Privacy Notice & Cookies

Privacy Notice

Nicola Mayhew HR Consulting Limited (“we”, “our”, or “us”) understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our clients, our clients’ employees and prospective employees, and prospective clients and their employees and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

1. Information About Us

Nicola Mayhew HR Consulting Limited

Registered in England under company number 9629207

2. What This Notice Covers

This Privacy Notice explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

3. Personal Data

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Section 4, below.

4. What Personal Data We May Collect About You

We may collect and process some or all of the following personal data (this may vary according to your relationship with us): 

• name and title;
• contact information, including telephone number, postal address and email address
• Job title and profession
• Information about your preferences and interests
• in certain circumstances, data relating to medical or health conditions (including disabilities), ethnicity, race, religious beliefs, and trade union membership
• employment and job application details, e.g. date of birth, employment history, qualifications, gender, equality monitoring information, criminal record
• terms and conditions of your employment
• information about your remuneration, including entitlement to benefits such as pensions or insurance cover
• information about your marital status, next of kin, dependents and emergency contacts
• information about your nationality and entitlement to work in the UK
• details of your days of work and working hours and attendance at work
• details of periods of leave taken by you, including holiday, sickness absence, family leave and any other periods of leave you have taken, and the reasons for the leave
• details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence
• assessments of your performance, including appraisals, performance reviews and ratings, training you have participated in, performance improvement plans and related correspondence
• any other personal data we collect in the context of our work for our clients or in the course of operating our business.

The personal data we collect in respect of our clients, our clients’ employees and prospective employees, and prospective clients and their employees is obtained through various means including: 

• in the course of carrying out our work
• via our website
• by email or other electronic correspondence
• by telephone
• networking (eg meetings or events attended by us)
• through providing our HR services or operating our business.

5. How We Will You Use Your Personal Data

Under the GDPR, we must always have a lawful basis for using personal data. This may be where: 

• the data is necessary for our performance of, or entry into, a contract with you

• you have consented to our use of your personal data

• it is in our legitimate business interests as a provider of HR services or those of a third party to use it

• the data is necessary in order to comply with our legal or regulatory obligations

• processing of ‘special category data’ is necessary in the context of:

           i) the purposes of performing or exercising obligations or rights of the employer or employee under employment law

           ii) establishing, exercising or defending legal claims; or

           iii) the assessment of an employee's working capacity.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

Where you have provided your consent for us to process your personal data, you may withdraw this at any time by using the contact details in Section 12.  If you do withdraw your consent, we may still be able to process some of the data that you have provided to us on other grounds and will notify you of these at such time.

Your personal data may be used for one or more of the following purposes: 

• to respond to any query that our client or you may submit to us
• to manage our relationship with our client or you
• to complete our contractual obligations to our client, or otherwise taking steps as described in our engagement letter
• Personalising and tailoring our services for you
• Communicating with you. This may include responding to emails or calls from you
• Supplying you with information by email and/or post that you have opted-in to receive (you may unsubscribe or opt-out at any time by notifying us).

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone and post with information and news, on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

6. How Long Your Personal Data Will Be Kept

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods: 

• if the personal data was obtained in respect of providing HR services to a client, we will normally keep your information for 6 years. We may keep your data for longer than our stated retention period if we cannot delete it for legal, regulatory or technical reasons 

• if you contact us with an enquiry about our HR services but do not subsequently become a client, it is our policy to delete the related personal data after 12 months 

• any marketing contact details stored will be removed from our contact lists if you ask us to unsubscribe or opt-out. 

When it is no longer necessary to retain your personal data, we will delete or anonymise it.  In certain cases, it may not be physically possible to delete certain data (for instance, where it is stored on a secure external server), in which case we will take appropriate steps to ensure that it is not available for re-use or disclosure to third parties.

7. How and Where We Store or Transfer Your Personal Data

We follow strict security procedures as to how your personal information is stored and used, and who sees it, to help stop any unauthorised person getting hold of it. Unfortunately, the transmission of information via the internet is not completely secure and although we do our best to protect your personal data, we cannot absolutely guarantee the security of your data.

