Privacy Policy

Last updated: January 2025

1. Introduction

KLIQNET Digital ("we", "our", or "us") operates PayTrack (paytrackpro.com). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

2. Data Controller

KLIQNET Digital is the data controller for personal data processed through PayTrack. We are registered with the Information Commissioner's Office (ICO) and comply with the UK GDPR and Data Protection Act 2018.

3. Information We Collect

We may collect the following types of information:

  • Account Information: Name, email address, company name, and billing details
  • Employee Data: Names, addresses, National Insurance numbers, salary information, bank details, and employment history
  • Payroll Data: Hours worked, deductions, tax codes, pension contributions
  • Usage Data: Log data, device information, IP addresses, and analytics data

4. How We Use Your Information

We use your information to:

  • Provide and maintain our payroll and HR services
  • Process payments and manage subscriptions
  • Send HMRC reports and compliance documents
  • Communicate with you about your account and service updates
  • Improve our services and develop new features
  • Ensure security and prevent fraud

5. Legal Basis for Processing

We process your personal data under the following legal bases:

  • Contract: To perform our agreement with you
  • Legal Obligation: To comply with HMRC and employment law requirements
  • Legitimate Interest: To improve our services and ensure security
  • Consent: For marketing communications where applicable

6. Data Sharing

We may share your data with:

  • HMRC: For payroll reporting and tax compliance
  • Pension Providers: For auto-enrolment contributions
  • Payment Processors: For subscription payments (Stripe)
  • Service Providers: Cloud hosting, analytics, and email services

We do not sell your personal data to third parties.

7. Data Retention

We retain your data for as long as your account is active. After account termination, we retain data for 30 days to allow for account recovery. Payroll records are retained for 6 years as required by HMRC regulations.

8. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Rectify inaccurate data
  • Erase your data (subject to legal requirements)
  • Restrict processing
  • Data portability
  • Object to processing
  • Withdraw consent at any time

9. Data Security

We implement appropriate technical and organisational measures to protect your data, including encryption at rest and in transit, access controls, and regular security audits.

10. International Transfers

Your data is stored on servers within the United Kingdom and European Economic Area. Where data is transferred outside the EEA, we ensure appropriate safeguards are in place.

11. Cookies

We use cookies and similar technologies to improve user experience and analyse usage. You can manage cookie preferences through your browser settings.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes via email or through the service.

13. Contact Us

For any privacy-related queries or to exercise your rights, please contact our Data Protection Officer:

Email: privacy@paytrackpro.com
Address: KLIQNET Digital, United Kingdom