Privacy Policy

1. THIS PRIVACY POLICY

What is this policy? We respect your privacy and are committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website or use our services. It will also tell you about your privacy rights and how the law protects you. 

What does this policy include? This privacy policy aims to give you information on how we collect and process your personal data through your employer’s use of our services, your use of this website, including any data you may provide through this website when you sign up to anynewsletters, make enquiries, ask us for advice, or purchase a service from us. 

Make sure you read this policy. It is important that you read this privacy policy so that you are fully aware of how and why we are using your data. 

2. GENERAL INFORMATION ABOUT US

Who we are. HR4UK.com Limited, a company registered in England and Wales with company number 01804171 and, whose registered address is at 2nd Floor Florence House, St Mary’s Road, Hinckley, Leicestershire, United Kingdom, LE10 1EQ is the controller responsible for your personal data (“we”, “us” or “our” in this privacy policy).

Who is responsible for this privacy policy? If you have any questions about this privacy policy, including any requests to exercise your data privacy rights, please contact us using the details set out below.

Contacting us. If you have any questions about this privacy policy or our privacy practices, you may contact us by emailing [email protected]. Alternatively, you can call us at +44 (0) 1455 444222 or write to us at:

FAO Data Privacy Team

HR4UK.COM Limited

2nd Floor Florence House, St Mary’s Road, Hinckley, Leicestershire, United Kingdom, LE10 1EQ

Your right to complain. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data privacy issues. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Changes to this policy. We keep our privacy policy under regular review. This version was last updated in May 2023. We may make further changes to this policy from time to time to reflect any alterations to the way in which we use data or to account for changes in law. 

Changes to your data. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links. This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

3. THE DATA WE COLLECT ABOUT YOU  

What is personal data? Personal data, or personal information, means any information about you from which you can be identified. It does not include data where your identity has been removed or obscured (anonymous data).

What data might we use? We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, last name, title, date of birth, and company details (if relevant).
• HR Record Data includes any information that might reasonably be kept on your HR record or used to onboard you, including but not limited to, background checking, onboarding information employment history, disciplinary record, performance record, absence information, and DE&I information.
• Contact Data includes contact details such as email address and telephone numbers.
• Transaction Data includes details about payments to and from you and other details of services you have purchased from us.
• Financial Data includes bank account and payment card details.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
• Usage Data includes information about how you use our website and our services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the overall percentage of users accessing a specific website feature. We may also use Identity Data as part of an anonymous survey, carried out on behalf of your employer. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

What data don’t we use? 

What if you don’t provide us with the data we need? Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you(for example, to provide you with our services). In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.

How we collect data. We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity, Contact, and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
• apply for our services;
• create an account on our website;
• request marketing to be sent to you;; or
• give us feedback or contact us.
• Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.
• From or on behalf of your employer. Where your employer uses our company to support their HR function, we may receive Identity Data, HR Record Data, Contact Data, and Financial Data about you. This data will typically be provided by your employer, but may also be provided by you directly. 

4. HOW WE USE YOUR PERSONAL DATA  

When we use your personal data. We will only use your personal data when the law allows us to do so. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Why we use your personal data. We have set out below, in a table format, a description of the ways in which we may use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Please note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To register you as a new customer	(a) Identity(b) Contact	Performance of a contract with you
To manage our relationship with you which will include:(a) Notifying you about changes to our terms or privacy policy(b) Asking you to leave a review or take a survey	(a) Identity(b) Contact(c) Marketing and Communications	(a) Performance of a contract with you(b) Necessary to comply with a legal obligation(c) Necessary for our legitimate interests, to keep our records updated and to study how customers use our services
To carry out our function as an outsourced HR provider.	(a) Identity(b) HR Record Data(c) Contact(d) Financial Data	(a) Performance of a contract with you(b) Necessary to comply with a legal obligation(c) Necessary for our legitimate interests, to keep our records updated and to study how customers use our services
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	(a) Identity(b) Contact(c) Technical	(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)(b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you	(a) Identity(b) Contact(c) Usage(d) Marketing and Communications(e) Technical	Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, services, marketing, customer relationships and experiences	(a) Identity(b) Technical(c) Usage	Necessary for our legitimate interests (to define types of customers for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about services that may be of interest to you	(a) Identity(b) Contact(c) Technical(d) Usage(e) Marketing and Communications	Necessary for our legitimate interests (to develop our services and grow our business)

Marketing. We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms to give you control over the marketing your receive:

• Third-party marketing. We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
• Opting out. You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.

Cookies. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. 

Changes in the purpose for which we use your data.   We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. DISCLOSURES OF YOUR PERSONAL DATA  

Who we might share your data with. We may share your personal data with the parties set out below for the purposes set out in the table above.

• Your employer, where we are acting on their behalf. 

Requirements on third parties who receive your data. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. DATA SECURITY  

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. DATA RETENTION  

For how long will we retain your personal data? We will only retain your personal data for as long as reasonably necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

8. YOUR LEGAL RIGHTS  

Under certain circumstances, you have rights under data privacy laws in relation to your personal data. These include:

• The right to ask for copies of the data we hold about you. 
• The right to ask that we correct your data where you believe it is inaccurate. 
• The right to ask that we erase or delete data about you where we have no reason to retain it. 
• The right to object to our use of your data where you believe we don’t have a legitimate interest to do so. 
• The right to request that we restrict the ways in which we use your data.
• The right to request that we transfer your data to a third-party. 
• The right to withdraw your consent to specific uses of your data (e.g., marketing emails). 

If you wish to exercise any of the rights set out above, please contact us using the details set out in section 2 above. We also direct your attention to our Subject Access Request Policy. 

Costs of making a request. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit for our response. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Further information. For more information about your rights under data privacy laws, please refer to the ICO’s website here.