Privacy notice

Last updated: 11 October 2026

Who we are

PayrollBridge is operated by Amelia GB Ltd (registered name AMELIA (GB) LTD), registered in England and Wales, company no. 07124049, registered office 76 High Street, Colliers Wood, London SW19 2BY. ICO registration: Z2371623. Contact: [email protected].

What this notice covers

This website, the waitlist and the PayrollBridge payroll service: accounts, and the employer, employee and subcontractor data entered to run payroll. Registration is not open yet; the parts about accounts and payroll data describe how the service handles that data from the moment you use it.

Two roles

• For you as a visitor, waitlist subscriber or account holder (including team members you invite), we decide how your data is used: we are the controller.
• For the employees, directors and CIS subcontractors whose details an employer enters, the employer is the controller. We process that data only on the employer's instructions, as its processor under Article 28 of the UK GDPR and our terms. If you are an employee, please contact your employer first; we will help it answer your request.

What we collect

• Website and waitlist: the email address you give the waitlist (with the page you signed up from and the date), visit statistics counted by Umami on our own server (no cookies, no personal data), your IP address and browser details in our server and Cloudflare logs, and a lang cookie if you switch the language.
• Account: your name, username and email, your password (stored only as a one-way hash), the employers you set up, the email addresses of team members you invite, your plan and your payment history. Card payments are handled by Stripe; we never see your card number.
• Employer: business name and address, PAYE and Accounts Office references, UTR, company number, Corporation Tax reference, the payroll contact's name and phone, and the HMRC Government Gateway user ID and password used to send your submissions (the password is stored encrypted).
• Employees and directors: name and title, National Insurance number, date of birth, gender, address, email and phone if you add them, start and leaving dates, tax code and NI category, pay, hours and holiday, student and postgraduate loans, pension, pay and tax from a previous job (P45), year-to-date totals, payslips, P45 and P60, benefits in kind and company cars.
• Statutory payments: dates and amounts of statutory sick, maternity, paternity, adoption, shared parental, neonatal care and parental bereavement pay. These can reveal health information (special category data); we use them only to work out the pay the employer must pay and report to HMRC.
• Documents: PDF and image files that the employer, or an employee through an upload link, adds to an employee's record.
• CIS subcontractors: name or business name, UTR, NI or company number, address and contact details, HMRC verification number, payments and deductions.
• HMRC submissions: the FPS, EPS, EYU, CIS, P11D and expenses-and-benefits returns you send, and HMRC's replies.

Why, and on what basis

• Running your account and the service you sign up for: contract.
• Payroll data: on the employer's instructions. The employer's basis is its legal obligations (PAYE, National Insurance, Real Time Information, statutory pay, CIS) and its employment contracts; for health-related statutory payment data, the employment condition in Schedule 1, paragraph 1 of the Data Protection Act 2018.
• Billing records: legal obligation (the company's accounting records).
• Waitlist: your consent (withdraw any time by emailing [email protected]).
• Logs and security: our legitimate interest in running the service and keeping it secure.

Who receives data

• HMRC: the submissions you send through the service.
• Companies House: the company name or number you look up.
• Stripe: payments and billing.
• Cloudflare: delivers and protects the website (and serves an icon set on the page where employees upload documents).
• DigitalOcean: our server in London.
• Microsoft 365 (through Amelia GB Ltd's email relay at ameliagb.com): sends emails, such as payslips and P60s to employees, team invitations and account messages.
• postcodes.io: the postcode you enter for an address lookup.
• One.com (backup server in Germany), Microsoft OneDrive and Google Drive: encrypted copies of our database backups.

We do not sell data, and PayrollBridge has no advertising trackers.

Transfers outside the UK

Data is stored in London. Backups go to Germany, which is covered by UK adequacy regulations. Stripe, Cloudflare, Microsoft and Google may process data outside the UK; those transfers are protected by UK adequacy regulations (including, for certified US companies, the UK Extension to the EU–U.S. Data Privacy Framework) or Standard Contractual Clauses with the UK International Data Transfer Addendum. Backups are encrypted before they leave our server, so the storage providers cannot read them.

How long

• Payroll data: while the employer is kept in the service. Employers must keep payroll records for at least 3 years after the end of the tax year they relate to; export what you need before deleting. Deleting an employer removes its employees, pay runs, payslips, statutory payments, documents (including the files), CIS records and HMRC submission records from our server straight away. Payment records stay, without the employer link, as our accounting records (tax law requires at least 6 years).
• Accounts: until you ask us to close your account at [email protected]; we do it within 30 days, apart from billing records (6 years).
• Waitlist address: until you unsubscribe, and no longer than 12 months after PayrollBridge launches.
• Our server logs: 14 days.
• Database backups: up to 30 days on our backup server in Germany and up to 60 days in Microsoft OneDrive and Google Drive; after that the providers keep deleted copies in their recycle bins for up to 93 days (Microsoft) or 30 days (Google). Data you delete leaves the backups when they expire.

Security

Connections use HTTPS, passwords are stored as hashes, the Government Gateway password is encrypted and backups are encrypted before they are sent. Only the Amelia GB Ltd staff who run the service can access the server.

Your rights

You can ask for access to your data, correction, erasure, restriction, objection or portability, and you can withdraw consent. Email [email protected]. If you are an employee, your employer decides on your request and we help it. You can also complain to the Information Commissioner's Office: ico.org.uk, 0303 123 1113.

Changes

When we change this notice, we update the date at the top. On 11 October 2026 we added accounts, payroll data, the recipients of data and the retention periods of the PayrollBridge service.

PayrollBridge · Amelia GB Ltd · 07124049