not warrant the completeness or accuracy of the information published on this website, nor do we commit to ensuring that the website remains available or that its material is kept up to date.

To the maximum extent permitted by applicable law, we exclude all representations, warranties and conditions relating to this website and its use (including any warranties implied by law of satisfactory quality, fitness for purpose and/or the use of reasonable care and skill).

A7. Limitations and exclusions of liability

Nothing in these terms will: (a) limit or exclude our or your liability for death or personal injury resulting from negligence; (b) limit or exclude our or your liability for fraud or fraudulent misrepresentation; (c) limit any of our or your liabilities in any way that is not permitted under applicable law; or (d) exclude any of our or your liabilities that may not be excluded under applicable law.

The limitations and exclusions of liability in this Part A: (a) are subject to the preceding paragraph; and (b) govern all liabilities arising under Part A or in relation to the use of this website, including liabilities arising in contract, in tort (including negligence) and for breach of statutory duty. They do not apply to services we provide under a separate written agreement with a client, which are governed by that agreement.

To the extent that the website and the information on it are provided free of charge, we will not be liable for any loss or damage of any nature. We will not be liable to you in respect of any losses arising out of any event or events beyond our reasonable control, or for any business losses (including loss of or damage to profits, income, revenue, use, production, anticipated savings, business, contracts, commercial opportunities or goodwill), any loss or corruption of data, or any special, indirect or consequential loss or damage arising from your use of this website.

A8. Breaches of these terms

Without prejudice to our other rights, if you breach these terms in any way we may take such action as we deem appropriate, including suspending or blocking your access to the website and/or bringing court proceedings against you.

A9. General

Variation: we may revise these terms from time to time. Revised terms apply from the date they are published on our website.

Assignment: we may transfer, sub-contract or otherwise deal with our rights and/or obligations under these terms without notifying you or obtaining your consent. You may not do so.

Severability: if a provision of these terms is found by any court or other competent authority to be unlawful and/or unenforceable, the other provisions will continue in effect. If any unlawful and/or unenforceable provision would be lawful or enforceable if part of it were deleted, that part will be deemed deleted and the rest of the provision will continue in effect.

Third-party rights: these terms are for the benefit of you and us and are not intended to benefit or be enforceable by any third party.

Entire agreement: Part A, together with our Privacy Policy, constitutes the entire agreement between you and us in relation to your use of our website.

Law and jurisdiction: these terms are governed by the law of England and Wales, and any disputes relating to them are subject to the non-exclusive jurisdiction of the courts of England and Wales.

Part B – Client Data Protection Terms

This Part B applies to clients who engage Payroll Service (UK) Ltd ("PSUK") to provide payroll and related services (the "Services"). It forms part of the agreement between PSUK and the client (the "Client") where the Client's engagement letter or terms of business refer to it. If there is any conflict between this Part B and a written data-processing agreement signed by both parties, the signed agreement takes priority.

B1. Roles of the parties

For the purposes of applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018, the Client will normally act as Data Controller in respect of personal data relating to its employees, workers, directors and other individuals, and PSUK will normally act as Data Processor when processing such information in connection with the provision of payroll and related services.

B2. Details of the processing

• Subject matter and duration: the provision of the Services, for the duration of the Client's engagement and any period afterwards during which PSUK retains data in accordance with clause B3(f).
• Nature and purpose: collecting, recording, storing, calculating, reporting, transmitting and otherwise processing personal data to run payroll, prepare payslips and reports, make statutory submissions (including RTI submissions to HMRC), administer auto-enrolment and pension contributions, and provide related support.
• Types of personal data: names, addresses, contact details, dates of birth, National Insurance numbers, tax codes, employment and pay details, hours, deductions, bank details, student loan and pension information, and absence information such as statutory sick, maternity, paternity and other family-related pay. Some absence information may include data concerning health, which is special category data.
• Categories of data subjects: the Client's employees, workers, directors, office holders, pensioners and former employees, and other individuals whose data the Client provides for the Services.

B3. PSUK's obligations

The Client instructs PSUK to process personal data as reasonably necessary to provide the agreed Services, comply with applicable legal and regulatory requirements, communicate with the Client and relevant third parties, maintain appropriate records, protect the security and integrity of our services, and perform related administrative and support functions.

