Privacy Policy

June 2025

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At Sarah Smith HR Consultancy Ltd (SSHR), we take your privacy seriously. This policy explains how we collect, use, and protect your personal data. We aim to keep things clear and simple, with no confusing legal jargon.
 

1. Who We Are

We are SSHR, a UK-based HR consultancy. You can contact us at:

• Email: enquiries@sshr.co.uk

• Phone: 07764 710724

• Address: 5, Brayford Square, London E1 0SG

 

We are the "data controller" for the personal data we collect.
 

2. The Information We Collect and Why

We collect and use different types of personal data, depending on your relationship with us:
 

a) Website Users

When you visit our website, we may collect:
- Basic information like your IP address, browser type, and how you use our site (via cookies). You can manage your cookie preferences when visiting our website.

- Details you submit through contact forms (e.g. your name, email, phone number).

Why we collect it:
To improve our website, respond to your queries, and offer relevant services.
 

b) Clients and Client Employees

When working with client companies, we may collect:
- Contact details (e.g. name, email, job title).
- Employment-related information, including sensitive data (such as health or diversity data), when helping manage HR issues.
- Disciplinary, grievance, or performance information, where relevant.

Why we collect it:
To provide HR consultancy services, fulfil our contracts, and help clients manage employment matters appropriately.
 

c) Job Applicants

If you apply for a job through our applicant tracking system, we may collect:
- Your name, contact details, CV, qualifications, and work history.
- Sensitive personal data such as health or diversity information (if you choose to provide it).

Why we collect it:
To process your application, communicate with you, and support fair hiring practices.
 

3. Lawful Basis for Using Your Data

We use your data based on one or more of the following reasons:
- You’ve given your consent.
- We need it to fulfil a contract with you or our clients.
- We have a legal obligation to process it.
- We have a legitimate interest, such as improving our services or helping clients manage HR matters (balanced against your rights).

4. Special Category Data:

Where we process special category data, such as health or diversity information, we do so under Article 9(2)(b) of UK GDPR (processing for employment and social security law) or Article 9(2)(a) (explicit consent), depending on the context.
 

5. Who We Share Your Data With

We only share your data when necessary and always securely. This may include:
- Our trusted IT or applicant tracking system providers.
- Relevant parties in HR cases (e.g. employers, legal advisers), only when appropriate and necessary.
- Legal authorities, if required by law.

Data is not transferred outside the UK. Should this ever become necessary (e.g. for international clients) we will ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the Information Commissioner’s Office.

We never sell your data.
 

6. How We Protect Your Data

We use appropriate technical and organisational measures to keep your data safe – including secure systems, limited access, and staff training.
 

7. How Long We Keep Your Data

We only keep your data for as long as needed:
- For website or contact form queries – up to 12 months.
- For HR administration and case work – retained by SSHR for 12 months after case closure. For HR data systems maintained by SSHR – employee data is normally held for 6 years after termination of employment.
- For job applicants (who do not become client employees) – up to 12 months after application unless you give permission to keep it longer.
 

8. Your Rights

Under UK data protection law, you have the right to:
- Access your data
- Correct mistakes
- Ask for deletion (in some cases)
- Restrict or object to processing
- Withdraw consent (if that’s the legal basis)
- Lodge a complaint with the Information Commissioner’s Office (ICO)

You can contact us any time to exercise these rights.
 

8. Changes to This Policy

We may update this Privacy Policy from time to time. If we make important changes, we’ll publish an updated copy to the SSHR website.
 

9. Contact Us

Got questions about your data or this policy?
Email us at: enquiries@sshr.co.uk