May 2018

30

GDPR FAQ's Answered!

Is the emailing of payslips permissible under GDPR?
There is nothing in the GDPR that states it is no longer permissible to email payslips, this practice is still very much acceptable. The thing to keep in mind in relation to emailing payslips is to ensure that all appropriate security measures are in place. The payslips that are emailed from BrightPay are encrypted and deleted from our servers once sent, however it may also be prudent of a processor of the payroll to password protect the payslips also. It will be the responsibility of the Data controllers (employers) to be vigilant that correct email addresses are inputted.

Can I still use my hard-earned mailing lists after May 25th?
Not automatically - the GDPR states that to be able to ‘Lawfully Process’ personal data you must be able to fall into at least 1 of the 6 processing classifications, the first one being Consent. Consent must be:
• Specific, informed, unambiguous, and freely given – there must be evidence that clear affirmative action has been given.
• Must be for a specified purpose
• Where consent is obtained as part of a larger document covering other things, consent text must be clearly distinguished from everything else
• Evidence needs to be retained as to how the consent was obtained. For example; forms, brochures signage, website screenshots.
• Language must be accessible and easily understood.
• Have a clear and seamless opt-Out process in place.
If you have mailing lists that you’ve used pre GDPR you will not be able to continue using them if you haven’t got specific approval or consent from the individuals.

Do we need to ask for consent from our employees to process their data?

No, as the reliance for processing and retaining their data will be down to lawful processing because of the employer’s legal obligation to deduct taxes etc. and also down to the contractual agreement in place to pay them and pay forward the taxes owed on their behalf. And also to the nature of the relationship between the employer and the employee, the status quo is in the employer’s favour so consent would not be unambiguous or freely given.

More information can be found in the GDPR section of our online support documentation on our website - Bright Contracts UK - GDPR

To book a free online demo of Bright Contracts click here.
To download your free trial of Bright Contracts click here.


BrightPay - Payroll and Auto Enrolment Software
Bright Contracts - Employment Contracts and Handbooks

Posted byJennie HusseyinCompany handbookContract of employmentEmployee ContractsEmployee HandbookEmployee RecordsGDPRGeneral Data Protection Regulation


Oct 2017

9

The Benefits of BrightPay Connect for Employers

BrightPay Connect offers an employee self-service portal that provides employees with online access to their personal records and payroll details. Having a self-service portal in place directly benefits all employees, from line managers and HR to employees across an organisation. Here we take a look at the key features of BrightPay Connect and how having an online portal benefits the employer.

Features of BrightPay Connect for Employers:

  1. The employer dashboard gives an overview of employer details, any outstanding amounts due to HMRC, upcoming calendar events (e.g. annual leave, paternity leave) and a list of notifications, including any outstanding requests that employees have made using the self-service portal.
  2. The online portal allows employers to go paperless by uploading all HR documents including employee contracts and handbooks, disciplinary documents, company newsletters and training material to one secure online location.
  3. Going paperless allows digital access to payslips and other payroll documentation such as P60s and P45s. These will be automatically available to employees on their BrightPay Connect online portal.
  4. Employers can easily manage all leave for their employees including annual leave, sick leave, maternity leave and paternity leave through BrightPay Connect. The employee calendar allows employers to view the number of annual leave days remaining for each employee and how frequently an employee is on sick leave. Once an employee requests annual leave, employers can authorise or reject the request with changes syncing back to BrightPay payroll.
  5. BrightPay Connect enables employers to tailor user access, thus protecting sensitive HR information and employees’ privacy.

Benefits of BrightPay Connect for Employees:

The employee self-service portal will save both employers and employees time. The online dashboard enables employees to complete HR related tasks such as requesting leave, updating their personal contact details and viewing online documentation. Employers can then approve requests at the click of a button. This will reduce the administrative time for the employer and the employee, increasing payroll efficiency.

Once an employer has processed their payroll through BrightPay, payslips can be made available on BrightPay Connect instantly, with automated email notifications sent to each employee. This is cost effective for the employer and also saves time printing and distributing payslips. Employees can easily access their historic payslips at any time, which saves time if the employee needs six months of statements to apply for a loan or mortgage.

Employers can notify employees of policy changes, available training courses or any other important company announcements by uploading HR documents. This improves internal communication between managers and employees. Employers can also view who has received and viewed these updates and who hasn’t.

Watch our new BrightPay Connect video to see how our online add-on can improve your payroll processing.

















 

 

Book a BrightPay Connect demo today.

 

 

 

Posted byLauren ConwayinEmployee HandbookEmployee Self ServiceEmployment ContractPayroll Software


Oct 2017

5

Does your business need BrightPay Connect's Employee Self-Service Portal?

What is BrightPay Connect's Self-Service Portal?

BrightPay Connect offers an employee self-service portal that provides employees with online access to their personal records and payroll details. Employees have secure access to their own personal, password protected, self-service portal from any computer, tablet or smartphone.

