Introduction
Each Reward Gateway platform is unique in the products required by the client and the configuration of those products. Fields are required in order to facilitate functionality of those chosen products and will differ platform to platform.
What data is required for Reward Gateway?
|
Column Position |
RG Field Name |
Example Client Column Header |
Valid Values |
Format |
Purpose |
|
1 |
Unique Identifier (mandatory) |
Person ID External-National Insurance Number |
Any |
Text |
Unique string to identify members of the platform |
|
2 |
Title (mandatory) |
Mr Mrs Ms Miss Dr Sir Lady None |
Text |
Reporting |
|
|
3 |
First Name (mandatory) |
First Name-User / Forenames |
Any |
Text |
Reporting |
|
4 |
Last Name (mandatory) |
Last Name-Personal Information / Surname |
Any |
Text |
Reporting |
|
5 |
Date of Birth (mandatory) |
Date of Birth |
Date only |
DD/MM/YYYY |
Required for age-related benefits/NMW check. |
|
6 |
Gender (mandatory) |
Gender |
Male Female Not specified |
Text |
Health Screening Eligibility/Reporting |
|
7 |
Email Address (Mandatory for preload) |
Work or personal email address |
Any valid email address (no duplications) |
Text |
Comms and provider reports |
|
8 |
Address Line 1 (mandatory) |
Building Number and Street-Addresses |
Any (if blank, existing data will be wiped) |
Text |
Provider reports |
|
9 |
Address Line 2 (non-mandatory) |
Address Line 2-Addresses |
Any (if blank, existing data will be wiped) |
Text |
Provider reports |
|
10 |
Address Line 3 (non-mandatory) |
Address Line 3-Addresses |
Any (if blank, existing data will be wiped) |
Text |
Provider reports |
|
11 |
Address Line 4 (non-mandatory) |
City-Addresses |
Any (if blank, existing data will be wiped) |
Text |
Provider reports |
|
12 |
Postcode (mandatory) |
Postal Code-Addresses / PostCode |
Any (if blank, employee details won’t be updated) |
Text |
Provider reports |
|
13 |
Contract Start Date (mandatory) |
Start Date-Employment Details / DateJoinedCompany |
Any |
DD/MM/YYYY |
Joiner window and reporting. |
|
14 |
Division |
Management Level 1 |
Any |
Text |
Reporting |
|
15 |
Subdivision (non-mandatory) |
Sub Division |
Any |
Text |
Reporting |
|
16 |
Department (ent) |
Department-Job Information |
Any |
Text |
Reporting |
Reward Gateway as a Controller of Data
As we provide a true managed service model, with our Employee and Client Support teams acting as extensions to your HR, benefits, and payroll administrators and services are run centrally by Reward Gateway teams, they require access to data to function:
- Customer support tickets and employee records
Reward Gateway’s Employee and Client Support Teams handle tickets from all clients globally. They use a dedicated case management tool, Zendesk, and have an index available to locate employee records.
- Analytics and reporting
Analytics and reporting are centralised in the Smart Insights platform. This allows Reward Gateway to provide comparative analytics and insight from across its client base.
- Payments, fulfilment, and transactional records
Smart Spending, Smart Pay and other products Reward Gateway provide are fulfilled in-house or by partners. The data about these is managed by our Finance team in one place.
SUGGESTION: Other teams at Reward Gateway may also require access to Client and Employee data for the following reasons:
- User experience measurement, including development of new features and capabilities, measuring application performance.
- Detecting fraud / malicious activity on the Service.
- Complying with other legal and statutory obligations
Reward Gateway is a group of companies with offices in the UK, Australia and the United States. We have an intra-group agreement on data sharing and these is is explained in our sub-processor information.
