Privacy policy

About this notice

Last updated: 10/05/2018

PES is committed to your privacy. This privacy policy ("Privacy Policy") is meant to help you understand what personal data we collect about you, how we use that personal data, including how to access and update your information. 

We respect and value the privacy of everyone who visits this website and its subdomains, subdomain.happypeople.co.uk (“Our Site”), and will only collect and use personal data in ways that are described here, and in a manner that is consistent with Our obligations and your rights under the law.

Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of Our Privacy Policy is deemed to occur upon your first use of Our Site. If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately.

About us

In this policy 'PES', ‘We’, ‘Us’, ‘Our’ means Premier Employer Solutions Limited, company number 4316451, registered office Unit 1 Pinkers Court, Briarlands Office Park, Rudgeway, Bristol, BS35 1PJ. Our Site is owned and operated by PES.

PES administer your employer’s employee benefits scheme on their behalf.

If you have any questions about Our Site or this Privacy Policy, please contact Us

by email at privacy@wearepes.co.ukby telephone on 01454 808658, or by post at Unit 1 Pinkers Court, Briarlands Office Park, Rudgeway, Bristol, BS35 1PJ. UK.

What does this policy cover ?

This Privacy Policy applies only to your use of Our Site and email communications sent to you via Mailchimp about your employee benefits scheme. It relates to personal data which means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data provided to us by your employers and that you give to Us via Our Site. This definition shall, where applicable, incorporate the definitions provided in the EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”)

Our Site may contain links to other websites. Please note that We have no control over how your data is collected, stored, or used by other websites and We advise you to check the privacy policies of any such websites before providing any data to them.

Your rights

You have the following rights under the GDPR, which this Policy and Our use of personal data have been designed to uphold:

  • The right to be informed about Our collection and use of personal data;
  • The right of access to the personal data We hold about you (see How can you access your data ?);
  • The right to rectification if any personal data We hold about you is inaccurate or incomplete (please contact Us using the details below);
  • The right to be forgotten – i.e. the right to ask Us to delete any personal data We hold about you (We only hold your personal data for a limited time, as explained in section but if you would like Us to delete it sooner, please contact Us using the details below);
  • The right to restrict (i.e. prevent) the processing of your personal data;
  • The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);
  • The right to object to Us using your personal data for particular purposes; and
  • Rights with respect to automated decision making and profiling.

If you have any cause for complaint about Our use of your personal data, please contact Us using the details provided in the section below and We will do Our best to solve the problem for you.

If We are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.

For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.

What data do we collect ?

This site contains personal data provided to us by your employer so that we can operate your employee benefits scheme. This data may include some or all of the following personal data dependent on the service your employer has chosen:

  • Payroll number
  • First name
  • Last name
  • Email address
  • Date of birth
  • Salary
  • Employment status
  • Gender
  • NI number
  • Job title
  • Home address

Depending upon your use of Our Site, We may also collect some or all of the following personal data from you to provide employee benefits that you have requested:

  • Family member details (name, date of birth, gender)
  • Childcare provider details (name, email address, bank account details)

We may also collect the following personal data to monitor performance of our site

  • IP address
  • Web browser type and version
  • Operating system

How do we use your data?

All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with Our obligations and safeguard your rights under the GDPR at all times. More details on security are provided below.

Our use of your personal data will always have a lawful basis, which is performance of a contract (e.g. provision of employee benefits to you). Specifically, We may use your data for the following purposes:

  • Setting up and administering changes to employee benefits requested by you or provided to you by your employer.
  • Notifying payroll deductions to your employer for benefits that you have selected.
  • Emailing employee communications to you about your employer’s employee benefits scheme including what benefits are available to you, offers, employee benefit news.
  • Providing you with a childcare voucher account and making payments on your behalf to your childcare providers.
  • Replying to enquiries from you.
  • Analysing your use of Our Site and gathering anonymous feedback to enable Us to continually improve Our Site and your user experience.

You have the right to withdraw your consent to Us using your personal data at any time, and to request that We delete it. This request should be made to your HR department as they are the data controller for your personal data and we can only act on instruction from them. By withdrawing consent you will not be able to access your employer’s employee benefit scheme online and take advantage of the benefits available to you.

You may unsubscribe or opt-out of employee communications from Mailchimp at any time by using the unsubscribe link in our emails. Please note opt out will not affect informational emails sent out by the employee benefits platform which provide information about actions you take in the system, transactions you enter into, and your account information.

How long and where do we store your data ?

We only keep your personal data for as long as We need to in order to use it as described above, and/or for as long as We have your permission to keep it.

