Epaycheck - Privacy Notice

Epaycheck is an online service collecting anonymised and generic pay data from participating local authorities to enable real time pay benchmarking. The service is managed through a Steering Committee of Regional Employers' Organisations and the Local Government Association.

This notice tells you how the Epaycheck service uses any personal information (data) provided by you as users of this service. We take your privacy seriously and comply with the Data Protection Act (DPA) and General Data Protection Regulations (GDPR). Staff of the Regional Employers' Organisations who have access to your personal data will respect the confidentiality of that data and use it only for its intended purpose.

What information do we collect?

  • Your name and job title
  • Your email address
  • Your contact telephone number

How and why is it collected?

When you agree to act as an Epaycheck Member Super User or system user you will be required to provide contact details to enable the Epaycheck team to contact you as needed to deliver and administer the service.

How long do we keep your data?

We will only retain your contact details in the Epaycheck system as long as you are an active service user.

Who will we share your data with?

We will only share your data as a user with colleagues who are involved in the governance, administration and delivery of the Epaycheck service.

If you are a Regional Administrator of the Epaycheck service, it is necessary for us to publish your business contact details on the Epaycheck website to support service delivery.

Your account can be viewed by:

  • Super User(s) within your own organisation; your Regional Administrator and the System Administrator for Epaycheck if you are an End User
  • Your Regional Administrator and the System Administrator if you are a Super User
  • The System Administrator if you are a Regional Administrator

The technical support team at Cyber Media Solutions Limited; our third party service provider hosting the Epaycheck service, can view all information held in the Epaycheck system. They respect your right to privacy and will not use your data for any purpose other than is required to administer and manager the service.

Your Data Rights

Under the DPA you have rights as an individual which you can exercise at any time including asking us to delete any personal data we hold on you. To read more go to https://ico.org.uk/your-data-matters/

We have a contract with your employer to provide them with the Epaycheck service and by agreeing to act as a super user or end user you are giving consent for us to contact you about this service.

Super users and end users will have an account set up linked to your individual login. This account contains your personal data: your name, job title, email address and telephone number. You can view or update this at any time by logging in and going to 'My Account'. If you wish your account to be removed, you must contact your Regional Administrator.

The Epaycheck Regional Administrators and System Administrator have user accounts which contain their name, job title, email address and telephone number; these accounts. Administrators can view or update their contact details at any time by logging in and going to 'My Account'.

The personal data provided by Administrators will be share on the public pages of the website to signpost new and existing users to their Regional Administrator.

If you resign from the role of Regional Administrator and wish your account to be removed, you must contact the System Administrator.

Super Users are responsible for maintaining the list of Super Users and End Users within their organisation and will delete the account of anyone that they know has left the organisation or no longer requires access to Epaycheck.

Erasing Your Personal Data

If you wish for your user account to be erased you can make a request to;

About the Pay Data in the Epaycheck Service

Epaycheck enables subscribing organisations to share their pay data for common roles, grouped into core job families, and for chief officers.

Subscribing local authorities authorise specific individuals in their organisation to set up a user account in order to provide and access data in the system. Access is via unique login.

The job information stored and accessed via Epaycheck is linked to generic template job roles and does not identify any individuals. The only personal data held within Epaycheck is within the user accounts and the regional administrator accounts.

Website Public Area

The Epaycheck website www.epaycheck.org.uk includes public webpages providing information about the service, its costs and commitments. Visitors to the site may view these pages without providing any personal information.

Website User Area

Subscribing organisations will nominate employees as Super Users or End Users. These individuals will have a personal login to access the Epaycheck subscriber service and user area. A super user has access to more areas than an end user and will have access to the contact details for the end users in their own organisation.

Epaycheck uses your personal data to support your secure login to the service and to manage your usage of the system and send system messages to you about the service.

Your Regional Administrator and the System Administrator may use your data to communicate with you outside the system by email or telephone about the service. We will not use your information for anything unrelated to the Epaycheck service.


Our website uses a few unobtrusive cookies to help us understand how users utilise Epaycheck and to provide you with the best possible experience. By using this site, you agree that we may store and access cookies on your device.

Contact Details

If you have any concerns, complaints, questions or comments please contact your Regional Administrator or the System Administrator. If you are dissatisfied with our response to a request or complaint you can report a concern at the Information Commissioner's Office https://ico.org.uk/make-a-complaint

Changes to this Privacy Notice

We keep our privacy notice under review and it was last updated 26 July 2018.