Privacy policy
How Opal Paye looks after your personal information
This notice explains what Opal Paye Limited does with personal information. It covers our website, www.opalpaye.co.uk, and the people we deal with: website visitors, people who contact us, workers we pay, and our agency and client contacts. Please read it alongside any other privacy information we give you when we collect your details.
1. Who we are
Opal Paye Limited is a payroll and umbrella company. We employ and pay workers who carry out temporary assignments arranged by recruitment agencies.
We are the data controller for the information described in this notice. That means we decide what information is collected and what happens to it.
| Company | Opal Paye Limited, registered in England and Wales, company number 15769485 |
|---|---|
| Registered office | Unit 11, Ground Floor, Bartle Court, Rosemary Lane, Bartle, Preston, Lancashire, PR4 0HF |
| payroll@opalpaye.co.uk | |
| Phone | 01772 974162 |
| ICO registration | ZC278865 |
| Data protection contact | Thomas Humphreys, Thomas.Humphreys@opalpaye.co.uk |
2. The information we collect
Information you give us
You give us information when you fill in a form on our website, email or call us, register with us as a worker, or deal with us as an agency or client contact. Depending on why you are in touch, this can include:
- your name, address, email address and phone number
- your date of birth, National Insurance number and nationality
- a copy of your passport, visa or right to work share code, and any supporting documents
- your bank account details
- your tax code, student loan details and details of other income, where relevant
- your timesheets, pay, deductions, pension contributions and holiday records
- your job title, assignment details and the agency and client you work with
- anything else you choose to tell us in an email, a form or a phone call
We also collect special category information where we need it, such as health information you give us to support a sick pay claim or a workplace adjustment. We only use it where the law allows, usually to meet our employment law obligations.
Information we collect automatically from our website
When you visit www.opalpaye.co.uk our systems, those of our website host, GoDaddy, and those of Cloudflare, which provides security and content delivery for the site, automatically record technical information, including your IP address, device and browser type, the pages you visit and the date and time of your visit. We use this to keep the site secure and working properly, and to understand how it is used. Where we use analytics, this is provided by Google Analytics (provided by Google).
See section 5 for more about cookies.
Information we receive from others
- recruitment agencies, who pass us your details and your assignment information so we can register and pay you
- end clients, who confirm the hours you have worked
- HMRC, for example your tax code
- our pension provider, Smart Pension, about your enrolment and contributions
- public sources such as the government right to work checking service, where we need to verify your documents
3. How we use your information and why we are allowed to
Data protection law requires us to have a lawful basis for using your personal information. Ours are set out below.
| What we use it for | Our lawful basis |
|---|---|
| Answering your enquiry and keeping in touch about it | Our legitimate interests: responding to people who contact us |
| Registering you as a worker and checking your right to work in the UK | Legal obligation, and to take steps before entering into your contract |
| Employing you, running payroll, paying you and giving you a payslip | Performance of your contract, and our legal obligations |
| Deducting and reporting income tax and National Insurance, and reporting to HMRC | Legal obligation |
| Assessing you for a workplace pension and enrolling you | Legal obligation |
| Managing holiday, sick pay, family leave and other statutory rights | Legal obligation, and performance of your contract |
| Dealing with the agency and client about your assignment | Performance of your contract, and our legitimate interests in running the arrangement |
| Keeping our records, and defending or bringing legal claims | Our legitimate interests in protecting our position, and our legal obligations |
| Running, securing and improving our website | Our legitimate interests in a safe, working website |
| Sending you marketing, where you have asked for it | Your consent, which you can withdraw at any time |
Where we rely on legitimate interests, we have considered whether this is fair to you and whether it affects your rights. You can ask us for more detail, or object, using the contact details in section 1.
4. Who we share your information with
We do not sell your personal information, and we do not share it for anyone else’s marketing. We do share it with:
- the recruitment agency that placed you, and the end client you work for, where this is needed to run your assignment and pay you
- HMRC, for tax, National Insurance and real-time payroll reporting
- Smart Pension, our workplace pension provider
- Nxsys, the payroll system that produces your payslips and runs your online account
- our IT, email and website suppliers, who host and support the systems we use, including GoDaddy (website hosting) and Cloudflare (website security and content delivery)
- our bank, for paying your wages
- our accountants, auditors, insurers and legal advisers
- the Employment Agency Standards Inspectorate, the Information Commissioner, the police or any other body, where the law requires or allows it
- a buyer, if our business or part of it is sold or reorganised
Our suppliers act on our instructions and are not allowed to use your information for their own purposes. We have written contracts with them, as the law requires.
