Privacy Notice

Flexworks HR Consulting Ltd is committed to protecting the privacy and security of your personal information. This privacy notice contains important information about how we collect and use personal information about you, in accordance with the UK General Data Protection Regulation (the “UK GDPR”). It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint. 

Flexworks HR Consulting Ltd, is a data controller, which means that we are responsible for deciding how your personal data is processed and for what purposes. When we say ‘we’, ‘us’ or ‘our’ in this policy, we are referring to Flexworks HR Consulting Ltd. We are registered as a data controller with the Information Commissioner’s Office, with the below contact details. 

Our details: 

Flexworks HR Consulting Ltd provides HR consulting services to, and on behalf of a range of clients. We are a private limited company registered in England & Wales, under company registration number 13092672. 

We are registered with the ICO under registration number ZB055226. 

We can be contacted via the details below: 

Data Protection Lead: Laura Majewski 

Address: Bristol & Bath Science Park, Dirac Crescent, Emersons Green, Bristol, England, BS16 7FR  

Phone Number: 07979 773769 

E-mail: lauramajewski@flexworkshr.com 

Personal data and special categories of personal data 

Personal data - The UK GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of UK GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies. 

Special categories personal data - The UK GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of UK GDPR). The special categories specifically include genetic data, and biometric data where this is processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs. 

Processing - Means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction. 

Third party - Means a natural or legal person, public authority, agency, or body other than the data subject, controller, processor, and persons who, under the direct authority of the controller or processor, are authorised to process personal data. 

The purpose(s) of processing your personal data 

We may use your personal data for the following purposes: 

• To discuss the most suitable human resources services for your needs. 
• To provide our human resources services and fulfil our contractual obligations with you. 
• To respond to a request for, or query about your personal information. 
• To monitor your contractual arrangement with us. 
• To send you marketing information, including updates on products, services, and details of events in which we believe you might be interested. 
• To process it in accordance with our business and to provide statistical analysis, including checking for conflicts of interests, monitoring client service delivery, and recording complaints. 
• To comply with our professional and legal obligations. 
• To prepare invoices for our services. 

The categories of personal data concerned 

This may include but is not limited to the following categories: 

• Personal contact details such as name, title, addresses, telephone numbers, and email addresses. 
• Work contact details. 
• Date of birth. 
• Gender. 
• A copy of your signature including copies of documents you sign in your name or on behalf of a business. 
• Financial information such as bank details. 
• Details of your professional social media presence, such as LinkedIn. 
• Employee data, including salary and benefits, recruitment and training information, misconduct, sickness, absence, performance, and/or grievance records. 
• Nationality and immigration status and information from related documents for you and/or your employees. 
• Job application details, e.g., date of birth, employment history, qualifications, references, equality, and diversity monitoring information. 
• ‘Special category data’, including data relating to health (including disabilities), ethnicity, race, religious beliefs, trade union membership and genetic information and biometric data. 
• Information about criminal convictions and offences. 
• Audio, video, and CCTV recordings. 
• Information gathered through the automated monitoring of our websites, computer networks, and communication e.g., Google Analytics. 
• Any other personal data relevant to your instructions or the operation of our business. 

How your personal data is collected 

We collect most of your personal data from you direct. However, we may also collect information via third party sources. Those third-party sources include but are not limited to: 

• Publicly accessible sources such as Companies House. 
• Third parties (with your consent) such as your bank / building society, your employer and trade union, your doctors and other health professionals, consultants, and other professionals with whom we may engage in relation to a case. 
• Networking and social events. 
• Correspondence we may receive from third parties about you or your case. 
• Third parties relevant to an application for employment (e.g., referees). 
• Cookies on our website - see our cookies policy here: https://flexworkshr.com/cookie-policy 
• Customer relationship management systems. 
• Automated monitoring of our websites, computer networks, communications systems, and connections; and/or 
• Systems to ensure the security of our clients’ premises, including security CCTV footage. 

Legal basis for processing your personal data 

We will only process your personal data where we have a lawful basis for doing so.  

Under the UK GDPR, the lawful bases we rely on for processing this information are: 

Contract- Where we have a contractual obligation. To decide whether to enter a contract with you or to perform that contract with you. We rely on this lawful basis to process your personal data to perform our contract for human resources services with you. 

Legitimate Interests- Where we have a legitimate interest to process your information, provided your interests and fundamental rights do not override those interests. We may market our services to you on the grounds of legitimate interest, but we will always give you the option to opt-out of those communications. 

Legal Obligations- Where the processing is necessary to comply with UK law and/or regulatory compliance. We will identify the source for the obligation and explain why your personal data is required to meet this obligation. 

Some of the above grounds for processing can overlap and there may be several grounds which justify our use of your personal data. 

How we store your personal data 

Your information is securely stored electronically in our IT systems.  

We only keep your personal information for as long as we need to, to be able to use it for the reasons given in this privacy notice, and for as long as we are required to keep it by law. We will then securely destroy and delete your data.   

Your data protection rights 

Unless subject to an exemption under the UK GDPR, you have the following rights with respect to your personal data:  

• The right to request a copy of the personal data which we hold about you; 
• The right to request that we correct any personal data if it is found to be inaccurate or out of date; 
• The right to request your personal data is erased where it is no longer necessary to retain such data; 
• The right to withdraw your consent to the processing at any time, where consent was your lawful basis for processing the data; 
• The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means); 
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing; 
• The right to object to the processing of personal data, where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); (direct marketing and processing for the purposes of scientific/historical research and statistics).  

Please contact us at lauramajewski@flexworkshr.com if you wish to make a request. 

Transfer of Data Abroad 

We do not transfer personal data outside the UK. 

Automated Decision Making 

We do not use any form of automated decision making in our business.   

How to make a complaint 

If you have any concerns about our use of your personal information, you can make a complaint in the first instance to us at lauramajewski@flexworkshr.com 

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office using the details below:  

Information Commissioner’s Office 

Wycliffe House 

Water Lane 

Wilmslow 

Cheshire 

SK9 5AF 

Helpline number: 0303 123 1113 

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