Amberis Partners Ltd – Privacy Policy

Effective Date: 07/02/2026

1. Who We Are

Amberis Partners Ltd is a UK-based payroll services provider. We act as a data processor when delivering payroll, CIS, and auto-enrolment services on behalf of our clients, and as a data controller for personal data processed for our own business administration, legal obligations, and regulatory compliance in accordance with UK GDPR and the Data Protection Act 2018.

2. Personal Data We Collect

We collect only the personal data necessary to deliver our services and operate our business, including:

• Client business details

• Employee and subcontractor information (such as name, address, National Insurance number, tax code, and pay data)

• Statutory payment information

• Pension and CIS deduction data

• Client contact details for communication and billing

• Information required for anti-money laundering and regulatory checks

3. How We Use Personal Data

We process personal data solely to:

• Operate payroll and issue payslips

• Submit Real Time Information (RTI) returns to HMRC

• Administer pensions and auto-enrolment

• Perform CIS verification and submissions

• Provide payroll reports and statutory documentation

• Meet legal and regulatory requirements

We do not use personal data for unsolicited marketing.

4. Lawful Basis for Processing

We rely on the following lawful bases:

• Legal obligation – to fulfil payroll, pension, CIS, tax, and regulatory duties

• Contract – to provide services agreed in our Engagement Letter

• Legitimate interests – for limited business operations such as service improvement and fraud prevention

• Consent – where required, including for referral introductions

5. Data Sharing

We share personal data only where necessary and appropriate, including with:

• HMRC

• Pension providers

• Accountants and HR advisors (where authorised)

• Regulators and law enforcement where required by law

• Technology providers that support secure payroll processing

All third parties are required to respect the security of personal data and process it in accordance with the law.

6. Partner Referrals

Amberis Partners Ltd may introduce clients to trusted third‑party providers such as accountants, lenders, insurance brokers, and other professional advisers.

We will only share your contact details where you have given clear permission for us to do so. These providers act as independent data controllers and are responsible for their own compliance with data protection legislation.

We may receive a referral fee or commercial benefit for some introductions. This does not affect our commitment to acting in our clients’ best interests.

7. Data Security

We implement appropriate technical and organisational measures to protect personal data, including encrypted cloud storage, secure payroll software, multi-factor authentication, and restricted access controls.

8. Data Retention

We retain personal data only for as long as necessary to meet legal, accounting, and regulatory requirements:

• Payroll and CIS records – typically 6 years

• Auto-enrolment records – 6 years (opt-out notices 4 years)

• Anti-money laundering records – 5 years after the business relationship ends

• Communications and operational logs – up to 6 years

9. International Transfers

We do not knowingly transfer personal data outside the UK or EEA. Where a technology provider stores data internationally, we ensure appropriate safeguards are in place.

10. Your Rights

Individuals have the right to:

• Request access to their personal data

• Request correction of inaccurate data

• Request erasure where legally permissible

• Restrict or object to processing in certain circumstances

• Request data portability where applicable

Complaints may be raised with the Information Commissioner’s Office (ICO).

11. Data Breaches

We maintain procedures to detect, report, and investigate personal data breaches. Where required, reportable breaches will be notified to the ICO within 72 hours.

12. Contact

Amberis Partners Ltd

Email: info@amberispartners.co.uk

Phone: 0203 475 3545

If you have questions about this privacy policy or how we handle personal data, please contact us using the details above.