Legal information

Website privacy notice

This notice explains how Total Pay Services handles personal information supplied through this UK website.

Who is responsible

The controller

Total Pay Services Ltd is the controller for personal information collected through this website.

Total Pay Services Ltd · company number NI735368 · registered in Northern Ireland.

Privacy enquiries: enquiries@totalpayservices.co.uk.

Do not send sensitive payroll informationDo not use the website form for employee or payroll data, bank details, payment files, credentials, client files, special-category data or criminal-offence information. TPS is not yet accepting live payroll data. A suitable exchange channel must be agreed and tested before onboarding.

Information and purpose

What we use and why

Contact detailsName, work email, optional phone number, company and role or organisation type.

Enquiry detailsYour payroll requirements, pay frequency, approximate headcount, services selected and the message you provide.

Technical dataHosting and security providers may process your IP address, request time, requested page, browser information and spam-control signals in server logs. Server logs can contain personal information even where no browser cookies are used.

PurposeTo receive and respond to your enquiry, provide the service information or call you request, keep a record of that discussion, and operate and protect the website.

Lawful basisOur legitimate interests are responding to business enquiries, keeping relevant correspondence, and operating and protecting the website. Where you ask to enter a contract with us personally, we also use information to take the steps you request before that contract. The enquiry checkbox confirms you have read this notice; it is not consent to general marketing.

Who receives it

Website and email providers

Enquiry information is handled by Total Pay Services and the providers used to host the website and manage correspondence.

Netlify, for static hosting, form capture and spam control.
Microsoft 365, for the enquiries mailbox and business correspondence.
Professional advisers or authorities where disclosure is necessary and lawful.

The hosting and email providers operate internationally, so information may be processed outside the UK. Contact us at the address above for details of the processing locations and safeguards applicable to your enquiry.

Retention

Not kept indefinitely

The retention period depends on whether the enquiry remains active, whether it leads to a service agreement, and whether information is needed to deal with a complaint, legal obligation or claim. Information should be deleted or anonymised when those purposes no longer require it. You can ask us about the records held for your enquiry using the contact details above.

Any future payroll engagement will require separate information about client and employee data handling before live payroll data is accepted.

Your rights

Ask us about your information

You may have rights to access, correct, erase or restrict personal information, object to processing, or receive portable data. Rights depend on the circumstances and may be limited by law. Contact enquiries@totalpayservices.co.uk.

You can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint/.

Website measurement

Cookies and technical information

The website code does not set analytics cookies, use browser storage, or include advertising pixels or session replay. This does not prevent hosting and security providers from processing request information in server logs.

See cookies and browser-storage information for more detail.