Dataguard™ ePay Encrypted Payslips
Secured and legally compliant delivery of payslips by encrypted email
How do you distribute your payslips?
Printed and posted?
Cost – hardware, consumables and postage.
Security – printed payslips are inherently insecure throughout printing and distribution phases, potentially breaching GDPR regulations
Environmental – high carbon footprint potentially breaching incoming regulation.
Digitally and sent via portal?
Security – Portals are vulnerable to attack. Furthermore, employees are required to log in to the portal and retrieve their payslips, creating access issues should they leave their employment.
Digitally and emailed direct?
Security – without robust encryption emails are vulnerable to interception.
Combining the benefits of digitally distributed payslips without the vulnerabilities of portal platforms or unencrypted emails.
It can save paper, time and money whilst giving
employees a modern solution to receiving their
payslip. It can work alongside your current
software such as Sage, Quickbooks, Xero, Iris
and any other payroll system.
Save Time and Money
The cost to send a payslip using Dataguard ePay
is considerably less than traditional paper
Not only is it cheaper, it also saves a great deal
of time which in itself is a significant money
saver, freeing up more time to do other vital tasks.
Data Privacy & Security
We live in times where data is the new oil and
compliance reigns supreme. Fines for data breach
can run into 100’s of millions and damage global
reputations, destroying shareholder value and
Make sure you meet the latest onerous legislation
like the European GDPR laws which came into
force in May 2018 which all companies wherever
you are need to comply with if you deal with data
subjects based in Europe.
Dataguard ePay helps you achieve some of the
important compliance requirements in this arena
and this underpinned by the high levels of data
security underpinned by the worlds most
What is it?
Dataguard™ ePay gives you the option to send your payslips electronically and securely using our easy to use add-on which is Powered by regify® the patented and security audited cloud technology, organisations can communicate, collaborate and transact on their existing infrastructure.
Payslips. By Email. Securely.
The employee can download either a smart phone or desktop application (or both!) and whenever they receive their monthly or weekly payslip they have access to it immediately. They do not need to login to a portal and retrieve it. Like a traditional payslip it is pushed to them but through their device.
So, what is it, exactly? It’s an Electronic Payslip Email Service – Encrypted!
The system uses advanced technology which ensures the message is sent via secured electronic post and guarantees only the recipient
can access the information.
It doesn’t require integration with existing software and you could be up and running in minutes. Employees can download a desktop or smart phone app to use the service.
regify® services are highly secure. They use patented technology owned by regify® to give you a complete end-to-end (from sending to receiving) secured solution that’s easy to use. You are not forced to use this! As an employee you can choose to use this service, or use the traditional paper version you currently receive or choose to have this as well.
So don’t worry that your existing tried and tested payroll system needs a massive upgrade….. use Dataguard™ to enable the security requirements needed to meet data privacy legislation globally!
How it works?
Register with Dataguard™ & download the regify software, simply add your employees chosen email address to their details & add an email field to your print template.
Invite employees to use the service and instead of printing the payslips you simply email it to all those who choose to receive their payslips in this manner.
Employers have the option of not enforcing use of the service by employees. If employees do not have an email address they can choose to receive a payslip mailer from Dataguard™ instead or continue with the way they currently receive their payslip.
At all stages the email is secured by end to end AES-256 encryption, and can only be accessed by the recipient. If you are worried about the latest changes to data privacy law underpinned by GDPR and new Data Protection Bill 2018 then Dataguard™ will give you peace of mind.
Who’s it for?
Payroll service providers such as accountants, bookkeepers, human resources departments, software houses and anyone who processes payslips in small or large companies.
You do not need extensive software knowledge in order to set up the solution. It works as an add-on to your existing accounting software, so no software integration is required.
You can use Dataguard™ ePay to send:
- Payroll information
- Training details
- Company memo’s
……and anything you need to communicate to your staff wherever they may be.
Consider using Dataguard ePay for Subject Access Requests (SARs) to communicate securely with Data Subjects who request the information you hold on them?
