Privacy Notice

HR DataHub's intelligence platform is intended to optimise the way companies share and access benchmark people and labour resource data and receive insights into every part of the employee lifecycle.

We respect your privacy and it is important that we protect your information. To help you understand how we aim to ensure your privacy when you use the platform, please read this Privacy Notice carefully before using the platform and when applying for a User Account or username. This Privacy Notice should be read in conjunction with the Terms of the platform as this is one of the documents which forms part of the Terms. We use the same terms in this Privacy Notice as in the Terms.

This Privacy Notice sets out our intentions and practices regarding your personal data and information and how we collect, process and treat it.

By continuing to use the platform and by applying for a User Account and/or username, you are accepting and consenting to the practices described in this Privacy Notice.

WHO WE ARE

We are HR Data Hub Limited, a company registered in England under registration number 11685946. Our registered office is Brookside House, London Lane, Houghton Conquest MK45 3LR.

We comply with Data Protection laws in the United Kingdom and the EU General Data Protection Regulation (GDPR).

If you wish to contact us about HR DataHub or have any other question, please contact us at info@hrdatahub.com.

WHAT INFORMATION DO WE COLLECT?

Personal data (we also refer to this as information) collected, used, stored and transferred by us may include:

Identity Data including forenames, last name, maiden name and date of birth

Contact Data including work address, employer name, email address and telephone number

Technical Datas including internet protocol (IP) address, login information, 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 used to access the platform

Profile and Usage Data including feedback and survey responses, and how you use the platform, which services you view and information regarding the operation of the platform, such as page response times

We may monitor or record telephone conversations and other communications between you and us.

HOW DO WE COLLECT YOUR PERSONAL DATA?

Personal data is collected by us using the following methods:

Direct contact with the platform when you apply for a User Account and/or username, and when you subsequently input your data to the platform.

Direct contact whilst in the platform by Email, SMS, mail, webchat, telephone or otherwise, for example, for the purpose of using the platform.

Automated technologies or interactions with the platform, to analyse any information provided by third parties and/or by using any enquiry form on the platform.

Third parties or publicly available sources, such as, your business and colleagues.

OUR LEGAL BASIS FOR PROCESSING YOUR DATA

We ensure we always have a legal basis on which to process data about you. Our legal basis for processing your data in relation to certain activities is:

Consent: To initially engage with you to create and populate your business’s User Account.

We will seek your consent where we are required to do so. You may decline or withdraw your consent at any time.

Contract: To process and deliver your business’s application for a User Account, to manage our relationship with you & improve our service such as reviews / surveys. This will include analysing the data you provide to the platform and the data supplied to us about you (with your authorisation) by third parties.

To operate the platform and your User Account, we will require information from you in order for us to provide you with access to the platform and our services. Without this information we cannot provide the services within the platform because we need certain information from you to be able to verify your identity.

Legal Obligation: To respond to case enquiries & defend against complaints.

Legitimate Interest: To comply with our legal obligations, administer and protect our business and the platform (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data), to deliver relevant information to you and measure or understand the effectiveness of your use of the platform, to use data analytics to improve the platform, our services, marketing, customer relationships and experiences.

HOW WE USE YOUR PERSONAL DATA

We use the information we collect about you based on your use of the platform to:    

• administer the platform and for internal operations, which may include troubleshooting, data analysis, testing, research, statistical and survey purposes;    

• improve the services we offer, which may include understanding the effectiveness of information we provide to you and others, and to deliver relevant information and services to you;    

• keep the platform safe and secure and to prevent fraud and other crime;    

• make suggestions of services that may interest you.


We use the information you provide or which is provided by third parties, in providing our services. In particular to:    

• operate and administer your account, your relationship with us and to communicate with you by Email, SMS, mail, webchat, telephone or other electronic means    

• verify your identity    

• notify you about changes to our services and the platform    

• ensure as far as possible that content from the platform is presented in an effective manner for you and your device    

• combine it (on an anonymous basis) with other data for analysis and reporting

We will use recordings of your telephone calls and other communications to check your instructions to us, analyse, assess and improve our services, for training and quality purposes and for the purposes of investigating any complaint you may make, or as evidence in any dispute between you and us.

We may combine information from the different sources and use this combined information for the purposes set out above.

In addition to the above, we will collect information from you (whether alone or with the data of other users of the platform and our customers) for the specific purposes of:

DATA USAGE

PURPOSE/REASON

Identify trends

To understand you better

To provide relevant services

To trigger offering of relevant services

To present information that demonstrates the value of visiting the platform

To build our data intelligence to improve communications and offers

Understand categories of service

To understand your interests so we have a better appreciation of your behaviours and interests

To potentially present relevant services

Profile the data using postcodes and combining with usage data

To build a better picture of the profile of the data and its usage

Append the data with our own segmentation

To understand the users of the platform better so our communications can be more relevant

Analyse the data to segment against pre-determined categories

To understand the users of the platform better so our communications can be more relevant

Track the behaviour in the platform

To learn what content is relevant and engaging so we can serve relevant information

AUTOMATED DECISION MAKING

We may use automated decision making systems to make decisions based on the information we have about you. This way we can make decisions quickly and fairly.