Information will be held at our office and by service providers providing secure cloud storage which is GDPR compliant. These service providers may be based outside the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. We will, however, ensure the transfer/storage complies with data protection law and all personal data will be secure.  As part of this, we will ensure we have a set of EU-approved Model Clauses (or other approved protection mechanism) in place with our service providers and you may contact us to obtain more information and a copy of relevant documentation.

We do not utilise any non-secure cloud-based services.

8. How We Share Your Personal Data

We may share your details with certain third parties. These may include: 

• professional advisers who are instructed on behalf of a client or referred to a client, eg lawyers, medical professionals, employee benefits providers 

• external service providers, such as cloud storage suppliers 

• if we are under a duty to disclose or share your personal data in order to comply with any legal obligation or to protect the rights, property or safety of our website, our clients, or others. 

We only allow our service providers to handle your Personal Data if we are satisfied they take appropriate measures to protect your Personal Data.

9. How We keep your Personal Data Secure

We have appropriate security measures to prevent personal data from being accidentally lost or used or accessed unlawfully.  We limit access to your personal data to those who have a genuine business need to access it.  Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. 

We also have procedures in place to deal with any suspected data security breach.  We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

10. Your Information Rights

Under the GDPR, you have the following rights, which we will always work to uphold: 

a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Section 12 

b) The right to access the personal data we hold about you. Section 11 will tell you how to do this 

c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Section 12 to find out more 

d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Section 12 to find out more

 e) The right to restrict (i.e. prevent) the processing of your personal data

 f) The right to object to us using your personal data for a particular purpose or purposes

 g) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases

 h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

 Further information about your rights can also be obtained from the Information Commissioner’s Office.

If you have any cause for complaint about our use of your personal data, please contact us using the details provided in Section 12 and we will do our best to solve the problem for you.  If we are unable to help, you also have the right to lodge a complaint with the Information Commissioner’s Office.

11. How You Can Access Your Personal Data

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal address shown in Section 12.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

12. How To Contact Us

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Nicola Mayhew): 

Email address: nicola@nicolamayhew-hr.co.uk

Telephone number: 07538 212 208

Postal Address: 14 Orchard Close, Winterbourne, Bristol, BS36 1BF

13. Changes to this Privacy Notice

This Privacy Notice was published on 24 May 2018 and last updated on 24 May 2018.

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available on our website: www.nicolamayhew-hr.co.uk

Cookies

Our website uses cookies.  By using our website and agreeing to this policy, you consent to Nicola Mayhew HR Consulting Limited use of cookies in accordance with the terms of this policy.

About cookies

Cookies are files sent by web servers to web browsers and stored by the web browsers.

The information is then sent back to the server each time the browser requests a page from the server.  This enables a web server to identify and track web browsers.

There are two main kinds of cookies:  session cookies and persistent cookies.  Session cookies are deleted from your computer when you close your browser, whereas persistent cookies remain stored on your computer until deleted, or until they reach their expiry date.

We use cookies to gather information about how people such as yourself use our websites, helping us to enhance the experience of visitors to our website.  Some cookies are a necessity and ensure that our website works correctly. 

Google cookies

Nicola Mayhew HR Consulting Limited uses Google Analytics to analyse the use of our website.  Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers.  The information generated relating to our website is used to create reports about the use of the website.  Google will store and use this information.  Google’s privacy policy is available at:  www.google.com/privacypolicy.html

Refusing cookies

If you don’t want to use cookies in your web browser, you can remove them from your computer or change your browser settings so that it either blocks cookies altogether or asks you if you would like to accept them from some websites.  As mentioned earlier, some of our cookies are essential for our websites to work properly. 

The internet industry body, the Internet Advertising Bureau has set up a website to provide information and advice on cookies: www.youronlinechoices.com/uk/ and another source which gives information about how to delete and control cookies is www.aboutcookies.org/.

If we change our Cookie policy, it will be updated on our website.

Links to external websites

We may provide links to external websites on our website to allow you easy access to other websites of interest.  Please note that once you leave our website, we have no control over the other websites that you may visit.  Such external websites are not governed by this Privacy Policy and we are not responsible for the protection and privacy of any information you provide whilst visiting such sites.  You should refer to the privacy policy of any external website that you visit to ensure your safety and security online.