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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.
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.
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.
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.
Our full details are:
Full name of legal entity: HRR Solutions Ltd
Name of responsible person Bill Larke
Email address: firstname.lastname@example.org
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.
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.
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.
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:
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.
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.
We use different methods to collect data from and about you including through:
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:
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.
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:
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.
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.
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.
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.
More information on cookies and web beacons is available at the website http://www.allaboutcookies.org/
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.
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.
We do not transfer your personal data outside the European Economic Area (EEA).
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.
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.
Under certain circumstances, you have rights under data protection laws in relation to your personal data including to:
A little more detail on each:
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.
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.
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.
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.
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.