Examples of these systems are:

Identity verification: Our automated decision making system helps verify the identity details you provide against those of third party providers. If you do not pass the check using the automated system, we may be unable to verify your identity and not allow you to open a User Account or receive a username.

Services: Our automated decision making systems may help assess and predict the chance that you may be interested in a particular service and/or to decide the best way in which to present services.

Communications: We only want to send communications that are relevant to you. We use your information to determine what you may be interested in receiving.

WHEN & WHO DO WE SHARE YOUR PERSONAL DATA WITH?

In order to operate the platform and provide the services you have requested and may request in the future, we will process your data and if necessary share it with selected third parties.

We may also share information with external suppliers of IT system to facilitate the operation of the platform, to facilitate interoperability and the sharing of information with the systems of those suppliers, identifying and sourcing of relevant services, to provide continuing information in accordance with your User Account settings, to inform you about relevant services, and to request feedback on customer service standards. It may also be necessary to share your personal information with non-affiliated companies who perform support services on our behalf including those that provide professional, legal or accounting advice to us.

Sharing of information may be necessary to verify your identity and comply with Anti Money Laundering legislation, and otherwise co-operate with law enforcement, legal proceedings or regulatory authorities.

Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Notice.

Your data will be treated confidentially and these companies are required to ensure appropriate security measures are in place and maintain the confidentiality of your personal data, and to use your personal data only in the course of providing such services and in accordance with our instructions.

YOUR LEGAL RIGHTS REGARDING YOUR PERSONAL DATA

You have the right to:

Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. You have the right to request copies of all records we hold about you.

Request correction of the personal data. This enables you to have any incomplete or inaccurate data corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete personal data where there is no reason for us continuing to process it or where you have successfully objected to the processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with applicable law. Please note that we may not always be able to delete the data for specific legal reasons, if applicable we will notify you, at the time of your request.

Object 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 overrides your rights and freedoms.

Request restriction of processing of your personal data. This 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.

Request the transfer of your personal data to you or to a third party. 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.

Withdraw 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 continued access to the platform and/or the services. We will advise you if this is the case at the time you withdraw your consent.

Object to Automated Decision Making you have the right not to be subject to a decision based solely on automated processing.

MARKETING COMMUNICATIONS

You will also have the choice to opt-out of receiving other related marketing information and related products and services.

We usually send direct marketing by email (we need your email address for this). We may also choose to contact you via other methods if we consider it more appropriate.

We will typically send the following communications:

General information: Information such as features, news, tips on how to use the platform and similar topics. You can unsubscribe from these at any time.

Service communications: Where you receive services through the platform, we will send you communications in relation to those services. These communications are required for the services you select.

Platform communications: We will send you communications about the platform. These may include security alerts, alerts of significant changes which may affect the platform and other such related content. These communications are important an intrinsic part of using the platform and cannot be opted-out of.

HOW TO OPT OUT

When you receive marketing communications you will receive an option to unsubscribe. You may also update your communications settings in your User Account.

You can opt out of all of our services by closing your User Account and/or username. If you choose to close your User Account and/or username we will anonymise your data so that it can be used for statistical purposes but without any method of identifying you individually.

While your User Account remains active, we keep your information for as long as is necessary, depending on the purposes for which that information is being used.

DATA SECURITY

We take data security seriously and 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. We also limit access to your personal data to only those of our staff, appointed representatives, advisers, business partners and suppliers who have a business need to know it. 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.

All the information you provide to us is stored on secure servers.

Please be aware that we cannot guarantee the security of information transmitted to and from the platform (as this goes over third party networks etc.) and any transmission is at your own risk.

If we or our service providers are to transfer your personal data outside the UK or EEA, we will require that appropriate safeguards are in place to protect the information.

COOKIE POLICY

Cookies are small text files placed on your device to store data when you browse a website. Cookies and similar technologies have several functions which include:    

• storing your preferences and settings, which can be recalled when you re-visit the platform;    

• delivering interactive services and completing applications;    

• maintaining online security and helping to protect against online fraud;    

• analysing how the platform performs, tracking website performance, conducting research and diagnostics, and fulfilling other legitimate purposes to give you a better online experience;    

• storing and sharing your browser activity so that we may provide content on services relevant to your interests;    

• helping us to understand how people use the platform, for example, if we see people give up on an application process at a particular step, we can try to make that step easier to use.

Please note that our cookies do not store any personal or confidential information about you.

You can use controls in your browser to limit how websites are able to use cookies and to withdraw your consent by clearing or blocking cookies. For more information, go to the Help section of your browser and search for 'cookies'.

