Privacy Policy

Introduction

EC Human Resources takes UK data protection seriously. Our website offers comprehensive information about a wide range of Human Resources services. We cover essential topics such as employee recruitment and onboarding, performance management, training and development, benefits administration, and compliance with UK laws.

Our website allows you to contact us using our contact form if you have any questions/queries.

Personal data processing shall always be in line with the UK General Data Protection Regulation (UK GDPR) and the UK-specific legislation applicable to EC Human Resources. This Privacy Notice will cover the areas as to why we collect and process personal data and data subject rights relating to the collection and processing of personal data. Employers requesting to engage with us are required to comply with UK laws concerning data protection. As a result, we will ensure that all actions taken are in alignment with these UK regulations.

What type of information do we have?

EC Human Resources services engage with company directors who have employees, whether they have an HR Manager in place or not. Therefore, the information we would require is sufficient for us to deliver an effective and reliable service.

The details required will be collated at different stages.

Stage 1 – Enquiry Stage

• Decision Makers Name
• Company Name and address
• Email Address
• Telephone Number
• Information regarding your request

Stage 2 – Proceed with EC Human Resources

• Number of staff
• Policies and contracts are already in place
• Any disputes, warnings, suspensions pending or in process.

Any other information will be made available as and when we have a signed and dated agreement – See Terms and Conditions for further information.

How do we get the information, and why do we have it

All information would be received directly from our user independently seeking to engage with EC Human Resources, as the Director is actively seeking support with any HR queries, questions or serious concerns.

Therefore, the information we need will allow us to address any questions, queries and concerns, as that will determine what we need to do next. Some issues are time sensitive, so it is vital that we have all the information to react accordingly and within a reasonable time.

Regarding payments for our services, we provide a Bank Transfer or Go Cardless option whereby the payment can be set up for a one-off, a monthly or an annual payment.

Go Cardless Privacy Policy Privacy Centre | GoCardless for more information regarding your personal data.

Lawful Basis

EC Human Resources understands the following.

• Our responsibility is to protect the individual’s interest.
• We have identified the relevant legitimate interests.
• We have checked that the processing is necessary to provide a reliable service.
• We are not using people’s data in ways they would find intrusive or which could cause them harm.
• We have considered whether we can offer an opt-out option or allow users to disengage with us.
• The details collated are accurate and current.

What we do with the information

The information that we have is used to contact the Company Director to provide support, set up the portal, guide, answer questions, and provide electronic invoices.

The information we have will be used to fulfil the duties requested (listed on our website). The amount of information required will depend on the number of service options you have chosen. However, we may not receive information until there is a change in circumstances for the employer or the employee or in some cases, both parties may have changes that affect everything.

EC Human Resources has an HR Chest App’s external contractor who manages our IT and Software Department. The EC Human Resources Manager will have access to all areas of the App as they need to carry out business content audits, which are vital to the HR Chest App’s performance.

EC Human Resources’ external contacts would consist of approved Auditors from HMRC, Payroll processor, VAT inspectors, Debt Recovery, Employment Tribunals or any other law enforcement organisation; therefore, your details will be made available to them if required. All clients will be notified accordingly should any issues become inevitable.

How do we store your information?

EC Human Resources has a secure system in place to store our users’ information, whether that be encrypted electronic files in the cloud or paper-based, locked away. However, we will make it our duty to minimise the use of paper in the office so that electronic notes are encouraged.

EC Human Resources and HR Chest App will store client information for the duration of their contract. Therefore, we would only retain client details for HMRC / Accountancy requirements of 6 years, so should you request a copy, we can provide it.

After that period, EC Human Resources and the HR Chest App will delete your information from our system. Electronic files will be deleted from the system, which will be managed by the Management team and paper files will be destroyed (via a licensed confidential waste disposal company).

HR Chest App will require login and password details; this will consist of the client’s email address and a password of their choice. We will have no record of what the password would be, as we do not store or record it anywhere else.

Once a user decides they no longer wish to use our services, the HR Chest App will lock them out within 24 hours. The system will stop all correspondence and record of the information viewed.

EC Human Resources and HR Chest App will not keep any information for longer than necessary unless we have a good reason to. EC Human Resources is the Data Processor; therefore, all information will be returned to the company Director, as they are the Data Controller.

See our Terms and Conditions for more information.

Your data protection rights.

Under data protection law, you have rights, including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to provide information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Contact: Emma Cromarty

Address: Avalon House, 25 Zoar Street, Dudley DY3 2PA

Email: emma@ec-hr.co.uk

Should you have any concerns regarding the information we are holding, please contact us first so we can address the matter quickly.

How to complain

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