Privacy Policy

1. Who we are

Synergy Payroll Ltd, trading as SynergyPay, company number 17469535, registered at 3 Smew Road, Nottingham, NG14 5JG. We are registered with the Information Commissioner's Office, reference ZC258481. Our director handles all data protection matters and can be reached at info@synergypayroll.co.uk or 07979 376537.

2. Two different roles

We are a controller for the personal data of our own clients, contacts and website visitors. We are a processor for the employee data we handle when running payroll, where the employer is the controller. Our data processing agreement governs that work and sits alongside this policy.

3. Data we collect as a controller

• Website enquiries and quote requests: name, business name, email, phone, headcount, pay frequency and anything you tell us. Lawful basis: legitimate interests, to respond to you, and steps towards a contract.
• Clients and prospective clients: contact details, business details, bank details for invoicing, and correspondence. Lawful basis: contract, and legal obligation for records we must keep.
• Anti-money laundering checks: identity documents, proof of address and the results of sanctions and politically exposed person screening for directors and beneficial owners. Lawful basis: legal obligation under the Money Laundering Regulations 2017.

4. Data we handle as a processor

When running payroll we process employee names, addresses, dates of birth, National Insurance numbers, bank details, pay and hours, tax codes, pension contributions, statutory payments and absence. Where statutory payments or absence require it, this can include health information, which is special category data processed under employment law obligations. We process it only on the employer's documented instructions.

5. Who we share data with

We use the following sub-processors and service providers:

• FreshPay, our payroll platform.
• Veriphy, for identity and anti-money laundering checks on clients.
• Telleroo, for making payments, UK regulated.
• Xero, for our own accounting and for posting client payroll journals where the client uses Xero.
• Google Workspace, for email and document storage.
• Our website host.

We also share data with HMRC, pension providers and, where you instruct us, your accountant. We do not sell personal data or use it for advertising. We do not send marketing emails, and the quote form does not add you to a mailing list.

6. Where data is stored

Within the UK or the European Economic Area. Where a provider transfers data elsewhere, it does so under UK approved safeguards such as the International Data Transfer Agreement.

7. How long we keep it

• Payroll records: 6 years after the end of the tax year they relate to.
• Anti-money laundering records: 5 years from the end of the client relationship.
• Client files and correspondence: 6 years after the relationship ends.
• Website enquiries that do not become clients: 12 months.

After these periods we delete or securely destroy the data.

8. Your rights

You may ask for a copy of your data, ask us to correct or delete it, object to or restrict processing, or ask for it in a portable format. Some rights are limited where we must keep records by law. Email info@synergypayroll.co.uk and we will respond within one month. Employees whose payroll we run should contact their employer first, as the employer is the controller, and we will support them with any request.

9. Complaints

If you are unhappy with how we handle your data, tell us first. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Cookie policy

Version 1.0. Effective from 12 October 2026.

This website does not use analytics, advertising or tracking cookies, and it does not profile visitors. Because of that, no consent banner is required.

The site sets no cookies of its own and stores nothing in your browser. It follows your device's light or dark mode setting, which is read from your device and not recorded by us.

If you book a call with us, our booking provider may set its own cookies on its own page. That is covered by their cookie notice, not ours.

If we add analytics in future, we will update this policy and ask for your consent before any non-essential cookie is set.