Privacy notice

The privacy notice explains how face2faceHR collects, uses, and safeguards personal data provided to us. We are committed to safeguarding the privacy of visitors to our website, to our clients and their employees, and to any other contacts who give us information. Please read the following notice to understand how we will collect and use your information and the rights you have in relation to personal data provided to us.

We may update this notice from time to time to reflect changes in our practices or applicable law. We will post any updated version on this page with a revised date. Where changes are material, we will take reasonable steps to notify you directly – for example, by email or by a prominent notice on our website.

Who we are

Our consultants are all independent legal entities; however in this notice “face2faceHR” means any consultant trading under the face2faceHR brand. Details of our consultants can be found here.

“face2faceHR Partners” is the owner of the face2faceHR brand. The face2faceHR Partners website is here.

All our consultants and face2faceHR Partners are registered data controllers with the Information Commissioner’s Office.

Information collected and how we use it

When you access or sign up to any of face2faceHR’s services including newsletters, we may collect and process personal data such as your name, address, telephone number, email address, and other information relating to you (“your information”).

We will store and use your information for purposes such as administering and maintaining our relationship with you; providing services or information requested by you; providing you with further information about our products and services; and for auditing usage of our website.

If you become a client of face2faceHR we may also need to collect personal data relating to your employees (“employee information”). We use this information for the purposes of providing HR and employment law advice relating to those employees.

When you visit our website our server will record your IP address together with the date, time, and duration of your visit. An IP address is an assigned number, similar to a telephone number, which allows your computer to communicate over the Internet. We use this information to compile statistical data on the use of our website to track how users navigate through our site in order to enable us to evaluate and improve our site.

We use cookies and similar technologies on our website. Strictly necessary cookies are required for the site to function and do not require your consent. We also use analytics cookies to understand how visitors use our site; these are only set with your consent, which you can give or withdraw at any time via the cookie settings link in our website footer. For full details of the cookies we use, please see our Cookie policy.

Lawful bases for processing

We process your personal data on the following legal grounds:

• Administering our relationship and providing services you have requested: performance of a contract, or steps taken at your request before entering a contract.
• Sending relevant updates or marketing: consent where required by law; legitimate interests for B2B communications, with the right to opt out at any time.
• Website operation and analytics: legitimate interests (to maintain and improve our site); consent for non-essential cookies.
• Compliance with legal and regulatory obligations: legal obligation.
• Employee data processed in connection with HR advice: performance of a contract with you (our client).

Using your information for marketing purposes

We may ask whether you wish to receive marketing from us, including our newsletter. We will not send you marketing if you ask us not to. If you have agreed to receive marketing but then later change your mind and no longer wish to receive marketing, please let us know so we can remove you from our distribution lists.

We will never use employee information for marketing purposes.

How and why we share your information

We will not normally share your information with any third parties outside face2faceHR/face2faceHR Partners. In relation to any other third parties, we will only disclose your information where you have given your consent or where we are required to do so by law, or where it is necessary for the purpose of, or in connection with legal proceedings or in order to exercise or defend legal rights.

Your information and your employee information will usually only be used by your normal face2faceHR consultant. Occasionally, if your usual consultant is on holiday or ill, if you need assistance, you may be offered an alternative face2faceHR consultant. On those occasions, your information and/or employee information may be shared with that consultant. You have the right to decline the assistance of an alternative consultant if you wish.

Our marketing databases, cloud document storage, email systems, and this website are all administered centrally by face2faceHR Partners but may be hosted by third-party providers. Details of these providers and of the various security measures face2faceHR Partners use to protect your information and employee information are available upon request.

Data retention

We retain your personal data only for as long as necessary for the purposes described in this notice, including to meet any legal, accounting, or regulatory requirements. As a guide:

• Client and contact data: for the duration of our relationship and for up to six years thereafter (to allow for potential legal claims).
• Employee data processed in connection with HR advice: for the duration of the relevant matter and for a reasonable period thereafter, typically up to six years.
• Marketing contact details: until you unsubscribe, plus a short period to maintain suppression records.
• Website usage data: in accordance with our cookie settings and analytics provider configuration.

We may retain data for longer periods where required by law or to establish, exercise, or defend legal claims.

International transfers

Some of our third-party service providers are based or host data outside the UK. Where we transfer personal data internationally, we ensure that appropriate safeguards are in place, such as the UK’s adequacy regulations, the UK International Data Transfer Agreement (IDTA), or equivalent measures. Details of the specific safeguards used are available upon request.

Security

We use up-to-date data storage and security techniques to protect your personal information and your employee information from unauthorised access, improper use or disclosure, unauthorised modification or unlawful destruction or accidental loss.

All our employees and any third parties we engage to process your personal information are obliged to respect the confidentiality of your information. However, the transmission of information via the internet is not completely secure. Although we will do our best to try and protect your information, we cannot guarantee the security of your information transmitted to our website; any transmission is at your own risk.

Your rights

Under UK data protection law, you have the following rights, subject to certain conditions and exemptions:

• Access: you may request a copy of the personal data we hold about you (a “subject access request”).
• Rectification: you may ask us to correct inaccurate or incomplete data.
• Erasure: you may ask us to delete your personal data where there is no longer a lawful reason for us to hold it.
• Restriction: you may ask us to restrict the processing of your data in certain circumstances.
• Portability: you may ask us to provide your data in a structured, machine-readable format.
• Objection: you may object to processing based on legitimate interests or for direct marketing purposes.

Withdrawal of consent: where we rely on your consent to process data, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, please contact us at [email protected] or speak to your usual consultant. We may need to verify your identity before responding. We will respond within one month of receiving your request.

If you have a concern about how we handle your personal data, we encourage you to contact us in the first instance. You can make a complaint by emailing [email protected] or by contacting your usual face2faceHR consultant directly. We will acknowledge your complaint within 30 days of receiving it and will investigate and respond without undue delay, keeping you informed of progress throughout

If you remain dissatisfied after we have had the opportunity to address your concern, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection. The ICO can be contacted at ico.org.uk or by telephone on 0303 123 1113.

Hyperlinks

You may come across hyperlinks on this site. These hyperlinks may take you to sites operated by other organisations for which we are not responsible. When preparing our website, we have taken every care possible; however, we have no control over any of the information you can access via other websites.

Therefore, no mention of any organisation, company, or individual to which our website is linked shall imply any approval or warranty as to the standing and capability of any such organisations, company or individual on the part of face2faceHR.

Copyright notice

All design, text, graphics, and arrangement thereof are the copyright of face2faceHR Partners or of other copyright owners. Any unauthorised reproduction of the contents of this site without the prior written permission of face2faceHR Partners is strictly prohibited.

Contact information

If you have any questions in relation to this notice, please contact us at [email protected] or your consultant directly.

If you currently receive marketing information from us which you would prefer not to receive in the future, please email us at [email protected].

All email messages sent to and from face2faceHR may be monitored to ensure compliance with internal policies and to protect our business.