Concentric HR Ltd Data Privacy Notices

Data Controller: Concentric HR Ltd, 7 Birchway, Heswall, Wirral, Merseyside, CH60 3SX

Data Protection Lead: Laura Cross, laura@concentrichr.co.uk

Overview

In order to run our business effectively, we collect and process personal data relating to individuals who contact us via our website, our clients and their employees. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations. We have created three separate privacy notices which explain how we process different types of data.

Who has access to the data we process?

Data will be shared internally within Concentric HR for the purposes of running our business. We will never sell or lease any information to third parties for any purpose.

We will not share personal data with anyone outside of Concentric HR Ltd, unless we have the data subject’s permission (for example to access a service we have recommended) or we are required by law to do so. 

Privacy Policy for Website Users

This notice applies to the use of personal information gathered from this website.

Why are we gathering your information?

We collect personal data when you make an enquiry via our website.

What information do we gather?

When you complete a contact form we collect the following information:

  • Name
  • Email address
  • Organisation
  • Details of your enquiry

What do we do with the information we gather, and why?

We use this information to understand your needs and provide you with the service you require.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Cookies

Our website uses cookies, which are small text files that a website saves on your computer or mobile device when you visit the site to remember your actions and preferences. Please see our separate cookies policy for more detail.

How long do we retain your information?

We will retain your information long enough to respond to your enquiry. If you subsequently become a client of Concentric HR, we will retain your data in accordance with our Client Privacy policy (see below).

Controlling your personal information

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require us to change incorrect or incomplete data;
  • require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing; and
  • ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for processing data.

If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.

You may request details of personal information which we hold about you. If you would like a copy of the information held about you, please email us requesting a Subject Access Request Form.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.

Privacy Notice for Clients (Employers)

This notice applies to the use of personal and sensitive information gathered through providing services to our clients, for example in managing the employment relationship (conduct / performance / attendance), generating contracts of employment or through other HR and people management processes.

Information gathered in this way includes personal information such as names, contact details, pay details, performance, health and attendance records, training needs, information relating to payroll and on occasion information relating to criminal records.

We are committed to keeping personal and sensitive information safe and we comply with our obligations under the GDPR.  

Why are we processing your information?

We collect personal data when a client shares the details of their employees to enable the provision of our services. This is a legitimate reason for holding and processing the data, linking to the client's own legitimate interests and legal and contractual obligations to do so.  Where we hold special category data (such health information or information relating to criminal records) this is for the purpose of assessing and supporting the working capacity of the employee or for carrying out the obligations and specific rights in the field of employment.

We will ask all our clients to inform their employees that Concentric HR Ltd is processing their personal data as a third party on behalf of the client, and this should be communicated via the client’s own employee privacy notices.

What do we do with the information we process, and why?

We use the information to provide the client with the service they require; usually an outsourced human resource service. On the basis of the information provided, we will offer advice and support in good practice and legally compliant ways of managing people. 

Security

We are committed to ensuring that personal and sensitive information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

How long do we retain client information on our systems?

We retain information on our system until either:

  • a period of six months has passed following the end of our contract to provide services; or
  • a period of six months has passed since the employee has left employment with the client for whom we are providing a service;
  • either the employer or their employee has asked us to remove the data held;

If any of the above apply, we will delete the information we hold.

Controlling your personal information

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require us to change incorrect or incomplete data;
  • require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing; and
  • ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for processing data.

If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.

You may request details of personal information which we hold about you. If you would like a copy of the information held about you, please email us requesting a Subject Access Request Form.

Privacy Notice for Candidates and Individual Clients

This notice applies to the use of personal information gathered through providing services to candidates, for example in coaching, CV writing or in applications for roles.

Information gathered in this way includes personal information such as names, contact details, career history, qualifications and training and details of career breaks.

We are committed to keeping personal information safe and we comply with our obligations under the GDPR.  

Why are we processing your information?

We collect personal data when an individual shares details relating to the provision of our services; either in applying for a role or in requesting a CV review or coaching sessions. We therefore have a legitimate reason for holding and processing the data, and usually a contractual obligation to do so.

What do we do with the information we gather, and why?

We use the information to provide the candidate or client with the service they require.

Security

We are committed to ensuring that personal and sensitive information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. 

How long do we retain information on our systems?

We retain information on our system until either:

  • a period of six months has passed since the service took place, at which point we delete all information with the exception of your name and contact email
  • you contact us to request we remove the information we hold from our systems, in which case we will delete the information we hold.

Controlling your personal information

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require us to change incorrect or incomplete data;
  • require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing; and
  • ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for processing data.

If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.

You may request details of personal information which we hold about you. If you would like a copy of the information held about you, please email us requesting a Subject Access Request Form.

Privacy Notice for Clients (Employers)

This notice applies to the use of personal and sensitive information gathered through providing services to our clients, for example in managing the employment relationship (conduct / performance / attendance), generating contracts of employment or through other HR and people management processes.

Information gathered in this way includes personal information such as names, contact details, pay details, performance, health and attendance records, training needs, information relating to payroll and on occasion information relating to criminal records.

We are committed to keeping personal and sensitive information safe and we comply with our obligations under the GDPR.  

Why are we processing your information?

We collect personal data when a client shares the details of their employees to enable the provision of our services. This is a legitimate reason for holding and processing the data, linking to the client's own legitimate interests and legal and contractual obligations to do so.  Where we hold special category data (such health information or information relating to criminal records) this is for the purpose of assessing and supporting the working capacity of the employee or for carrying out the obligations and specific rights in the field of employment.

We will ask all our clients to inform their employees that Concentric HR Ltd is processing their personal data as a third party on behalf of the client, and this should be communicated via the client’s own employee privacy notices.

What do we do with the information we process, and why?

We use the information to provide the client with the service they require; usually an outsourced human resource service. On the basis of the information provided, we will offer advice and support in good practice and legally compliant ways of managing people. 

Security

We are committed to ensuring that personal and sensitive information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

How long do we retain client information on our systems?

We retain information on our system until either:

  • a period of six months has passed following the end of our contract to provide services; or
  • a period of six months has passed since the employee has left employment with the client for whom we are providing a service;
  • either the employer or their employee has asked us to remove the data held;

If any of the above apply, we will delete the information we hold.

Controlling your personal information

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require us to change incorrect or incomplete data;
  • require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing; and
  • ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for processing data.

If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.

You may request details of personal information which we hold about you. If you would like a copy of the information held about you, please email us requesting a Subject Access Request Form.

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Call us today on 0151 342 6978 or drop us an email and we will call you straight back.

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