Privacy Policy

We take your privacy seriously. Read our policy below.

Last updated: November 2021

This notice applies across all websites that we own and operate and all services we provide.

When we say ‘personal data’ we mean identifiable information about you, like your name, email, address, telephone number, bank account details, support queries and so on. If you cannot be personally identified (for example, when personal data has been aggregated and anonymised) then this notice doesn’t apply.

Check out our terms of use for more information on how we treat your other data.

We may need to update this notice from time to time. Where a change is significant, we’ll make sure we let you know – usually by sending you an email. You can read the whole notice below.

Who are ‘we’?

When we refer to ‘we’ (or ‘our’ or ‘us’), that means Eezy-Pay.co.uk and any of its wholly owned subsidiaries or brands. Our headquarters are in the United Kingdom (UK), but we have a workforce operating from other parts of the world. Address details for Eezy-Pay offices are available on the ‘Contact’ section of our website.

We provide payroll software solutions. If you want to find out more about what we do, see the ‘About us’ section of our website.

For European Union (EU) data protection purposes, when we act as a controller in relation to your personal data, Eezy-Pay.co.uk are the representative in the EU.

Our data protection principles

At Eezy-Pay, we pride ourselves on operating with transparency, integrity and security. Our approach to data protection is built around three key principles, which sit at the heart of our approach to your personal data.

More information is available in the subsequent sections, but this means we will be open and honest about how we process your data, working with you to keep accurate records and ensuring we take the appropriate steps to safeguard your personal data.

How we collect your data

When visiting our website or using our services, we sometimes need to collect personal data. How this is collected can be generally classified as follows:

Where your personal data is collected, this will only be processed where we need to/have:

Where your personal data is not collected, there is a risk that we may not be able to provide to you some or all of our services; this includes – but is not limited to – certain functionality in our systems or website features being unavailable.

If we do not have an existing relationship with you, but you believe that Eezy-Pay may be holding your personal data (for example an existing customer has entered this into our website or services), then you will need to contact that Eezy-Pay customer to query your personal data; including – but not limited to – your rights to access, update, amend or delete your personal data.

How your data may be used

We may use your personal data to operate our website and any other services you have requested; this includes our ability to manage the relationship with you. We also use your personal data for other purposes, which may include the following:

How your data may be shared

There may be occasions where we need to share your personal data with third parties. We will only disclose your personal data to:

Data transfer (outside your country of residence)

When your data gets shared, this may be distributed to, and processed in, countries other than the country in which you reside. For example, payment processing by a third-party software provider.

Please know that where personal data needs to be distributed to a third-party outside of your country of residence, we have in place safeguards (e.g. encryption) to ensure this data remains protected.

If you are in the European Economic Area (EEA), for the avoidance of doubt, the above means that from time-to-time, data may be distributed to a country outside of the EEA. However, measures have been taken to identify – in advance of any such distribution of your data – to ensure that those non-EEA countries have sufficient protection in place. Where third-parties are involved, appropriate additional steps have been taken to preserve the integrity of your personal data, i.e. by entering into the European Commission’s Standard Contractual Clauses with these companies. If you have any queries or require any clarifications, please do reach out to the Coda Technology team using the details listed on the ‘Contact’ page of the website (see final section of this document).

Information security

Security is one of our Board’s top priorities, especially with individual’s personal data. At Eezy-Pay we are dedicated to protecting your personal data and have appropriate technical and internal measures in place to make sure that happens.

Retention policy

The length of time we keep your personal data depends on what it is and whether we have an ongoing business need to retain it. For example, to provide you with a service you have requested.

We will retain your personal data for as long as we have a relationship with you and for a period of time afterwards where we have a continued business need to retain it, in accordance with our data retention policies and practices. Following this short period, we will make sure your data is deleted or anonymised.

Know your rights

At Eezy-Pay, we believe that your personal data ultimately belongs to you, and that you have certain rights relating to it. When it comes to marketing communications, you can ask us not to send you these at any time – just send us a request to info@eezy-pay.co.uk to unsubscribe. Furthermore, your rights include:

Contacting the Eezy-Pay Team

We are always happy to hear people.

If you would like to know what personal data we may hold about you, or should you have any general enquiries, feedback or would to discuss our website and/or services in more detail, then do reach out to the Eezy-Pay team.

Our preferred communication method is via email. This helps us ensure your message is assigned to the right people at all times. You can reach us on info@eezy-pay.co.uk.

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