BrightPay Connect allows employees to make changes to their own personal contact information including their address, contact phone number, emergency contact details and more. Employees also have the ability to complete administrative tasks, such as applying for leave, viewing leave taken and remaining leave.

Additionally, employees are able to view and retrieve their historic payslips and other payroll documents such as their P60, P45 or P11d, all of which can be exported to PDF and printed. Employers can upload HR documents including an employee handbook, company newsletters and training materials, all of which can be available to employees on the self-service portal.

Benefits of BrightPay Connect

BrightPay Connect offers significant time-saving benefits for employers who want an easy-to-use payroll and HR software package. Benefits of the self-service portal for the employer and employee include:

  • Enables employees to complete HR related tasks such as requesting leave or updating their personal contact details. This will reduce the administrative time for the employer and the employee increasing payroll efficiency.
  • Employees have full visibility of how much leave has been taken and how much leave is remaining.
  • Employers can easily approve or deny annual leave requests directly through their online portal with changes syncing back to BrightPay payroll, simplifying HR processing.
  • The employee calendar clearly shows which employees are on annual leave, sick leave, maternity leave, etc. This will allow employers to easily manage staff leave requests and rotas.
  • Reduces the distributing time to send paper or email payslips with the accessibility of e-payslips automatically available on BrightPay Connect.
  • Employees can access their historic payslips at any time, eliminating employee requests for payslips for mortgage applications or loan approvals.
  • Internal company newsletters can be uploaded to the self-service portal, improving internal communication between managers and employees.

Find out more about the Employee Self-Service feature on BrightPay Connect with an online demo.

Posted byLauren ConwayinAnnual LeaveEmployee HandbookEmployee RecordsEmployee Self Service


May 2017

15

Keep your payroll data safe against Ransomware

Ransomware, like the name suggests, is when your files are held for ransom. It is a type of malware that essentially takes over a computer and prevents users from accessing their data until such time as a ransom is paid. The ransomware encrypts data on the computer using an encryption key that only the attacker knows. If you want to decrypt them, you have to pay. If the ransom isn’t paid, the data is often lost forever.

A ransomware attack, also known as WannaCry or WeCrypt, recently spread across the globe and is believed to have affected over 200,000 organisations. The cyber-attack struck banks, hospitals and government agencies in more than 150 countries, exploiting known vulnerabilities in Microsoft operating systems.

How to protect against a ransomware attack?

  • Think before you click – It is important to look for malicious email messages that are often concealed as emails from companies or people you regularly interact with online. It is important to avoid clicking on links or opening attachments in those messages, since they could unleash malware. However, unlike many other malicious programs, WannaCry has the ability to move around a network by itself. Once the virus is inside an organisation, it will hunt down vulnerable machines and infect them too.
  • Keep software up to date – Users should ensure that security updates are installed on their computer as soon as they are released. Last month, the NSA revealed software vulnerabilities in a Windows Server component which allows files to spread within corporate networks. Since then, Microsoft has released software patches for the security holes. Anyone who applied this patch more than likely was not affected by WannaCry. However, not everyone has installed these updates and so these users are susceptible to an attack. It is also important to note that the vulnerability does not exist within Windows 10, but is present in all versions of Windows prior to that, dating back to Windows XP. Support for Windows XP was discontinued in 2014, and so if you are using XP it is recommended to upgrade to a more secure system. It is important to keep all software packages up to date to maximise protection against attacks.
  • Keep backups of data files – Users should regularly back up their data, which will make it possible to restore files without paying a ransom. This can be done by saving files to a USB key, external server or a cloud sharing facility such as Dropbox or Google Drive. Individual software packages may also offer a backup facility, enabling you to automatically back up sensitive data, for example BrightPay Connect allows users to easily backup payroll data.

How can BrightPay Connect help?

BrightPay Connect allows employers to automatically and securely backup payroll data to a highly secure cloud server. Payroll data (including payslips, payroll reports, auto enrolment records etc.) is automatically backed up every 15 minutes ensuring that you will never lose your payroll data if you are the victim of an attack.

You may decide that you only want to use BrightPay Connect for payroll backups, however, the features listed below can also be availed of.

With BrightPay Connect, employers can invite their employees to their own self-service portal. Employees can login to their own personal account, be it on their PC, tablet or smartphone, where they can view payroll documents relevant to them, with a full history of payslips, P60s and auto enrolment documents. Employees can also request annual leave and view annual leave remaining through their portal.

Furthermore, BrightPay Connect provides users with an annual leave management facility and a document upload facility, where all information is stored within the same location. With the document upload, employers can upload employee contracts & staff handbooks, training manuals, employment documents and much more, which can be accessed by employers and employees on any device.

Find out more about BrightPay Connect with an online demo.

Posted byRachel HynesinBrightPay CloudEmployee ContractsEmployee HandbookEmployee Self ServicePayroll Software