How we use your information

This privacy notice tells you what to expect when NHS Payroll Services collects personal information.  It applies to information we collect about:

  • Visitors to our websites
  • Staff members and prospective employees (including volunteers)
  • Individuals engaging with any of our services
  • Individuals exercising rights under the Freedom of Information Act

There may be occasion when we need to share your information with other organisations in order to carry out our public functions, in such circumstances we make every effort to establish a written form of agreement/ contract in such cases to ensure that all information is kept secure and is not disclosed to any unauthorised individuals.

The NHS Payroll Services website stores dedicated payroll officer information, the personal information that the information relates to has been encrypted in the database so this data cannot be retrieved. Any details submitted to retrieve payroll officer information are not stored.

Visitors to our websites

While visiting our website there may be instances where we may collect personally identifiable information through our website.  We will make this clear when we collect personal information and will explain what we intend to do with it at the point that it is submitted.


This site has security measures in place to protect the loss and alteration of information under our control.

People who call our helpline or contact us via phone

When you call any telephone number belonging to NHS Payroll Services, we collect calling line identification (CLI) information.  We use this information for audit and security purposes.

Some of our services may require you to provide us with personal information over the phone. All information provided to us via this method is treated processed in line with Data protection legislation (GDPR) and trust policies.

People who email us

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

People who make a complaint to us

When we receive a complaint from an individual, we create a file containing the details of the complaint. This usually contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide, information may also be used to improve the services we provide. We compile and publish statistics & report showing information like the number of complaints we receive. This does not contain any identifiable information.

We will keep personal information contained in complaint files in line in line with our complaint policy.  It will be retained in a secure environment and access to it will be restricted accordingly to those who need access to it for the purposes of complaint investigation.

Links to other websites

This privacy notice does not cover any links within this website that direct individuals to external websites that are not part of the Northumbria Group. We encourage you to read the privacy statements on the external websites you visit.

Changes to our policy

If our privacy policy changes in any way, we will place an updated version on this page. Regularly reviewing the page ensures you are always aware of what information we collect, how we use it and under what circumstances.

Contact information

Information Governance team Data Protection Officer

Information Governance
Digital Services
Northumbria Healthcare Manufacturing and Innovation Hub,
Avenue Road
Seaton Delaval
Whitley Bay
NE25 0QJ

0191 607 3609 or

Tracey Best
Digital Services
Northumbria Healthcare Manufacturing and Innovation Hub,
Avenue Road
Seaton Delaval
Whitley Bay
NE25 0QJ   

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work more efficiently, and sometimes provide useful information to the owners of the site. 

There are some cookies necessary to this site functioning, such as interacting with our accessibility toolbar. These cookies will usually remove themselves when you close your browsing session. More information can be found in the ‘Necessary cookies’ section. 

We use some additional cookies, such as Google Analytics, to help us gather information and improve the website. You have the option to deny use of these cookies; more information can be found in the ‘Additional cookies’ section. 

You can find more information on managing and deleting cookies on About Cookies.

Necessary cookies

The following cookies are necessary to our site functioning.

Cookie Purpose Expiry
cookieconsent_status Persistently records your option regarding additional cookies. 1 year

Necessary accessibility cookies

The following necessary cookies allow the functions within our accessibility toolbar to work optimally.

Cookie Purpose Expiry
accessibility-controls Records option regarding additional cookies. End of browsing session
saveFontSize Allows the website (CMS) to record if the user’s font size selection. End of browsing session
contrast-mode Allows the website (CMS) to record the user’s contrast mode selection. End of browsing session
googtrans Allows the language of page content to be changed and records the language selected. End of browsing session

Additional cookies

The following third-party cookies are used for analytical and media purposes. 

If you do not accept use of these additional cookies, some third-party media content - such as YouTube, Vimeo or Google Maps - may not load on this website.

Analytics cookies

In order to help us to improve the content, format and structure of this website we record and analyse how visitors use the using Google Analytics.

You can read Google’s extensive information on data practices in Google Analytics.

You can opt-out of Google Analytics on our website by denying additional cookies or by using the Google Analytics Opt-out Browser Add-on.

Cookie Purpose Expiry
_ga Distinguishes user for Google Analytics. 2 years
_gid Distinguishes user for Google Analytics. 1 day
_gat Throttles request rate for Google Analytics. 1 minute
_ga_{ID} Persists session state for newer versions of Google Analytics. 2 years
_gat_gtag_UA_{ID} Persists session state for older versions of Google Analytics. 1 minute
__utma Distinguishes user and session for Google Analytics. 2 years
__utmb Determines new session or visit for Google Analytics. 30 minutes
__utmc Determines new session or visit for Google Analytics. End of browsing session
__utmz Stores traffic source for Google Analytics. 6 months

Embed cookies 

We may use embeds from YouTube, Google Maps or Vimeo on our site to display content. That content uses the following third-party cookies. Where possible, we will use privacy-oriented settings to ensure as few cookies as possible require consent. 

These additional cookies that remain, and the content from which they stem, will not display on the site unless you choose to ‘Accept additional cookies’. 

Cookie Source Purpose Expiry
CONSENT YouTube (  Google cookie tracking consent with analytics and/or ad integration.  2 years 
CONSENT Google Maps (  Google cookie tracking consent with analytics and/or ad integration. 2 years 
__cf_bm Vimeo (  Vimeo ClouldFlare layer which filters out requests from bots.  30 minutes

 Captcha cookies 

We use Google reCAPTCHA in order to verify whether or not you are a human when submitting data to the website. Most of the time, this will only be present on pages containing forms. 

Cookie Source Path Purpose Expiry
Google (  /recaptcha  Provides risk analysis to Google spam protection.  6 months