We have implemented a comprehensive cookie consent solution across both Paycircle Payroll and Pay Portal applications to ensure full GDPR compliance for direct customer scenarios. This provides users with transparent control over analytics and performance tracking whilst maintaining all essential functionality. We have also written a guide on how to manage cookie consent.
Reasons for this change
Regulatory Compliance
Ensures full GDPR compliance for all direct customer scenarios by providing proper consent mechanisms for non-essential cookies including Google Analytics and New Relic tracking.
User Privacy
Gives users clear, informed choices about data collection with transparent information about what cookies are used and why.
Legal Protection
Reduces liability and regulatory risk whilst aligning with Access Group privacy standards and best practices.
Affected parties
Primary Users
Payroll administrators using Paycircle Payroll.
Employees accessing Pay Portal.
Direct Paycircle customers (not Evo platform users).
Scope
Both Paycircle Payroll and Pay Portal applications.
Browser-based consent preferences.
Per-device/per-browser configuration required
Changes being made
User Interface Changes
New Cookie Consent Banner When users first access Paycircle applications after the update, they'll see a consent banner with three simple choices.
Accept All - Enable all features including analytics.
Required Only - Essential cookies only.
Manage Preferences - Choose specific categories.
Application Menu Addition
A new "Cookie Policy" link will appear in the privacy menu alongside the existing Privacy link in both applications.
Preference Management Users can review and update their cookie preferences at any time through the application menu, with changes taking effect immediately across both applications.
Core Functionality Unaffected
All payroll processing features work normally.
Authentication and security remain unchanged.
User experience stays consistent.
No impact on essential features regardless of cookie preferences.
Cookie Categories Explained
Essential Cookies (Always Active)
Purpose: Required for basic application functionality
Examples: Authentication, session management, security tokens
Consent: Not required - these are necessary for the application to work
What They Do:
Keep you logged in securely.
Protect against security threats (including bot protection via Cloudflare).
Remember your session as you navigate.
Store essential interface preferences.
Analytics & Performance Cookies (Optional)
Purpose: Help us understand usage and monitor performance
Examples: Google Analytics, New Relic monitoring
Consent: Required before activation
What They Do:
Track how users interact with features (anonymised).
Monitor application performance and errors.
Help us identify and fix technical issues.
Inform product improvement decisions.
Functional Cookies (Optional)
Purpose: Advertising and marketing tracking
Examples: None currently used
Consent: Required before activation
What They Do:
Currently not in use.
Reserved for future advertising campaigns.
Would track advertising effectiveness and display relevant ads.
Third-Party Vendors
Google Analytics
What It Does: Helps us understand how users interact with Paycircle to improve the service
Data Collected: Anonymised usage patterns, page views, feature usage
Privacy Policy: https://policies.google.com/privacy
Your Control: Can be disabled via cookie preferences
New Relic
What It Does: Monitors application performance to identify and fix technical issues
Data Collected: Performance metrics, error tracking, load times
Privacy Policy: https://newrelic.com/privacy
Your Control: Can be disabled via cookie preferences
Technical Implementation
How It Works
Consent Storage User preferences are stored in the browser using cookies and/or local storage. Preferences are device and browser specific.
Tracking Control Non-essential cookies (Google Analytics, New Relic) are blocked until explicit consent is obtained. Essential cookies work immediately to ensure application functionality.
Browser-Based Storage Each browser and device maintains its own preferences. Users will need to set preferences on each device or browser they use to access Paycircle.
No Server-Side Storage Preferences are not stored on servers or synced across devices. This is standard practice for cookie consent implementations.
Privacy & Data Protection
User Rights
Users maintain full control over non-essential cookie preferences and can:
Accept or reject optional cookies.
Review current consent status anytime.
Update preferences with immediate effect.
Access detailed information about all cookies used.
Data Security
All consent data encrypted in transit and at rest.
Comprehensive audit trail for compliance.
No personal identification through analytics without explicit consent.
Full transparency about data collection practices
Further assistance
Contact Information
General Enquiries: [email protected]
EU Representative: [email protected]