Your Payroll, No Problem

• +353 1 496 1444
• Century House, Harold’s Cross Road, Dublin 6W.
• Mon to Fri 09:00 - 17:00

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Who are we?

We are PKF Payroll Services Limited of Century House, Harold’s Cross, Dublin 6. We are the payroll division of PKF O’Connor, Leddy and Holmes.
We provide outsourced payroll services. This notice sets out the basis on which any personal data we collect from you, or from others, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

For the purpose of the Data Protection Acts 1988 to 2018 and from 25 May 2018, the General Data Protection Regulation (the GDPR) (the Acts):

• PKF Payroll is a data controller as an employer, and when dealing with suppliers.
• PKF Payroll is a data processor when it processes personal data on behalf of customers (employer customer payroll data).

Our data protection contact person may be contacted by emailing gdpr@pkf.ie

What PERSONAL information do we collect from you?

You may give us personal data by;

• Corresponding with us by phone, e-mail or otherwise. We ask you to disclose only as much information as is necessary to provide you with our products or services or to submit a question/suggestion/comment in relation to our website or our services or products.
• Filling in our contact form on www.pkfpayroll.ie (our website).
• Applying to work with us. The type of information you may provide in your CV, a cover letter, your name, address, e-mail address and phone number. CVs should include information relevant to your employment history and education (degrees obtained, places worked, positions held, relevant awards, and so forth). We ask that you do not disclose sensitive personal information (e.g. gender, height, weight, medical information, religion, philosophical or political beliefs, financial data) in your application.
• Engaging PKF Payroll, customers supply us with information which includes;

Company detail:

Employee detail:

• Customers supply us with information which may include employee’s contact details; a contact name; email; business address; telephone number and billing payment details.

Why do we collect this information?

We collect the information in order to provide you with our services/products, to market our services, to improve our website and to recruit staff.

We will use this information:

• To process employee data provided by employer customers
• To fulfil our statutory functions
• To ensure payment of our invoices;

The legal bases for the processing of your data are;

• Processing necessary for the performance of a contract which you have entered into with us or to take steps at your request prior to entering into a contract;
• Processing necessary for compliance with a legal obligation to which we are subject;
• Processing necessary in order to protect the vital interests of you or of another natural person;
• Processing necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us as the controller;
• Processing necessary for the purposes of the legitimate interests which we pursue in providing you with quotes and proposals about our services prior to contract where such interests are not overridden by your interests or fundamental rights or freedoms which require the protection of your information.
• Where we have obtained your consent in the absence of any other legal basis.

The legal bases for the processing of your special and sensitive category data are:

• Processing necessary for the performance of a contract which you have entered into with us or to take steps at your request prior to entering into a contract
• Processing necessary for compliance with a legal obligation to which we are subject.

Who do we share this information with;

We may share your personal data with our selected business associates/ suppliers and contractors, to provide you with our services/products. For example, these business partners may include our web hosting provider and our IT service providers.

In addition, we may disclose your personal information to third parties:

• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets;
• If we or substantially all of our assets are acquired by a third party, in which case information held by us about our customers will be one of the transferred assets;
• If we are under a duty to disclose or share your information in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect our rights, property, or safety, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

DISCLOSURE OF YOUR INFORMATION

We may also share your information with selected third parties including:

• Business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you.

We attach at Schedule 1 a list of all entities with whom your personal data is shared.

How long do we keep hold of your information?

We retain the personal data processed by us for as long as it is considered necessary for the purpose for which it was collected (including as required applicable law or regulation).  In the event that any client leaves the firm, any personal data that we hold relating to individuals at the firm will be deleted once those details are no longer required. We continually review our data retention policy, we reserve the right to amend the above retention periods without notice.  If you wish to see our retention policy please contact us at GDPR@pkf.ie

Do We transfer your information Outside The European Union or European Economic Area?

No, we do not now nor ever intend to transfer data outside the EU.

WHAT ARE YOUR RIGHTS WITH RESPECT TO YOUR PERSONAL DATA?

You have the following rights:

• The right to access the personal data we hold about you.
• The right to require us to rectify any inaccurate personal data about you without undue delay.
• The right to have us erase any personal data we hold about you in circumstances such as where it is no longer necessary for us to hold the personal data or, in some circumstances, if you have withdrawn your consent to the processing.
• The right to object to us processing personal data about you such as processing for profiling or direct marketing.
• The right to ask us to provide your personal data to you in a portable format or, where technically feasible, for us to port that personal data to another provider provided it does not result in a disclosure of personal data relating to other people.
• The right to request a restriction of the processing of your personal data.

Where our processing of your personal data is based on your consent to that processing, you have the right to withdraw that consent at any time but any processing that we have carried out before you withdrew your consent remains lawful.

You may exercise any of the above rights by contacting gdpr@pkf.ie.

You may lodge a complaint with your local supervisory authority with respect to our processing of your personal data. The local Supervisory Authority in Ireland is the Data Protection Commission. The website is www.dataprotection.ie.

DATA SECURITY

We take the security of all the data we hold very seriously.  We have a framework of policies, procedures and training in place covering data protection, confidentiality and security and regularly review the appropriateness of the measures we have in place to keep the data we hold secure.

We have put in place appropriate security measures to prevent Personal Data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

In addition, we limit access to Personal Data to those employees, agents, contractors and other third parties who have a business need to know, and our IT systems operate on a ‘least privileged’ basis by default. Third parties will only process Personal Data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify any affected Data Subject and any applicable regulator of a suspected breach where we are legally required to do so.

What will happen if we change our privacy notice?

This notice may change from time to time, and any changes will be posted on our website and will be effective when posted. Please review this notice each time you use our website or our services. This notice was last updated on May 25th 2018

How can you contact us?

Our Data Protection Contact can be contacted by emailing gdpr@pkf.ie, alternatively please phone 014961444