Who We Are

Rpay is a trading name of Smart Registrations Ltd. We provide payroll bureau and related compliance services to business clients.

For data protection purposes we may act as:

• Data Processor when processing payroll data on behalf of employer clients
• Data Controller when handling enquiries, marketing, website data or compliance records

Personal Data We Collect

We may collect and process the following categories of personal data:

Client and Business Contact Data

• names and job titles
• business contact details
• billing information
• correspondence records

Payroll and Employee Data

• names, addresses and contact details
• dates of birth
• National Insurance numbers
• payroll and remuneration data
• bank account details
• tax codes and statutory deductions
• pension contribution information
• employment dates and status

Website and Technical Data

• IP address
• browser type
• device information
• website usage data
• cookie identifiers

Compliance and Identity Verification Data

• identity documents
• verification results
• risk assessment information
• regulatory records

How We Use Personal Data

We use personal data for the following purposes:

• delivering payroll services
• submitting statutory information to HMRC
• supporting pension administration
• client communication and account management
• billing and payment processing
• regulatory compliance including anti-money laundering checks
• improving our website and services
• marketing our business services where permitted by law

Legal Bases for Processing

Depending on the circumstances we rely on the following lawful bases:

• performance of a contract
• compliance with legal obligations
• legitimate interests in operating and improving our business
• consent (for certain marketing or non-essential cookies)

Sharing Personal Data

We may share personal data with:

• HM Revenue & Customs
• pension providers
• payroll software providers
• cloud hosting and IT service providers
• identity verification providers
• professional advisers
• regulators and law enforcement where required

We require third parties to implement appropriate safeguards.

International Transfers

Some service providers may process data outside the United Kingdom.

Where this occurs we will ensure appropriate safeguards are in place in accordance with UK data protection law.

Data Security

We implement technical and organisational measures designed to protect personal data including:

• controlled system access
• secure software platforms
• staff confidentiality obligations
• secure data transmission where available

However, no system can be guaranteed completely secure.

Data Retention

We retain personal data only for as long as necessary to:

• provide services
• comply with tax, employment and regulatory requirements
• defend legal claims

Retention periods may extend beyond termination of services.

Data Subject Rights

Individuals may have rights to:

• request access to personal data
• request correction of inaccurate data
• request erasure in certain circumstances
• object to certain processing activities
• request restriction of processing

Requests should normally be directed to the employer as data controller in relation to payroll data.

Marketing Communications

We may send business-related marketing communications where permitted by law. Recipients may opt out at any time using unsubscribe links or by contacting us.

Cookies and Website Tracking

Our use of cookies is explained in our Cookies Policy.

Changes to This Policy

We may update this Privacy Policy periodically. Updated versions will be published on our website.

Contact and Complaints

Rpay Payroll Bureau
Smart Registrations Ltd
27 Old Gloucester Street
London WC1N 3AX

If you are dissatisfied with how personal data has been handled you may contact the UK Information Commissioner’s Office.