PSUK will:

1. process personal data only in accordance with the Client's documented instructions, except where processing is required by applicable law (in which case PSUK will inform the Client of that legal requirement before processing, unless the law prohibits this);
2. ensure that employees, contractors and other persons authorised to access personal data are subject to appropriate confidentiality obligations;
3. maintain appropriate technical and organisational measures designed to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction, alteration or disclosure;
4. provide reasonable assistance to the Client in meeting its obligations under applicable data protection legislation, including in relation to data-subject rights, security, personal-data breaches, data protection impact assessments and regulatory requirements;
5. notify the Client without undue delay after becoming aware of a personal-data breach affecting personal data processed on the Client's behalf;
6. on termination of the relevant Services, delete or return personal data at the Client's choice, subject to any legal, regulatory, professional or legitimate record-retention requirements; and
7. make available such information as is reasonably necessary to demonstrate PSUK's compliance with its applicable data-processing obligations.

B4. Use of service providers and sub-processors

The Client gives PSUK general written authorisation to appoint reputable third-party service providers and sub-processors where reasonably necessary for the provision, administration, security or support of the Services.

Such providers may include payroll and pension software providers, cloud and data-hosting providers, email and communications platforms, IT and cyber-security providers, document and administrative systems, professional advisers and approved artificial-intelligence or automation technology providers.

PSUK will ensure that sub-processors handling personal data are bound by written contractual terms imposing data-protection obligations that are no less protective than those set out in this Part B.

PSUK will remain responsible for its obligations to the Client in relation to processing carried out by its sub-processors to the extent required by applicable data-protection legislation.

PSUK will notify the Client of any intended material addition or replacement of a sub-processor and provide the Client with a reasonable opportunity to raise a legitimate data-protection objection.

A current list, or further details, of material sub-processors used by PSUK will be made available on request or through PSUK's website.

B5. International processing

Some service providers may process or store information outside the United Kingdom. Where this involves a restricted international transfer of personal data, PSUK will take reasonable steps to ensure that an appropriate transfer mechanism or other safeguard recognised under applicable UK data-protection legislation is in place.

B6. Data minimisation and technology

PSUK may use technology, including automation and artificial-intelligence-assisted tools, to support administrative, operational, analytical and communications activities.

PSUK will seek to minimise the personal data supplied to such systems and, where reasonably practicable, anonymise or pseudonymise information that is not required to identify an individual.

Technology-assisted outputs affecting payroll, tax, pensions or other material matters will remain subject to appropriate human oversight and verification where required.

B7. Client responsibilities

The Client is responsible for ensuring that it has an appropriate lawful basis for collecting personal data and providing it to PSUK for processing and for providing any privacy information required by law.

The Client is responsible for ensuring, so far as reasonably practicable, that information and instructions supplied to PSUK are accurate, complete, lawful and provided on a timely basis.

PSUK is entitled to rely upon information and instructions supplied by the Client and will not be responsible for losses, penalties, interest, incorrect payments, missed deadlines or other consequences arising directly from inaccurate, incomplete, late or unlawful information or instructions supplied by the Client, except to the extent caused by PSUK's own breach, negligence or other liability which cannot lawfully be excluded.

If PSUK reasonably believes that an instruction would breach applicable data-protection legislation, PSUK will inform the Client and may suspend the relevant processing while the matter is clarified.

B8. Security and cooperation

The Client and PSUK will each implement security measures appropriate to the personal data for which they are responsible and will cooperate reasonably in relation to relevant data-protection enquiries, complaints, assessments or regulatory requirements.

Any audit or inspection requested by the Client in connection with PSUK's data-processing obligations must, unless required urgently by a regulator or applicable law, be conducted on reasonable prior notice, during normal business hours, in a manner that does not unreasonably disrupt PSUK's operations or compromise the confidentiality or security of other clients' information.

Our details

Payroll Service (UK) Ltd is registered in England & Wales under company number 07619443. Registered office: 50 The Hayes, Cardiff, CF10 1BF. Email: jack@payrollserviceuk.co.uk. Phone: 0800 092 6505.