1. Introduction
Welcome to HR Partners UK (“Company,” “We,” “Us,” “Our”). We are committed to protecting your privacy and handling your personal data transparently and securely. This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website (hrpartnersuk.co.uk) or use our HR consultancy services.
By using our website or services, you consent to the collection and processing of your personal data as described in this policy.
2. Data We Collect
We may collect and process the following types of personal data:
2.1 Personal Information
Clients & Business Contacts: Name, email, phone number, business address, job title, and company details.
Employees & Job Candidates: Name, CV, employment history, qualifications, salary expectations, references, and work eligibility status.
2.2 Technical Information
IP address, browser type, operating system, and website usage statistics (collected via cookies).
2.3 Financial & Transaction Data
Payment details, invoices, and billing history for our services.
2.4 Sensitive Personal Data
In certain HR-related matters, we may process sensitive data (such as health records, disciplinary records, or background checks) only when necessary and with explicit consent.
3. How We Use Your Data
We process personal data to:
Provide HR consultancy, recruitment, and compliance services.
Respond to client inquiries and support requests.
Manage employment applications and hiring processes.
Ensure legal compliance with employment laws and GDPR regulations.
Improve website performance and user experience through analytics.
Process invoices and payments securely.
4. Legal Basis for Processing Data
We process your data under the following legal grounds:
✅ Contractual Obligation – When processing is necessary to fulfill a contract (e.g., providing HR consultancy services).
✅ Legal Compliance – When required by UK employment laws, tax regulations, or GDPR.
✅ Legitimate Interests – For improving services, fraud prevention, and business analytics.
✅ Consent – For marketing communications, background checks, or processing sensitive data.
5. Data Sharing & Third-Party Disclosures
We do not sell or trade your personal data. However, we may share your data with:
Legal & Regulatory Authorities – When required by law or in response to legal claims.
Service Providers – Payment processors, IT support, or cloud storage providers who help us operate securely.
Recruitment & Employment Partners – When assisting with job placements (only with consent).
All third-party partners comply with strict confidentiality agreements and UK GDPR regulations.
6. Data Storage & Security Measures
We take appropriate technical and organizational measures to safeguard your data, including:
🔐 Encryption – Secure encryption of sensitive data.
🔐 Access Controls – Limited access to authorized personnel only.
🔐 Secure Servers – Data stored on GDPR-compliant servers.
🔐 Regular Security Audits – Regular assessments to prevent data breaches.
7. Data Retention Policy
We retain personal data only as long as necessary for business, legal, or regulatory requirements.
Client records: Retained for up to 7 years for compliance with employment laws.
Job applications & CVs: Retained for 6 months unless consent is given for longer storage.
Financial transactions: Retained for 6 years as per HMRC guidelines.
After the retention period, data is securely deleted or anonymized.
8. Your Rights Under GDPR
Under the UK GDPR, you have the following rights regarding your personal data:
✔ Right to Access – Request a copy of your personal data.
✔ Right to Rectification – Correct any inaccurate or incomplete data.
✔ Right to Erasure (“Right to be Forgotten”) – Request deletion of your data if no longer needed.
✔ Right to Restriction – Restrict processing under certain conditions.
✔ Right to Data Portability – Request your data in a structured format.
✔ Right to Object – Object to processing for direct marketing purposes.
✔ Right to Withdraw Consent – Withdraw consent at any time for data processing based on consent.
To exercise any of these rights, contact us at [Your Email Address].
9. Cookies & Tracking Technologies
We use cookies to enhance website functionality and analyze user behavior.
Essential Cookies – Required for website operation.
Analytics Cookies – Track visitor usage for website improvements.
Marketing Cookies – Used for targeted advertising (only with consent).
You can manage cookie preferences in your browser settings.
10. International Data Transfers
We store and process data within the UK and EU. If any data is transferred outside these regions, we ensure GDPR-compliant safeguards such as:
✅ Standard Contractual Clauses (SCCs)
✅ UK Government Adequacy Decisions
11. Third-Party Links
Our website may contain links to third-party websites. HR Partners UK is not responsible for their privacy practices, and we encourage you to review their policies before sharing data.
12. Data Breach Notification Policy
In the event of a data breach affecting personal data, we will:
1️⃣ Assess and mitigate risks immediately.
2️⃣ Notify affected individuals and the UK Information Commissioner’s Office (ICO) within 72 hours (if legally required).
3️⃣ Implement corrective measures to prevent future breaches.
13. Updates to This Privacy Policy
We may update this Privacy Policy periodically. Any changes will be posted on our website, and continued use of our services implies acceptance of the updated policy.