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Safeguarding payroll data in the digital age

| Damon Tunnicliffe | 7 September 2023

In an age of cyber threats and data breaches, safeguarding sensitive payroll data has never been more important.

Employee information, including names, addresses, bank details, and national insurance numbers, needs to be kept secure.

Any breach of this data can be damaging, as research suggests that over half of employees would lose trust in their employer, and over a third would consider leaving the company over the matter.

Personal data protection

For HR and payroll departments, personal data is essential in providing a seamless service to employees.

This data often needs to be shared between colleagues, departments, and external partners, and, with modern tools like cloud-based software and communication platforms, data sharing has become easier. Cloud-based software also decreases the risk of data loss, as you are no longer reliant on a single device to store data.

However, with increased sharing comes increased risk of data breaches and sensitive information falling into the wrong hands.

Any breach not only affects employee trust, but can also come at a financial and reputational cost to the business, so it is important that robust processes, procedures, and systems are in place to minimise any risk.

Legal and regulatory compliance

Keeping employees’ personal information safe isn’t just good for business, but there are legal and regulatory requirements too.

The introduction of the General Data Protection Regulation (GDPR) enhanced and modernised the rules and principles of the Data Protection Act, and placed greater emphasis on documentation that must be kept to demonstrate accountability.

Non-compliance with the rules can lead to substantial legal penalties and potential fines.

Outsourcing payroll services

To ensure compliance with the laws and to minimise any risk of data loss or cyber security breaches, many businesses choose to use professional payroll services.

At Duncan & Toplis, our payroll service is designed to simplify your payroll and ensure payroll processes are carried out accurately, reducing risk to your business.

Our payroll professionals implement strict controls and keep up to date with changing laws and the legal and regulatory aspects of data protection to ensure your processes remain compliant.

Safeguarding employee data is a demanding responsibility that, if kept internal, can take attention away from other key business operations. By utilising our dedicated team of payroll professionals, you can concentrate on what matters most to your business, with the peace of mind that your employee data is safe - get in touch today.


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