Your Data will therefore be retained for the following periods:

  • Your personal details and benefit selections will be retained until 2 years after you leave the employment of your company. This is to allow us to service benefit scheme year end and financial year end reporting requests from your employer. Please note processing of your personal data will stop one month after your leave date.
  • Your data is stored on PES company servers in their offices in Rudgeway, UK and in the data centre operating the employee benefits platform located in York, UK.
  • Our email marketing data processor Mailchimp is located in the USA. Your first name, last name and email address is stored in their service. Mailchimp are EU-US Privacy Shield certified. To find out more about their security visit   https://mailchimp.com/about/security/
  • Where We do store data outside the EEA, We will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and under the GDPR e.g. by ensuring our data processors have adequate data protection mechanisms in place such as EU-US Privacy Shield, Binding Corporate Rules, Standard contractual clauses.
  • You are deemed to accept and agree to this by using Our Site and submitting information to Us.

Data Security

Data security is very important to Us, and to protect your data We have taken suitable measures to safeguard and secure data collected through Our Site.

Steps We take to secure and protect your data include:

  • Your personal data is only accessible to PES employees, contractors, agency staff that need to access it to do their jobs. All PES staff are bound by a confidentiality agreement.
  • PES is Cyber Essentials accredited
  • The employee benefits platform uses an SSL certificate to ensure a secure connection when users login and data is uploaded.
  • Initial access to the employee benefits platform for Employees is by invitation in the welcome email. The Employee must set a strong password and enter their date of birth to be able to activate their account. The link in the welcome email is only active for 30 days and can only be used once.
  • All user passwords must be strong and must be a minimum of 8 characters, include at least 1 uppercase, lower case, number and special character. Keyboard sequences, restricted words and three character sequences are also prohibited.
  • Failed login attempts are limited to 3 before CAPTCHA is used, the user has another 3 attempts with CAPTCHA, if the sixth attempt fails user access is restricted temporarily for 15 mins.
  • All user sessions (both employee or administrators) timeout after 10 minutes of inactivity. PES employ development methods that seek to minimise the threat from cross site scripting and sql injection.
  • There is a robust permissons model to prevent unauthorised access to personal data from different clients.
  • Penetration tests of the employee benefits platform are conducted by external company each year.
  • Vulnerability tests are conducted on PES’ company network at six-month intervals.
  • Data is backed up daily and a copy stored off site. All backup data is stored in the UK.

We carrying out security vetting of our benefit providers and sub processors to ensure that your personal data is handled in line with GDPR.

Do we share your data ?

We may share your data with other companies in Our group to provide you with your employee benefits and answer your queries. This includes PES Health Limited and PES Financial Services Limited.

We will share your data with the third parties that provide the benefits that you have selected / your employer provides you with.

We do not share your data with any other third parties.

In certain circumstances, We may be legally required to share certain data held by Us, which may include your personal data, for example, where We are involved in legal proceedings, where We are complying with legal obligations, a court order, or a governmental authority.

We may compile statistics about the use of Our Site including data on traffic, usage patterns, user numbers, and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify you. We may from time to time share such data with third parties such as prospective investors, affiliates, partners. Data will only be shared and used within the bounds of the law.

What happens if our business changes hands ?

We may, from time to time, expand or reduce Our business and this may involve the sale and/or the transfer of control of all or part of Our business. Any personal data that you have provided will, where it is relevant to any part of Our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the same purposes for which it was originally collected by Us.

In the event that any of your data is to be transferred in such a manner, you will be contacted in advance and informed of the changes.

How can you control your data ?

In addition to your rights under the GDPR, set out above, when you submit personal data via Our Site, you may be given options to restrict Our use of your data. In particular, We aim to give you strong controls on Our use of your data for employee communications purposes (including the ability to opt-out of receiving emails from Us which you may do by unsubscribing using the links provided in Our emails.

Your right to withhold information

To use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data e.g. family details, childcare provider details. Withholding this information will mean that you are unable to make certain benefit choices or are unable to make payments to your childcare providers.

You may restrict Our use of Cookies.  For more information, see the section our cookie policy below.

How can you access your data ?

You have the right to ask for a copy of any of your personal data held by Us. We will forward your request to your HR department to request permission to provide the information to you (We need to do this as your employer is the data controller and we can only act on their instruction). We will provide any and all information in response to your request free of charge and within 30 days. You can contact us using the contact details below.

How can you correct your data ?

You have a right to request that your personal data is updated if it is incorrect. All of the personal data we hold about you is provided by your employer and sent to us on a regular basis. If information we hold about you is incorrect please contact your HR department to get the data corrected. This will mean that we are provided with your updated data on the next data load.

If information about your family members is incorrect you can update this in the My Profile section of Our Site or by contacting the helpdesk on 01454 808 658 or support@happypeople.co.uk.

If information about your childcare providers is incorrect you can update this via the My childcare vouchers tab and scrolling to the providers section or by contacting the helpdesk on 01454 808 658 or vouchers@happypeople.co.uk .

Contact details

If you have any questions about Our Site or this Privacy Policy, or wish to access your data please contact Us

by email at privacy@wearepes.co.uk

by telephone on 01454 808658, or

by post at Unit 1 Pinkers Court, Briarlands Office Park, Rudgeway, Bristol, BS35 1PJ. UK.

Please ensure that your query is clear, particularly if it is a request for information about the data We hold about you.

Changes to our privacy policy

We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.