So if you are concerned that the Data Breach of your sensitive information could happen, then this is the most cost effective and simple way of overcoming this.
So how do you start using
Set up is simple, register your details on
our website and we will talk you through
the process. All you will need other than a
minimum amount of time for the one-off
set-up, are your email settings such as
your SMTP details, username and
password. These can be obtained from
your IT department or service provider
with great ease (we can help you get this).
Once you as the payslip processor are set
up, you can invite employees to register
and download the software to their chosen
When processing payslips, you simply
email instead of printing to all those who
choose to use this method.
You can be up and running in a matter of
a few hours.
Why would I want the option of sending payslips via secure email?
Sending e-payslips will not only save your company money by eliminating the cost of postage & printing but it will also save you time as you no longer need to fold then stuff envelopes. With the click of a button the payslip is sent instantly and securely to the employees chosen email address. You will be alerted when the e-payslip has been acknowledged and unlike paper payslips there is no fear of the personal information falling in to the wrong hands.
Do I have to change over all my employees to an e payslip in one go?
No. You can phase in any changes over a period. You can give your employees the choice of a paper or digital payslip. Anybody can try one type and then switch back easily to the other if they wish. They can even have both!
Why can I not just send the payslip via a normal email system?
Every day email systems will not send the payslip securely. The information in a payslip is extremely sensitive and needs to be protected. Our Dataguard ePay system will not only make your e-payslips compliant with Data Protection Act but it will also encrypt the message for its entire journey until opened.
How will payslips printed on a self-seal mailer benefit our company?
Self-seal mailers cut the amount of paper used to send a paper payslips down by up to 50%, it is a one piece sheet of a4 sized paper which when folded in half becomes its own envelope.
Some employees may not have an email address so they will be unable to receive e-payslips. With this in mind the complete payslip services enables you the option to send a paper payslip to these employees who do not have access to an email address but will still keep the amount of paper used down to a minimum.
Unlike other payslip mailers our ones do not require any expensive sealing machines to seal them. You simple print the details on them using most laser printers and then fold by hand and press with finger pressure to create a secure seal ready for posting. The security tabs around the outside of our mailers make it obvious if someone has tried to tamper with the payslip adding an element of security.
I am a small company working to tight margins, I cannot afford to make an upfront capital investment how can you help me?
The Dataguard ePay service is designed to work with your current payroll software and email server so there is no capital investment. There is no hardware to buy you simply plug in & go!
How will it benefit my employees, I am not sure if they will want to change how they receive their payslip?
The complete payslip service gives your employees a choice; they can choose to have the mailer payslip or an e-payslip or even both. The service is completely flexible so if at any point they want to change back they have the option to do so easily. All employees are concerned about the confidentiality of their payslips; if they choose to use the e-payslip service they can be assured that their payslip will only be received by them to their chosen email address and protected by a password. Being green and helping the environment is an important factor for many people. Both the payslip mailer & e-payslip will help to save the amount of paper used in comparison to the traditional paper payslip and envelope method. The e-payslip is 100% paper free so this will obviously have the biggest impact when it comes to saving paper.
How long will it take to get up & running?
No integration of software is needed so the set up is simple. You can usually be up and running within minutes once you have all the details needed to configure the software.
You are a mailer company really. You don't have any IT experience do you?
We understand payslips and our epayslip service is run and supported under contract by two world class experts, one in secure email networks and the other a well established IT managed service provider.
Our other products:
Traditional e-mail has the confidentiality level of a postcard. Any actor involved in its transport can easily read it. Dataguard eMail offers a way to transform your email into a confidential and auditable electronic letter.
This works using your existing e-mail address and does not allow use nor any third party to access or to store the content of your e-mail.
Powered by regify®.
Making documents available to a group of users with all revisions of these documents, is a key task of projects and business processes of any kind. If this task must be performed in an auditable manner and the documents must be protected against access from third parties, then Dataguard eBox is the right choice.
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