GDPR Data processing modelPayroll management for public-sector employees

Public

Processing of employee identification and financial data for the calculation, payment, and reporting of salaries, tax, pension contributions, and employment declarations within the public sector.

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 the amount of payments to social bodies

Legal obligation

Art. 6(1)(c); derived from statutory duties in tax and social security legislation.

Income declarations (social/tax)

Legal obligation

Art. 6(1)(c); supports mandatory HMRC and public sector reporting.

Statutory reporting of disabled staff and veterans

Legal obligation

Art. 6(1)(c) + Art. 9(2)(b) for health/disability data; aligns with Equality Act 2010 and DWP reporting.

Calculation of deductions and contributions

Contract

Art. 6(1)(b); necessary for performance of the employment contract.

Salary and allowance calculation

Contract

Art. 6(1)(b); lawful basis clearly applies for routine payroll

Repayment of advances/loans

Contract

Art. 6(1)(b); permissible where contractually agreed.

Deductions due to opposition to processing

Legal obligation

Article 6(1)(c) UK GDPR The processing of personal data for the purpose of applying deductions related to an employee’s objection to processing is lawful where such deductions arise from a statutory obligation or a legally mandated procedure. This may include: - Court-ordered deductions (e.g. under the Attachment of Earnings Act 1971) - Recovery of overpayments following formal opposition or dispute resolution - Tax or benefit-related adjustments required by law

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

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

Social Security 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

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:06/21/2025

Nb using:4

GDPR Data processing modelPayroll management for public-sector employees

Purposes (7)

Data categories (2)

Data on the economic and financial situation of agents

Agent identification data

Data subject (1)

Access the full processing template