Privacy Policy

People Smart HR Privacy Policy

Our contact details 

Name: Susan Sanashee & Tracey Richards (Company Directors)

Address: People Smart HR LTD Leandros Cottage, Nine Mile Ride, Wokingham, Berkshire RG40 3DY (Company registration: 14391572)

Phone Number: 07543 546 855 and 01344 583 837

E-mail: support@peoplesmarthr.co.uk

Introduction

People Smart HR is committed to protecting individual’s data and privacy and takes its responsibilities regarding the security of individual’s personal data very seriously. This privacy policy explains what personal data we collect about individuals, how and why we use it, who we disclose it to, and how we protect your privacy.

Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.

The type of personal information we collect (Customers, Clients, those Subject to our Services and or Suppliers)

This notice provides you with important information concerning personal data the Company may collect, retain and process relating to customers, clients, those subject to our services and or suppliers. The personal data is limited to that which is relevant to the business relationship or the service we provide. The Company seeks to be transparent in respect to personal data and is committed to meeting its data protection obligations. This notice aims to assist in this matter.

We currently collect and process the following information:

• full name and job title
• contact information including email address
• company information such as company name, address including post code, number of employees, website address 

• Bank details (for invoicing and payments)
• other information relevant to client requirements, services enquiries, surveys and/or offers.

Purpose of Processing

The Company needs to collect, retain, and process or use personal data: in order to enter into a commercial contract with you or your organisation; to manage and meet its obligations under or connected with any such contract; to meet any of our legal responsibilities in connection with the contract or to you or your organisation; to pursue the relevant and legitimate interests of the business.

​Legal Basis of Processing

The processing of personal data is:

· on the grounds of consent (where such consent has been given);

· for the performance of the commercial contract to which you or your organisation is party or in order to take steps at your request prior to entering into any such commercial contract;

· for compliance with a legal obligation to which the Company is subject; and or

· for the purposes of the legitimate interests pursued by the Company. The legitimate interests pursued include the provision of products and services to you, and keeping you informed of our products and services or changes relating to our products and or services.

Who has Access to Personal Data

Your personal data will only be disclosed where appropriate to authorised individuals within the Company or authorised third party providers external to the Company.

However, in respect of those with access to your data, the data to which they have access will be limited only to that which is necessary for the proper performance of their function.

Third party providers to whom data might be disclosed include any third parties providing accountancy, I.T., and or legal support to the Company, or may provide web-based systems to support the Company’s services, and in such circumstances only data relevant to such support will be provided. In addition, data will be disclosed as required to HMRC or where it must be legally disclosed. Also, your data may be disclosed to third parties providing computerised storage facilities including cloud technology.

Where data is provided to third parties they are placed under an obligation of confidentiality and are given written instructions, and operate under an agreement, to only use the data for the purposes for which it is disclosed.

​Time Period for Retaining Data

The Company will retain relevant personal data for a period of 6.5 years from the end of the tax year following the support given, in part due to the need to keep records for certain legal reasons.

Your Rights

​As a data subject you have the following rights:

· You can request from the Company access to and a copy of your data;

· You can request the Company to correct or erase personal data;

· You can request a restriction of processing of your personal data; and

· You can object to processing of your personal data:

· You can request to exercise the right to data portability in certain circumstances.

If you wish to exercise any of the above rights you should contact the Data Controller, Susan Sanashee, via the contact details above. We have one month to respond to you. In addition, you have the right to lodge a complaint about data protection with the Information Commissioner’s Office.

The provision of certain personal data is or may be a contractual requirement, or a requirement necessary to enter into a contract. Also, the provision of certain personal data is or may be a statutory requirement. The consequences of not providing the personal data are that the commercial contract may not be able to function, and certain legal responsibilities may be impossible to meet.

In certain circumstances it may be the case that the commercial contract cannot function and so is brought to an end. No automated decision making is used in respect of any personal data.

Source

The data collected and processed relating to you is received from your organisation and or you.
The data held by the Company will be stored securely and will be held within the Company’s computer or electronic or cloud or email systems, filing systems, and or account system.

Where we are a Processor and not a Controller

There may be circumstances where we act as a data processor only and in such cases, we will only process data on the instructions of the client’s Data Controller. It may be in such circumstances we process, in addition to the categories of personal data above, special categories data and data relating to employment. In such circumstances all relevant safeguards will apply to such data and processing and such data will only be used for the purposes it is collected for.

The type of personal information we collect- Marketing

This notice provides you with important information concerning personal data the Company may collect, retain and process relating to marketing information. The personal data is limited to that which is relevant to such purposes. The Company seeks to be transparent in respect to personal data and is committed to meeting its data protection obligations. This notice aims to assist in this matter.

Purpose of Processing

The Company may process personal data for the purposes of marketing, to keep in touch with you and to keep you informed of its products and services and related information.

Legal Basis of Processing

The processing of personal data is:

· on the grounds of consent (where such consent has been given); and or

· for the purposes of the legitimate interests pursued by the Company. The legitimate interests pursued include keeping customers and clients informed of our products and services or changes relating to our products and or services.

Who has Access to Personal Data

Your personal data will only be disclosed where appropriate to authorised individuals within the workplace or authorised third party providers external to the Company.

Third party providers to whom data might be disclosed include any third parties providing I.T., legal, marketing support to the Company and in such circumstances only data relevant to such support will be provided. Also, your data may be disclosed to third parties providing computerised storage facilities including cloud technology.

Where data is provided to third parties they are placed under an obligation of confidentiality and are given written instructions, and operate under an agreement, to only use the data for the purposes for which it is disclosed.

Time Period for Retaining Data

The Company will retain relevant personal data of business contacts until such time as they request to be removed from any marketing list. Only limited data is retained for such purposes. You can request to unsubscribe from marketing emails at any time.

Your Rights

As a data subject you have the following rights:

· You can withdraw consent at any time

· You can request from the Company access to and a copy of your data;

· You can request the Company to correct or erase personal data;

· You can request a restriction of processing of your personal data; and

· You can object to processing of your personal data:

· You can request to exercise the right to data portability in certain circumstances.

If you wish to exercise any of the above rights, you should contact the Data Controller identified above or in the case of withdrawing consent for marketing purposes you can click on any unsubscribe button on any marketing material sent. We have one month to respond to you.

In addition, you have the right to lodge a complaint about data protection with the Information Commissioner’s Office.

There is no contractual requirement or statutory requirement that you provide to us your personal data for marketing purposes. The consequences of not providing such personal data are that we will not be able to keep you informed of, or changes relating to, our products and services. This may affect your ability to enjoy our products and services.

Categories of Personal Data (Marketing)

The nature of the personal data the Company may or will process may include information such as or relating to the following: Your name, email address, contact details, phone number, business address.

​Source

The data collected and processed relating to you may or is received from a number of sources. These include information provided by you or your organisation.
The data held by the Company will be stored securely and will be held within the Company’s computer or electronic or cloud or email systems, and/or filing systems.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at:

People Smart HR

Leandros Cottage

Nine Mile Ride

Wokingham

Berkshire

RG40 3DY

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address: 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk