GDPR Data processing modelPayroll management for government employees

Organisation: PublicSector: Central government and public bodies

This processing model relates to the calculation, payment, and production of related declarations for state personnel

Purposes (7)

A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable

Calculation of payments to HMRC (income tax and National Insurance contributions) and to pension schemes

Legal obligation

Income Tax (Pay As You Earn) Regulations 2003; contributions to the applicable public service pension scheme under its scheme rules.

Reporting of pay and deductions to HMRC under PAYE Real Time Information

Legal obligation

Income Tax (Pay As You Earn) Regulations 2003; PAYE records must be kept for at least 3 years after the end of the tax year to which they relate (regulation 97).

Equality monitoring and gender pay gap reporting

Public authorities with 250 or more employees must publish gender pay gap information, and public authorities must publish equality information (Equality Act 2010 (Specific Duties and Public Authorities) Regulations 2017). Disability and veteran data are collected for voluntary monitoring only and require an Article 9 UK GDPR condition (Data Protection Act 2018, Schedule 1, e.g. paragraph 8, equality of opportunity or treatment).

Legal obligation

Calculation of bases and contributions of all kinds giving rise to deductions

Contract

Calculation of remuneration and incidentals

Contract

Recovery of loans or salary advances through payroll

Contract

Calculation of deductions under attachment of earnings orders and other court or statutory orders

Legal obligation

Attachment of Earnings Act 1971, s.7: an employer served with an attachment of earnings order must comply with it.

Data categories (2)

Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)

Data on the economic and financial situation of agents

Data details

payment choicerequired

Quality of recipientrequired

Retenues

required

Contributions to compulsory, supplementary and voluntary social security and pension schemesrequired

spouse's incomerequired

Allowancesrequired

Moving allowancesrequired

travel allowancesrequired

Transport Premiumrequired

Indemnities relating to the functionrequired

Salary or gross balancerequired

Data conservation rules

Active base:

Until the employee leaves the company or the employee's relationship with the managing legal entity is severed. The information needed to calculate pension entitlements may be kept for career reconstitution purposes until the pensions are settled

Destruction

Agent identification data

Data details

Disability rate

required

Other categories of beneficiaries of the law of July 10, 1987required

Disability classification

optionalsensitive data

Leaverequired

administrative position

required

administrative residencerequired

Seniorityrequired

Gross or real index plusrequired

Assignmentrequired

Job heldrequired

Echelonrequired

Graderequired

dependent children

required

Marital status

required

National Insurance numberrequiredsensitive data

Addressrequired

first and last namerequired

Data conservation rules

Active base:

Until the agent leaves management or the agent's relationship with the managing legal entity is severed

Destruction

Data subject (1)

A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process

Administrative officers

Created at:07/08/2023

Updated on:10/05/2026

Nb using:0