Data Processing Roles

Under GDPR: 

• Your organization = Data Controller  
• HRPayHub = Data Processor  

We process personal data strictly on your behalf and only for: 

• HR and employee management  
• Payroll processing and reporting  
• Tax and regulatory compliance  

What Data We Process

RPayHub processes only the data required to deliver HR and payroll services, including: 

• Employee personal information (name, address, contact details)  
• Payroll data (salary, tax, deductions)  
• National Insurance numbers  
• Employment and compliance records  

We apply strict data minimization and purpose limitation principles. 

Security Measures

We implement robust technical and organizational safeguards, including: 

• Secure data transmission (HTTPS/TLS encryption)  
• Encrypted data storage  
• Role-based access controls (RBAC)  
• Secure authentication and access management  
• System activity monitoring and audit logging  

Cross-Border Access Controls

While data is hosted within the EU, access may be required by authorized personnel in other regions. 
All access is: 

• Strictly controlled and permission-based  
• Logged and monitored  
• Protected using appropriate security safeguards  

Data Subject Rights

HRPayHub supports your compliance with GDPR data rights, including: 

• Right to access personal data  
• Right to correct inaccurate data  
• Right to data portability  
• Right to erasure (where legally applicable)  

Our platform enables employers to respond to these requests efficiently. 

Data Retention

We retain payroll and compliance-related data in accordance with UK legal requirements, typically for up to 6 years, after which data may be archived or securely deleted. 

Sub-Processors

We work only with trusted, GDPR-aware service providers: 
All sub-processors are selected based on strict security and compliance standards. 

Data Breach Response

tect, assess, and respond to security incidents. 
In the unlikely event of a data breach, we will: 

• Investigate promptly  
• Notify affected parties where required  
• Comply with the 72-hour reporting obligation  

Tag and Track by Department, Location, or Role 

Canadian businesses with multiple departments or locations benefit  from tagging features that allow managers to track costs, attendance, and coverage by unit. This provides enhanced operational visibility across the business, especially useful for audit reporting, cost allocation, and legal compliance. 

For any data protection or privacy-related inquiries: 
Email: care@hrpayhub.com 

Secure your HR and payroll with a GDPR-compliant platform.  Start managing employee data, payroll, and compliance with confidence.