Are email payslips legal?
An increasingly common part of a digital working environment, email payslips are a convenient and paper-free method to keep employees updated about their wages.
But as GDPR and doubts prompted by Brexit muddy the waters around data security, it’s important to check that you know where you stand when it comes to compliance.
So, what are the common issues around payslips and what can you do to directly address them?
What are email payslips?
An email payslip is, essentially, what it says on the tin.
It is an electronic copy of your physical payslip, and includes details such as PAYE and other required elements.
These are usually auto-generated by your chosen software platform and can be created en-masse, saving you valuable time and effort.
A flexible system should also allow you to create them on an ad-hoc basis for individual users, giving you peace of mind that they go where they need to be.
What does the law say?
Recent changes brought about by GDPR state insist updated security protocols and practice must be deployed to protect user data.
While there is nothing explicit in the regulations that prohibits the use of emailed payslips, it is the business owner’s responsibility to ensure payment information is being sent to the correct email address and your payroll provider is using reliable encryption when it comes to the generation of payslips.
This includes making sure a secure, unique password is set for each employee and that your payroll information is stored safely.
It also involves holding the data for as long as it is necessary for you, or your teams, to properly manage the payroll – making email payslip data protection a key concern for all businesses.
Our program’s payroll module grants you full control and compliance over how you want to administer your work.
It can be automated to a high degree, with the system able to send emails to designated and validated addresses at the end of the month.
This is done in full compliance with HMRC RTI protocol.
The platform was also developed with full GDPR compliance in mind, helping to future-proof your work and ensure you are up-to-date with pension regulations as well has having the flexibility to respond to changes in the marketplace.