1. Introduction
Prism Pathways is committed to protecting your privacy and handling your personal data in accordance with UK GDPR and the Data Protection Act. This Privacy Policy explains how we collect, use, share and safeguard your information when you visit our website or engage our services.
2. Information We Collect
We may collect and process:
Contact & Identity Data: Name, job title, company name, postal address, email address, telephone number.
Payroll & HR Data: Employee names, dates of birth, National Insurance numbers, bank account details, salaries, hours worked and tax information (only when you use our payroll services).
Usage Data: IP address, browser type, pages visited, date/time stamps (through cookies and website analytics).
Communications: Correspondence between you and us, including emails, calls and support tickets.
3. How We Use Your Information
We use your data to:
Deliver Services: process payroll, time & attendance, benefits administration, talent management.
Communicate: Send invoices, service updates, support responses and reminders.
Improve Our Services: Analyse usage patterns, maintain and enhance our platform.
Legal & Compliance: Comply with HMRC, pension providers, and employment law requirements.
4. Lawful Basis for Processing
We process personal data based on one or more of the following:
Contractual Necessity: To perform our service agreement with you.
Legal Obligation: To meet HMRC, pension auto‑enrolment and other statutory requirements.
Legitimate Interests: To manage our business, improve services and prevent fraud (balanced against your rights).
Consent: Where we ask for and you provide explicit permission (e.g. marketing communications), which you can withdraw at any time.
5. Sharing & Disclosure
We may share your data with:
Service Providers: HMRC, pension and insurance providers, cloud hosting, IT support, auditors.
Regulators & Law Enforcement: Where required by law or to protect our rights.
Professional Advisers: Legal or financial advisers under strict confidentiality obligations.
We never sell your personal data to third parties.
6. Data Security & Retention
Security: We implement appropriate technical and organisational measures (encryption, access controls, secure servers) to protect your data.
Retention: We retain personal data only as long as necessary for the purposes outlined (typically up to seven years for payroll records), or as required by law.
7. Your Rights
Under GDPR you have the right to:
Access: Request a copy of the personal data we hold about you.
Rectify: Correct inaccurate or incomplete data.
Erase: Request deletion of your data (in certain circumstances).
Restrict Processing: Limit how we use your data.
Data Portability: Receive your data in a structured, machine‑readable format.
Object: To processing based on legitimate interests or marketing.
To exercise any of these rights, please contact us (details below).
8. Cookies & Tracking
Our website uses cookies and similar technologies to improve functionality and gather anonymised analytics. You can manage or disable cookies via your browser settings, though this may affect site performance.
9. Third‑Party Links
Our site may contain links to third‑party websites. We are not responsible for their privacy practices. Please review their policies before providing any personal data.
10. Changes to This Policy
We may update this Privacy Policy occasionally. We will notify you of significant changes by email or via a notice on our website. Continued use of our services after changes have been published constitutes acceptance of the updated policy.
11. Contact Us
If you have any questions or wish to exercise your data protection rights, please get in touch:
Address: 120 Bark Street, 6th and 7th Floor, Bolton, BL1 2AX
Email: mail@prismpathways.co.uk
Phone: (+44) 1204913965
Thank you for trusting Prism Pathways with your data. We take your privacy seriously and are here to help with any concerns.