5. Cookies
Our website uses cookies: small files stored on your device. Some are needed for the site to work, such as remembering your cookie choices and keeping the site secure. Others help us understand how the site is used, or support content from other services.
We only set cookies that are not strictly necessary if you agree, through the banner shown when you first visit. You can change your mind at any time using the cookie settings on our site, or by clearing your cookies. Most browsers also let you block or delete cookies, though parts of the site may stop working properly if you do.
The cookies we use
| Cookie | What it does |
|---|---|
| cookieyes-consent | Set by our cookie banner to remember your consent choices. Necessary. Expires after 1 year. |
| __cf_bm | Set by Cloudflare to tell human visitors from bots and protect the site. Necessary. Expires after 30 minutes. |
| _cfuvid | Set by Cloudflare to group requests from the same visitor so that rate limits can be applied. Necessary. Deleted when you close your browser. |
| cf_clearance | Set by Cloudflare to record that you have passed a security check. Necessary. Expires after 1 year. |
| _ga and _ga_ (plus our measurement ID) | Set by Google Analytics to tell visitors apart and to measure how the site is used. Analytics, so only set if you agree. Expires after 13 months. |
If we add anything else that uses cookies, we will update this list and, where consent is needed, ask you before it is set.
6. Where your information is held
Your information is normally stored on servers in the UK or the European Economic Area. Where one of our suppliers stores or accesses it elsewhere, we make sure it is protected by the safeguards data protection law requires, such as UK approved standard contractual clauses or a government adequacy decision. You can ask us for a copy of the safeguards we rely on.
7. How long we keep it
We keep your information only as long as we need it, then delete it securely. In practice:
| Information | How long we keep it |
|---|---|
| Payroll, tax and pay records | 6 years after the end of the tax year they relate to |
| Right to work documents | 2 years after your employment ends |
| Working time and holiday records | 3 years |
| Pension auto-enrolment records | 6 years |
| General enquiries that do not become registrations | 12 months |
| Website analytics and server logs | up to 26 months |
We may keep information for longer where we need it for a legal claim, or where the law requires it.
8. Keeping your information safe
We use technical and organisational measures to protect your information, including access controls, multi-factor authentication on our systems, encryption and staff training. No system is completely secure, so if anything does go wrong we have a process for investigating it and, where the law requires, telling you and the Information Commissioner.
We will never ask you to send us passwords, and we will never ask you to change your bank details by email alone. If you receive a message like that, please call us on 01772 974162 before doing anything.
9. Your rights
You have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete information where we no longer need it
- ask us to restrict how we use your information while a concern is looked into
- object to us using your information where we rely on legitimate interests, and to object to direct marketing at any time
- ask us to transfer certain information to you or another organisation in a machine-readable format
- withdraw your consent at any time, where we rely on it
To exercise any of these rights, email payroll@opalpaye.co.uk or write to us at Unit 11, Ground Floor, Bartle Court, Rosemary Lane, Bartle, Preston, Lancashire, PR4 0HF. We will respond within one month. We may ask you to confirm your identity first. These rights are free to use, and they do not apply in every case; we will explain if an exception applies to your request.
10. Complaints
If you are unhappy with how we have handled your information, please tell us first at payroll@opalpaye.co.uk so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator:
| Website | www.ico.org.uk/make-a-complaint |
|---|---|
| Helpline | 0303 123 1113 |
| Post | Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF |
11. Changes to this notice
We review this notice regularly and will post any changes on www.opalpaye.co.uk. Where a change affects you significantly, we will tell you directly. This version was published on 19 October 2026.
12. How to contact us
For anything about this notice or your personal information, contact us at payroll@opalpaye.co.uk, call 01772 974162, or write to Opal Paye Limited, Unit 11, Ground Floor, Bartle Court, Rosemary Lane, Bartle, Preston, Lancashire, PR4 0HF.
Opal Paye Limited. Registered in England and Wales, company number 15769485. Registered office: Unit 11, Ground Floor, Bartle Court, Rosemary Lane, Bartle, Preston, Lancashire, PR4 0HF.