Last Updated: 01.11.2025

AA Payroll Service (“we”, “our”, “us”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website or services.

AA Payroll Service
Website: aapayroll.co.uk

1. Introduction

This User Agreement and Privacy Policy govern access to, and use of, the services provided by AA Payroll Services. By accessing or using
our website or services, you acknowledge that you have read, understood, and agree to be legally bound by this Policy.

2. Scope of Agreement

This Policy applies to all clients, users, visitors, and any parties accessing or using our services within the United Kingdom.

3. Information You Provide

We operate in accordance with relevant UK laws and requirements, including, but not limited to:

  • The Data Protection Act 2018
  • UK GDPR (General Data Protection Regulation)
  • HMRC Payroll and PAYE Regulations
  • Employment Rights Act 1996
  • PAYE Real Time Information (RTI) reporting
  • PECR (Privacy and Electronic Communications Regulations)

4. Eligibility and Account Registration

To use our services, you must:

  • Operate legally within the United Kingdom
  • Provide accurate company and employee information
  • Maintain the confidentiality of account credentials
  • Notify us immediately of any suspected security breach

We reserve the right to reject, suspend, or terminate accounts where compliance or verification cannot be confirmed.

5. Service Provision

We provide payroll processing and associated administrative services including, where applicable:

  • Employee payment calculations
  • PAYE, NI, and pension deduction handling
  • HMRC submissions including RTI
  • Payslip generation
  • End-of-year reporting (where included in service agreement)

We act based on the accuracy of information you supply and are not responsible for errors arising from incomplete, inaccurate, or late data
submission.

6. Fees and Billing Terms

Service fees are payable as outlined in your onboarding documentation or contract agreement. Late or unpaid balances may result in:

  • Service suspension
  • Administrative charges
  • Account termination

All fees are non-refundable unless required by law.

7. Limitation of Liability

To the fullest extent permitted by law, we shall not be liable for:

  • Service suspension
  • Administrative charges
  • Account termination

    Our total liability shall not exceed the total fees paid in the preceding twelve (12) months.

8. Data Protection and Privacy

We collect, process, and store personal and business data for the lawful purpose of delivering payroll services. All processing complies with
UK GDPR and the Data Protection Act 2018.

Data categories may include:

  • Business identity information
  • Employee personal details
  • Bank details
  • HMRC tax data
  • Payroll calculations and work records

Data is stored securely using encryption and access controls.

9. Data Rights (UK GDPR)

Users have the right to:

  • Access their personal data
  • Request corrections or updates
  • Request deletion where lawful
  • Restrict or object to processing
  • Request a copy of data (Data Portability)

We may decline requests where data must be retained for legal obligations.

10. Data Retention

Payroll and financial data are stored in line with UK statutory requirements, typically for at least six (6) years, unless a longer period is
legally required.

11. Data Sharing

Data may be shared with approved third parties only where necessary including:

  • HMRC
  • Government regulators
  • Pension scheme providers
  • Banking and payment processors

We do not sell or share data for marketing purposes.

12. Website Cookies and Tracking Technologies

Our website uses cookies for functionality, analytics, and security purposes. Users may control or disable cookies through browser settings.

13. Termination

This agreement may be terminated by either party with written notice as specified in your service contract. Upon termination, access to
services may be revoked.
We may retain certain information for legal compliance.

14. Policy Amendments

This Policy may be updated periodically. The most recent version will always be published on our website. Continued use constitutes
acceptance of any changes.

15. Policy Amendments

For enquiries, data access requests, or complaints:
info@aapayroll.co.uk