Privacy Policy

Data Controller Information

NHS Salary Calculator operates as an independent service providing salary calculation tools for healthcare workers. We are committed to protecting your privacy and ensuring compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. As the data controller, we determine how and why your personal data is processed.

Our commitment to data protection stems from understanding the sensitive nature of financial information and the trust healthcare workers place in our calculation services. We have implemented robust privacy measures to ensure your personal information remains secure while using our NHS pay calculation tools.

Information We Collect

Calculation Data

When you use our NHS salary calculators, we temporarily process the information you enter including your NHS pay band, annual salary, pension scheme participation, overtime hours, and location-specific allowances. This data is processed locally in your browser and is not stored on our servers or transmitted to third parties. All calculation inputs are cleared when you close your browser or navigate away from the page.

Technical Information

We automatically collect certain technical information to ensure our calculators function properly and to improve user experience. This includes your IP address (anonymized after 24 hours), browser type and version, operating system, device type, screen resolution, and referral source. We also track page views, time spent on calculations, and which calculator tools are most frequently used to optimize our services for NHS staff needs.

Optional Contact Information

If you choose to contact us through our feedback forms or email, we collect your name, email address, and the content of your message. This information is used solely to respond to your inquiry and improve our calculator accuracy based on your feedback. We may retain this correspondence for up to two years to track recurring issues and implement improvements to our NHS pay calculation methodologies.

How We Use Your Information

Service Provision

Your calculation inputs are processed exclusively to provide accurate NHS salary calculations including net pay, tax deductions, National Insurance contributions, pension contributions, and student loan repayments. All processing occurs in real-time within your browser using current government rates and NHS pay scales, ensuring your financial information never leaves your device during the calculation process.

Service Improvement

We analyze anonymized usage patterns to identify which NHS pay bands and calculator features are most frequently used, allowing us to prioritize updates and ensure our tools meet the evolving needs of healthcare workers. This analysis helps us maintain accuracy when government rates change and guides development of new calculation features such as overtime calculations and mileage allowance tools.

Legal Compliance

We maintain logs of technical information to comply with UK data protection laws, respond to legitimate legal requests, and investigate potential security breaches. This includes monitoring for fraudulent use of our calculators and ensuring our services are not misused for purposes other than legitimate NHS salary calculations by healthcare workers.

Cookies and Tracking Technologies

Essential Cookies

We use essential cookies to ensure our NHS calculators function properly across different devices and browsers. These cookies remember your calculator preferences (such as preferred display formats), maintain security settings, and enable core functionality. Essential cookies cannot be disabled as they are necessary for the basic operation of our salary calculation services.

Analytics Cookies

With your consent, we use analytics cookies to understand how healthcare workers use our calculators, which features are most valuable, and where improvements are needed. These cookies help us track the accuracy of our NHS pay calculations by monitoring completion rates and identifying areas where users may need additional guidance or clearer explanations of deductions and allowances.

Cookie Management

You can manage your cookie preferences through your browser settings or our cookie banner that appears on your first visit. Disabling analytics cookies will not affect the functionality of our NHS salary calculators but may limit our ability to improve the service based on user feedback and usage patterns. We provide clear information about each cookie type and its purpose to help you make informed decisions about your privacy preferences.

Data Security Measures

We implement industry-standard security measures to protect your information while using our NHS salary calculators. All data transmission is encrypted using SSL/TLS protocols, ensuring your calculation inputs cannot be intercepted during processing. Our servers are hosted with reputable UK-based providers who maintain ISO 27001 certification and comply with stringent data protection standards required for handling healthcare-related information.

Regular security audits are conducted to identify and address potential vulnerabilities. We maintain strict access controls, ensuring only authorized personnel can access system logs and anonymized usage data. All security measures are designed to protect the confidentiality and integrity of financial information that NHS employees trust us to process when using our calculation tools.

Your Rights Under UK GDPR

Access and Portability

You have the right to request access to any personal data we hold about you, including technical logs and contact information if you've reached out to us. Since our NHS calculators process data locally without server storage, most calculation data is not retained in our systems. We will provide a comprehensive report of any stored information within 30 days of your request.

Correction and Deletion

You can request correction of any inaccurate personal information or deletion of data we hold about you. Given the temporary nature of calculation processing, most data is automatically purged when you leave our site. For contact information and technical logs, we will process deletion requests within 30 days unless retention is required for legal compliance or legitimate business interests.

Objection and Restriction

You may object to processing of your personal data for analytics or marketing purposes and can request restriction of processing while we investigate concerns about accuracy or lawfulness. You also have the right to withdraw consent for optional data processing at any time through your browser settings or by contacting us directly.

Third-Party Services

Our NHS Salary Calculator uses minimal third-party services to maintain your privacy. We may use analytics providers who comply with UK GDPR requirements and have appropriate data processing agreements in place. Any third parties we work with are carefully vetted for their data protection standards and commitment to healthcare worker privacy.

We do not sell, rent, or share your personal information with marketing companies, advertising networks, or other commercial third parties. Our calculator results are not shared with NHS employers, payroll providers, or any healthcare organizations. All processing remains independent and confidential to protect your financial privacy.

Data Retention

Calculation inputs are not stored beyond your browser session and are automatically deleted when you close the calculator or navigate away. Technical logs are retained for 12 months for security monitoring and service improvement purposes. Contact information from inquiries is kept for up to 2 years to track recurring issues and implement calculator improvements based on NHS employee feedback.

We regularly review our retention periods to ensure we only keep data as long as necessary for legitimate purposes. When data reaches its retention limit, it is securely deleted from our systems using industry-standard data destruction methods to prevent recovery.

International Data Transfers

We primarily process data within the UK to ensure compliance with UK GDPR requirements. If any data must be transferred outside the UK for technical or operational reasons, we ensure adequate protection through appropriate safeguards such as Standard Contractual Clauses or transfers to countries with adequacy decisions. Healthcare workers will be notified of any significant changes to our data processing locations.

Changes to This Privacy Policy

We may update this privacy policy periodically to reflect changes in our practices, legal requirements, or service improvements. Material changes will be prominently displayed on our website and users will be notified through our standard communication channels. Continued use of our NHS salary calculators after policy updates constitutes acceptance of the revised terms.

We encourage healthcare workers to review this privacy policy regularly to stay informed about how we protect their personal information. Historical versions of our privacy policy are available upon request to demonstrate our ongoing commitment to transparency and data protection.

Contact Information

If you have questions about this privacy policy, concerns about how your data is processed, or wish to exercise your data protection rights, please contact us at privacy@nhssalarycalculator.com. We are committed to responding to all privacy inquiries within 48 hours and resolving concerns within 30 days.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your personal data appropriately. The ICO can be contacted at ico.org.uk or by calling their helpline at 0303 123 1113. However, we encourage you to contact us first so we can address your concerns directly.