1. Introduction

myHRdept respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

2. Important information and who we are  

myHRdept provide HR services to employers. We also recruit staff for ourselves and on behalf of our clients. Via partner organisations we provide HRIS systems, DBS checking services and occupational health assessments and reports. 

We operate solely in the UK – England, Wales, Scotland and Northern Ireland.

3.Purpose of this Privacy notice

This privacy notice gives information on how we collects and processes your personal data through your use of this website, when you sign up to our newsletter or purchase a service from us.

This website is not intended for children and we do not knowingly collect data relating to children. It is important that you read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

4. Controller/Processor

We are a Controller of data on this website, and of data supplied by our employees, and of data supplied by job applicants who apply to work directly for us. 

Where we handle data on behalf of a client, we are a Processor of that data. 

Our founder is the senior person who is responsible for how we process data, for this privacy notice & associated documents. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact him using the details set out below.

5. Contact details

Our full details are:

Full name of legal entity:                                      HRR Solutions Ltd

Name of responsible person                              Bill Larke

Email address:                                                       enquiries@myhrdept.co.uk

Postal address:                                                    James House, Mere Park, Dedmere Road, Marlow, Bucks, SL7 1FJ.

Telephone number:                                              01628 820 515

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues www.ico.org, or contact us in the first instance.

6. Changes to the Privacy notice and your duty to inform is of changes  

This version was last updated 1st July 2023.

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.

7. 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 policies. When you leave our website, we encourage you to read the privacy notice of every website you visit.

8. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may process different kinds of personal data about you which we have grouped together as follows:

• Identity data includes first & last name, Company, job title.
• Contact data includes billing address, delivery address, email address and telephone numbers.
• Transaction data includes details about payments to and from you and other details of products and services you have purchased from us.
• Technical data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
• Profile data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
• Usage data includes information about how you use our website, products and services.
• Marketing and communications data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
• We also collect and use Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. 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 notice.

We do not collect any Special Categories of Personal Data about you whilst you visit our website (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

9. If you fail to provide personal data

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 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.

10. How is your personal data collected?

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 a login for the client area on our website;
  • subscribe to our services or publications;
  • follow our social media platforms including Facebook, Twitter and LinkedIn
  • request information or quotes to be sent to you;
  • enter a competition, promotion or survey; or
  • give us some feedback.

• Automated technologies or interactions: As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this data by using cookies and other similar technologies.

11. How we use your personal data

We will only use your personal data when the law allows us to. 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 or regulatory obligation.

See below to find out more about the types of lawful basis that we will rely on to process your personal data.

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to 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 using the opt out feature we include on every email.  Only we will use your data for marketing – we will not give your details to third parties for this purpose.

12. Purposes for which we will use your personal data

We have set out below a description of the ways we may use your personal data. We must use your data only on a lawful basis and may do so to fulfil a contract we have with you; to comply with legal obligations; to lawfully gain information to help us develop our services; to monitor how our website is being used; for marketing and communications purposes to keep you informed of developments and new products; to identify issues with our website etc. that we need to fix.

We may use your personal data: 

• To register you as a new customer
• To provide you with access to something you have paid for (a document or service) or prepare documents for you
• To process payments for the services you have asked us to provide to you
• To contact you to discuss our services or the progress of particular tasks we’re undertaking for you
• To evaluate the performance of our site and improve the customer experience

13. Marketing & communications

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. 

You may receive communications from us about our services or about HR or employment law developments. These will normally be by direct email, by email from Campaign Monitor (our preferred bulk emailing platform), or by notification if you have opted to follow our social media pages.    

We will not supply your details to any company outside myHRdept for marketing purposes. Currently only we will contact you for marketing purposes. If in the future we ask a third party approved by us to contact you we will ensure that we have a GDPR agreement with that third party regarding the use of any data we supply to them about you for the purposes of their contacting you.

14. Opting out  

You can ask us to stop sending you marketing messages from our bulk emailing platform at any time by following the opt-out links on messages sent to you. 

You may also contact us to discuss your preferences about how and when you want to hear from us, or do not want to. 

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. 

15. Cookies

Use of Cookies

The website uses cookies to improve the user’s experience while visiting the website. Where applicable the website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer/device. This complies with recent legislative requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer/device.

Cookies are small files saved to the user’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within the website.

Users are advised that if they wish to deny the use and saving of cookies from this website on their hard drive they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors.

myHRdept.co.uk uses tracking software to monitor its visitors to better understand how they use the site. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google’s privacy policy here for further information [http://www.google.com/privacy.html ].

Other cookies may be stored to your hard drive by external vendors when this website uses referral programmes, links (sponsored or otherwise) or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.

An overview of Google Analytics is available at http://www.google.co.uk/intl/en/analytics/privacyoverview.html.

You are not obliged to accept cookies. If you wish, you can set your browser to notify you before you receive a cookie so you have the chance to accept it and you can also set your browser to refuse to receive or send all cookies. The website http://www.allaboutcookies.org/ (run by the Interactive Marketing Bureau) contains step-by-step guidance on how cookies can be switched off by users.

Google Analytics also uses web beacons (also known as web bugs). A “web beacon” is a clear picture file which keeps track of your navigation through the website. Turning off the website’s cookies as detailed above will prevent web beacons from tracking your specific activity. The web beacon may still record an anonymous visit from your IP address but unique information will not be recorded.

If you wish to opt out of being tracked by Google Analytics across all websites you can visit http://tools.google.com/dlpage/gaoptout and download the Google Analytics Opt-out Browser Add-on.

By using our website without disabling cookies you are consenting to our use of cookies and web beacons as described in this policy.

More information on cookies and web beacons is available at the website http://www.allaboutcookies.org/

16. Change of purpose

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.

17. Disclosures of your personal data

When you visit our website we do not envisage needing to disclose your personal data to any third parties unless of course you are here for recruitment purposes and in that case please see our Privacy Notice for Candidates.

If the need arises, and there is a lawful basis for doing so, 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.

18. International transfers  

We do not transfer your personal data outside the European Economic Area (EEA).

19. Data security  

Our Data Protection Policy describes the security measures we have taken 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 procedures in place 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.

20. Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

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 requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

21. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data including to:

• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing your personal data.
• Request transfer of your personal data.
• Right to withdraw consent. 

A little more detail on each:

• Requesting access to your personal data (commonly known as a “data subject access request”) enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Requesting correction of the personal data that we hold about you enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Requesting erasure of your personal data enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Objecting to processing of your personal data – where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Requesting a restriction of processing of your personal data enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Requesting the transfer of your personal data to you or to a third party means we will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• You can withdraw your consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us.

22. No fee usually required

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 may refuse (as far as is permitted in law) to comply with your request in these circumstances.

22. 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.

23. Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may 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.

24. Glossary

Lawful basis

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

25. Third parties

External third parties  

Service providers acting as processors based in the United Kingdom who provide IT, cloud-based software and system administration services and payroll services.

HM Revenue & Customs, Disclosure and Barring Service, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.