Privacy notice
The privacy notice explains how Inspiring People HR collects, uses and safeguards personal data provided to the company. We are committed to safeguarding the privacy of visitors to our websites, to our clients and their employees, and to any other contacts who give us information.
We may update or change this notice from time to time and without prior notice to you. We will post a prominent notice on this web page to notify you of any significant changes.
Who We Are
Inspiring People HR is an HR consultancy registered as a limited company with Companies House in the UK with the registered office at 57 Ashford Road, Brighton, BN1 6LL. Inspiring People HR also has a current registration with the Information Commissioner's Office (ICO) as a Data Controller and Processor.
Information Collected And How We Use It
Client and Prospective Client Contact Data
When you access, request information on or sign up for any of Inspiring People HR’s services, including newsletters, we may collect and process personal data such as your name, address, telephone number and email address.
We will store and use your information for purposes such as administering and maintaining our relationship with you; providing services or information requested by you; providing you with further information about our products and services; and for auditing usage of our website.
Our lawful basis for processing this data is our legitimate business interest based on, for prospective clients, your original interest in our services and therefore potential interest in future services and, for clients, maintaining a record of your use of our services.
Prospective client contact personal data is deleted 5 years after the last communications were made between you and Inspiring People HR.
Client contact data is deleted 7 years after our last contractual obligations with your organisation with your organisation were fulfilled. This period of time is set in accordance with section 5 of the Limitation Act 1980 and allowing for a short period after the end of the statutory time period for administrative purposes.
Clients’ Employee Personal Data
If you become a client of Inspiring People HR we may also need to collect personal data relating to your employees to support the services that you require from Inspiring People HR. If you provide personal data to us about someone you must ensure that you are entitled to disclose that personal data to us and that, without us taking any steps to verify this, we may collect, use and disclose that personal data as described in this Privacy Policy. It is your responsibility to inform the individual concerned of this Privacy Policy.
This data may include the following:
• Identify Data including name, title, date of birth, marital status and gender;
• Contact Data including address, telephone and email;
• Payroll Data including salary and pensions contributions;
• Benefits Data including benefits qualification and usage details;
• Contractual Data includes current and previous employment contracts, letters of variation of contract, records of contractual amendments, and correspondence concerning contractual matters;
• Performance Data includes appraisals, performance review reports, performance or skill assessments, records of meetings concerning performance and correspondence concerning performance matters;
• Attendance Data includes rotas worked and absence records;
• Medical Data includes work-related medical assessments, correspondence with medical authorities and medical information relating to periods of absence;
• Employee Engagement Data includes opinions on working environment.
We use this information only for the purposes of providing HR and employment law advice relating to those employees. Our lawful basis of processing this data is for both the performance of our contract with our clients and a legitimate business interest to support any contractual review. This data is retained by Inspiring People HR for a period of 7 years following the fulfilment of our contractual obligations to our clients.
This period of time is set in accordance with section 5 of the Limitation Act 1980 and allowing for a short period after the end of the statutory time period for administrative purposes.
Note that no personal data relating to the employees of prospective clients are processed by Inspiring People HR.
Website Users Data
When you visit our website our server will record your IP address together with the date, time and duration of your visit. An IP address is an assigned number, similar to a telephone number, which allows your computer to communicate over the Internet. We use this information to compile statistical data on the use of our website to track how users navigate through our site in order to enable us to evaluate and improve our site.
We also collect data which allows us to recognise you, your preferences, and how you use this website. This data is collected by cookies from your navigation around the site. A cookie is a small amount of data which we send to your computer. The data is then stored on your browser or hard disk. Details about disabling these cookies can normally be found in the Help facility provided with your browser. We use the following cookies on our website.
Google Analytics
These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.
For more information on Google Analytic’s privacy policy please visit: http://www.google.com/analytics/learn/privacy.html
Our lawful basis for processing this data is in relation to our legitimate business interest based on your interest in our website. The retention period is set to 14 months before it is automatically deleted.
Marketing Data
We may ask whether you wish to receive marketing from us, including our newsletter. We will not send you marketing if you ask us not to.
If you have agreed to receive marketing but then later change your mind and no longer wish to receive marketing, please let us know so we can remove you from our distribution lists. You can let us know by emailing us a dataprotection@inspiringpeoplehr.comor by simply clicking unsubscribe in any email newsletter that you receive.
Our lawful basis for processing this data is our legitimate business interest based on either your informed consent or your original interest in our services and therefore potential interest in future services. Unless unsubscribed or resubscribed, this data is retained for a period of 5 years based on the potential applicability of Inspiring People HR’s services following your enquiry.
We will never use employee information for marketing purposes.
How And Why We Might Share Your Information
We will never sell, rent, lease or give away your information to any third party. We will only disclose your information where you have given your consent or where we are required to do so by law, or where it is necessary for the purpose of, or in connection with legal proceedings or in order to exercise or defend legal rights.
Security
We use up-to-date data storage and security techniques to protect your personal information and your employee information from unauthorised access, improper use or disclosure, unauthorised modification or unlawful destruction or accidental loss.
All our employees and any third parties we engage to process your personal information are obliged to respect the confidentiality of your information. However, the transmission of information via the internet is not completely secure. Although we will do our best to try and protect your information, we cannot guarantee the security of your information transmitted to our website; any transmission is at your own risk.
Our marketing databases, cloud document storage, email systems and this website are all administered centrally but may be hosted by third party providers. Details of these providers and of the various security measures Inspiring People HR uses to protect your information and employee information are available upon request.
Transferring Your Information Outside of Europe
As part of the services offered to you the information which you provide may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy (e.g. Only using US-based Cloud Storage providers that are certified under EU-US Privacy Shield).
By submitting your personal data, you are agreeing to this transfer, storing or processing.
If you require further information concerning the instances in which your data may be transferred and the security precautions that we take to protect your data then please contact us at the addresses provided below.
Your Rights
You have the right to apply for a copy of the information we hold about you. This is called a data subject access request and you can make a request by writing to us using the contact details below.
You have the right to have any inaccurate information about you corrected. We want to make sure that your information is accurate and up to date. You may ask us to correct or remove any information that you think is no longer up to date. Please contact us using the details below if you would like any corrections made to your information.
You also have the right to object to processing, withdraw consent for processing (where applicable), restrict processing and the right to be forgotten. If you wish to exercise any of these rights please contact us using the details below with further details about the nature of your request.
In any of the situations listed above, we may request that you prove your identity by providing us with a copy of a valid means of identification in order for us to comply with our security obligations and to prevent unauthorised disclosure of personal data.
Note that you will not have to pay a fee to access your personal data but we reserve the right to charge you a reasonable administrative fee for any manifestly unfounded or excessive requests concerning your access to your personal data, and for any additional copies of the personal data you request from us.
Hyperlinks
You may come across hyperlinks on this site. These hyperlinks may take you to sites operated by other organisations which we are not responsible for. When preparing our website we have taken every care possible, however, we have no control over any of the information you can access via other websites.
Therefore, no mention of any organisation, company, or individual to which our web site is linked shall imply any approval or warranty as to the standing and capability of any such organisations, company or individual on the part of Inspiring People HR.
Complaints Concerning Data Protection
If you have any reason for complaint concerning your personal data then please do not hesitate to contact us by emailing or writing to us at the addresses provided Contact Information section below
Contact Information
If you have any questions in relation to this notice please contact us in writing by post to:
The Managing Director
Inspiring People HR Ltd
57 Ashford Road
Brighton
BN1 6LL
Or email us at dataprotection@inspiringpeoplehr.com
Version Control
This privacy policy was last updated in May 2024.