We and our service providers collect information about your use of the platform from cookies.

We use cookies for a several purposes, which include ensuring the platform functions correctly, to remember your settings and preferences, and gathering data on the use of the platform and our services.

Cookies fall into 2 main types; persistent or session cookies. The type depends on how long they last.

Persistent cookies remain on your device after you have closed your browser. They allow a website to remember your previous actions and preferences. They are activated each time you visit the website concerned. Persistent cookies can be used to provide targeted advertising based on the browsing history of the device.

Session cookies last for your visit and are deleted when you close your browser. They facilitate tasks such as allowing a website to identify that a user of a particular device is navigating from page to page, supporting website security or basic functionality.

Many of the cookies we use are session cookies.

Our Cookies: We list below the cookies we use, why we use them and if they are ‘first’ or ‘third’ party. Whether a cookie is a first or third party cookie depends on which website the cookie comes from.

First party cookies are those set by or on behalf of the platform. All other cookies are third party cookies.

Third party cookies are managed by third parties. We do not allow the third party to use the cookies for any purpose other than those listed. Please visit the providers’ website for more information.

Web analytics services: In order to keep the platform easy to use and up-to-date, we also use web analytics services to help us understand how the platform is used. For example, we can see which parts of the platform are most popular, identify errors and test different iterations of pages to identify which works best. These services may be operated by third parties on our behalf. This is done using small invisible images known as “web beacons” or “tracking pixels”.

Our cookies record your visit to the platform, the pages you visit and the links you follow. We use this information to make the platform more relevant to you. We may also share this information with third parties for this purpose.

By using the platform, you agree that we can place both first party and third party cookies and web analytic services on your device.

Third Party cookies:

These are cookies used to track visitors, collect information about how the platform is used and improve the performance of the platform. We use this information to compile reports and to improve the platform. These cookies collect information in an anonymous form, covering information such as, the number of visitors to the platform, which websites the visitors came from to the platform and the individual pages they visited.

If you use the platform, but do not want us not to use cookies in your browser, you can choose to disable or delete cookies. Please be aware that if you choose to disable or delete cookies relating to the platform, the following may occur:    

• we will not be able to recall information about you, including your preferences, and you will be treated as a first- time visitor;    

• you may not be able to access some of the services which require a connection with a third party service provider;  

• as you browse from page to page relevant information may have to be entered more than once.

To find out more about cookies, visit www.allaboutcookies.org.

WHERE DO WE STORE AND PROCESS YOUR PERSONAL DATA

We are committed to safeguarding your information and use industry standard methods to ensure that all the information you provide is secure. We store this on secure servers so that it can only be viewed by authorised personnel. We will only collect personally identifiable information to the extent deemed reasonably necessary to serve our legitimate business purposes. If we do transfer it outside the EEA, the information may be processed by staff operating outside the EEA who work for us or one or more suppliers. Such staff may be engaged in, among other things, the fulfilment of services, the processing of the application details, and the provision of support services.

HOW LONG IS PERSONAL DATA RETAINED?

We only retain your personal data for as long as necessary, i.e. for our regulatory requirements or our legal obligations. The table below outlines how long some data is retained and this depends on the reasons the data is used for.

PURPOSE OF PROCESSING

RETENTION

Enquiry data obtained from third parties in order to provide you with services

Indefinitely unless you withdraw your consent or request data to be removed

Future marketing of customer data – where consent has been given to keep you informed of other services that may be of interest

Indefinitely unless you withdraw your consent and/or request data is removed

While your User Account and/or username remains active, we keep your information for as long as is necessary, depending on the purposes for which that information is being used.

After closing your User Account and/or username, we may continue to use anonymised data (which does not identify you) which is aggregated with anonymised data of other users. We use this data for data analysis, profiling and research purposes, for example to gain insights about our customers generally. We may keep your email address to ensure that you do not receive any communications from us, and your name and address for fraud prevention purposes and for the exercise or defence of a legal claim.

CHANGES TO OUR PRIVACY NOTICE & FURTHER INFORMATION

We keep our Privacy Notice and the Cookie Policy within it under regular review. Our latest version can be found on the platform www.hrdatahub.com

Please also refer to the platform at www.hrdatahub.com for its Terms of use which outline the operation of the platform and the services we provide.

QUESTIONS

If you have any questions or complaints relating to how we use your personal data, or if you wish to exercise any of your rights regarding your personal data, you may request this by writing to the Compliance Department HR Data Hub Limited, Brookside House, London Lane, Houghton Conquest MK45 3LR or emailing compliance@hrdatahub.com.

We shall respond to your request as soon as possible, depending on the complexity of the request but no later than one month from receiving it.

If you are not satisfied with how we respond to your enquiry, you have the right to complain to the Information Commissioner’s Office (ICO), who is the regulator for data protection in the United Kingdom.