Addressing Your Concerns: Our Commitment to Data Security and Compliance

One of the most common concerns for customers considering outsourcing their data is security. Payroll involves handling sensitive information, including employee personal details and financial data. We recognise that businesses might be reluctant to outsource payroll because of worries about data security and confidentiality.

In this blog we aim to address your concerns and alleviate any worries you may have about using Payroll Options for your payroll processing needs by answering your key concerns about our procedures and the security protocols we have in place, to ensure the safety of your data.

What measures are in place to prevent cyberattacks and data breaches?

We have the Cyber Essentials Plus Accreditation, which features a penetration test and audit as well as the Cyber Essentials requirements.  We also have GDPR compliant processes in place to limit data storage and traffic. 

Cyber Essentials Plus is a UK government-backed certification scheme that helps organisations protect themselves against common cyber threats. It builds on the basic Cyber Essentials certification by requiring a more rigorous assessment process, including an external technical verification.

Cyber Essentials Plus provides a higher level of assurance than the basic Cyber Essentials certification. It demonstrates that our organisation has not only implemented key cybersecurity controls but also has had these measures verified by an independent assessor.

How do you ensure GDPR Compliance?

We have regular staff training and have appointed an inhouse Data Protection Officer (DPO), as we process large volumes of personal data or sensitive data. The DPO is responsible for overseeing data protection strategies and ensuring compliance with GDPR requirements. Maintaining GDPR compliance requires a thorough understanding of the regulation, a comprehensive data audit, robust data protection policies, and ongoing vigilance, and as a result information security is at the heart of our processes.

What does being BACS approved mean?

Being BACS approved means that an organisation has been recognised by BACS (Bankers' Automated Clearing Services) as meeting the required standards to operate within the BACS payment system in the UK. BACS is a payment system that allows businesses to make direct debit and direct credit transactions.

BACS is a payment system in the UK used for processing direct debits and direct credits. It facilitates the electronic transfer of funds directly from one bank account to another. BACS payments are commonly used for payroll, supplier payments, and regular bill payments.

We are regularly inspected and are able to submit BACS instructions to enable the secure payment of employees.  Money moves directly from the employer’s account to the employee’s with us just creating a set of instructions with the bank.  It is a three-day process and used by many businesses in the UK.

Pay.UK is the recognised operator and standards body for the UK’s interbank payment systems.

Being BACS approved is a mark of quality and reliability for organisations that handle electronic payments in the UK. It signifies that we have met rigorous standards for technical and operational competence, security, and compliance, providing assurance to clients and partners that their financial transactions are in safe hand 

How do you prevent unauthorised access or mishandling of information?

We have a combination of technical, organisational, and procedural measures in place.  These processes are also inspected as part of the BACS inspection and touched on with the cyber essentials plus.

Our key strategies include:

Implementing Robust Access Controls

• Role-Based Access Control (RBAC): Limit access to payroll systems and data based on the roles and responsibilities of employees. Ensure that only authorised personnel can access sensitive information.

Encryption of Sensitive Data

• Data Encryption: Encrypt sensitive payroll data both in transit and at rest to protect it from unauthorised access and interception.

• Secure Communication Channels: Use secure communication protocols (e.g., HTTPS, SSL/TLS) for data transmission between the ourselves and our clients.

Regular Security Audits and Vulnerability Assessments

• Internal and External Audits: Conduct regular security audits to identify and address potential vulnerabilities in payroll systems and processes.

• Penetration Testing: Perform regular penetration testing to identify weaknesses that could be exploited by attackers.

Comprehensive Employee Training

·       Security Awareness Training: Provide ongoing training to employees on cybersecurity best practices, data protection, and recognizing phishing and social engineering attacks.

·       Policy Education: Ensure employees are familiar with internal policies regarding data handling, access controls, and incident reporting.

Regular Backups and Recovery Plans

• Data Backups: Regularly back up payroll data to secure, off-site locations.

• Disaster Recovery Plan: We have a robust disaster recovery plan in place to ensure quick recovery and continuity of payroll services in the event of a security breach or system failure.

By implementing these measures, we can significantly reduce the risk of unauthorised access or mishandling of sensitive payroll information, ensuring the protection of client data and maintaining trust and compliance.

At Payroll Options, we are dedicated to upholding the highest standards of data security and compliance to ensure the safety and confidentiality of your information. Our robust measures, including Cyber Essentials Plus Accreditation, GDPR compliance, BACS approval, and stringent access controls, demonstrate our commitment to protecting your data. We are fully equipped to handle your payroll processing needs with the utmost care and diligence.

Contact our sales team to find out more on 01908 630 777.