Privacy Policy

Last updated: 1 October 2026

Who we are

This website is operated by HP Group Services Limited, trading as SME Payroll Pro ("we", "us", "our"), based in Stevenage, Hertfordshire, UK. For the personal data described in this policy, we normally act as the data controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Where we process payroll data on behalf of a client as part of our managed payroll services, we act only as a data processor, and the client remains the data controller for that data — that processing is governed by a separate data processing agreement or engagement letter, not by this policy. If you are an employee of one of our clients and have a question about your own payroll data, please contact your employer in the first instance; we will support them in responding in line with our agreement with them.

Information we collect

We collect personal data in the following ways:

• When you contact us or request a quote — your name, company name, email address, phone number, payroll frequency, approximate headcount and any other details you choose to share with us.
• When you correspond with us by email, phone or post, in the course of dealing with your enquiry or account.
• Automatically, through your use of this website — our hosting infrastructure may log standard technical information such as your IP address, browser type and the pages you visit, for security and performance purposes.
• Through cookies and similar technologies — see our Cookie Policy for details.

If you become a client, we also process personal data relating to your employees (such as names, addresses, National Insurance numbers, bank details and salary information) strictly as your processor, in order to deliver payroll services on your instructions.

How we use your information, and our legal basis

• To respond to enquiries and provide quotes — on the basis of our legitimate interests in operating our business and taking steps towards a potential contract with you.
• To perform our contract with you once you become a client, and to deliver the payroll, pensions and related services you have engaged us for.
• To comply with our own legal and regulatory obligations, such as keeping business records.
• To send you information about our services, where you have agreed to this or where otherwise permitted by law — you can opt out of marketing communications at any time.

We do not sell or rent personal data to third parties, and we do not use personal data for any automated decision-making that produces legal or similarly significant effects.

Who we share information with

• HMRC, pension providers and other relevant bodies, where necessary to deliver payroll, auto-enrolment and related statutory services on a client's instructions.
• Trusted service providers who support our IT, hosting and office systems, who are only permitted to process data in line with our instructions.
• Professional advisers, such as our accountants or insurers, where necessary.
• Any party where we are required to do so by law, regulation or a valid legal process.

International transfers

Where any of our service providers are based outside the UK, we take steps to ensure your information remains protected to a standard equivalent to UK data protection law — for example, by relying on an adequacy decision or using approved contractual safeguards such as the UK's International Data Transfer Addendum.

How long we keep your information

We keep enquiry information for as long as reasonably necessary to respond to you and consider a potential engagement, and otherwise typically for no more than 24 months if no client relationship follows. Payroll and related client records are kept for the period required by HMRC and other applicable regulators — currently a minimum of 3 years from the end of the relevant tax year — or any longer period agreed in your engagement letter or data processing agreement.

Keeping your information secure

We use appropriate technical and organisational measures, such as access controls and secure systems, to protect personal data against unauthorised access, loss or disclosure, including payroll data processed on behalf of clients.

Your rights

Under UK GDPR, you have the right to:

• ask us for a copy of the personal data we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete your information, in certain circumstances;
• ask us to restrict, or object to, how we use your information;
• ask us to provide your information in a portable format; and
• withdraw consent at any time, where we rely on consent.

To exercise any of these rights, contact us using the details below. If you remain unhappy with how we've handled your information, you also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

Children's privacy

This website is intended for business use and is not directed at children. We do not knowingly collect personal data from children.

Changes to this policy

We may update this policy from time to time to reflect changes in our practices or the law. Any changes will be posted on this page with an updated revision date.

Contact us

If you have any questions about this policy or how we handle your information, contact us at info@smepayrollpro.co.uk or by post to HP Group Services Limited, Stevenage, Hertfordshire, UK.