Reward Gateway Controller / Processor Matrix
|
Product |
Reward Gateway Processor Activity |
Reward Gateway Controller Activity |
Data Provided to Reward Gateway by the Client |
Data Provided to Reward Gateway by Employee |
Data Provided to Reward Gateway by Third-Party |
|---|---|---|---|---|---|
|
Employee Communications (inc. information only benefits such as Bikes4work, company car scheme, sick pay, EAP, pension, core holiday, health screening, travel insurance, family care, mental health benefit) |
Display of relevant employee benefit information to the employee. |
None |
Start Date, Termination Date, Payroll Name, Employee Group are used to show relevant benefits content to the employee |
None |
|
|
Smart Pay (inc. private medical, life assurance, critical illness, dental insurance, travel insurance, health assessment, cancer screening, DNA checks, telemedicine, GP subscription, health insurance where data is supplied to a benefit provider appointed by the Customer) |
Collection of employee benefit applications and submission to Customer appointed Benefit Providers including payroll deduction and estimated National Minimum Wage impact assessment. (This information may be provided to the Benefit Providers as applicable.) |
None |
Unique ID, Start Date, Termination Date, Gender, Date of Birth, First & Last Name, Postal Address, Payroll Name, Salary, Hours Worked, Annual Allowance Amount, Annual Salary Amount, Maximum Holiday Buy/Sell, Line Manager are used to show relevant benefits content to the employee and determine maximum application amount. |
Application Amount / Level, Dependent First & Last Name, Dependent Date of Birth, Dependent Relationship, Life Event Detail are collected as part of the benefit applications and submissions to Customer appointed Benefit Providers including payroll and National Minimum Wage impact assessment. |
|
|
Childcare Vouchers |
Collection of employee benefit applications including payroll deduction and estimated National Minimum Wage impact assessment. |
Facilitation of employee transactions/payments to childcare providers |
Unique ID, Start Date, Termination Date, Gender, Date of Birth, First & Last Name, Postal Address, Payroll Name, Salary, Hours Worked, Annual Allowance Amount, Annual Salary Amount, Tax Code are used to show relevant benefits content to the employee and determine maximum application amount. |
Application Amount / Level, Dependent First & Last Name, Dependent Date of Birth, Dependent Relationship, Life Event Detail are collected as part of the benefit applications and submissions to Customer appointed Benefit Providers including payroll and National Minimum Wage impact assessment. RG Childcare Carer is collected for the purpose of facilitation of employee transaction / payment to childcare providers. |
|
|
Smart Spending: Usage Statistics |
Sharing information about usage with the administrator on an aggregate basis about how often employees use the website and what services they use. |
Facilitation of payments by employees for retail vouchers including anti-fraud |
Payment Amount, Billing Details (inc. credit or debit card detail for gift vouchers), First & Last Name, Billing Address, Billing Telephone Number, IP Address, Device ID, User Agent, Mobile/Desktop Device Properties |
Transaction Status, Payment Dispute Information |
|
|
Smart Spending: Employee Transactions |
Facilitation of employee transactions/payments to/from retail partners |
Withdrawal Amount, Withdrawal Details (inc. bank account and sort code) |
Order Amount, Commission / Cashback Amount |
||
|
Smart Spending: Advertisements on Behalf of Retail Partners |
Advertisement of offers for/on behalf of retail partners |
Marketing consent / preferences |
|||
|
Core Platform: Client and Employee Account Management |
Create and manage an individual account to the employee. |
Unique ID, Start Date, Termination Date, Date of Birth, First & Last Name, Email Address are required to establish an individual account. |
|
||
|
Core Platform: Technical Support |
Collect data in relation to technical and support issues raised with us. |
Details of the support issue, which may include personal data. |
Details of the support issue, which may include personal data. |
||
|
Core Platform: User Experience & Platform Improvements |
Identify trends and improvement opportunities to the services based on web traffic, activity logs, and technical performance logs and aggregate metrics. Cookie compliance. |
Analytics / cookie consent / preferences, IP Address, Device ID, User Agent, Mobile/Desktop Device Properties |