Privacy Policy

At Exactly HR, we are committed to protecting your privacy and ensuring that your personal information is managed in a safe and responsible manner. As a UK based business our handling of your information is governed by the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you engage with our HR consulting services.

1. Information We Collect

We may collect and process the following types of personal information:

• Business Information: Name, company name, job title, and  business contact details
• Employee  Data: Information provided by our clients for HR-related services, including employee records, performance data, and payroll information
• Communication Data: Emails, phone calls, and other correspondences with us

2. How We Use Your Information

We use your information for the following purposes:

• To  provide HR consulting services and support
• To  comply with legal and regulatory requirements
• To  improve our services and customer experience
• To  communicate with clients and respond to inquiries
• To  conduct internal analytics and reporting

3. How We Share Your Information

We do not sell, distribute, or lease your personal information. However, we may share your data with:

• Third-Party  Service Providers: Such as payroll processors, legal advisors, or IT support, who assist us in delivering our services
• Legal   Authorities: If required by law, or to protect our rights and comply with legal obligations
• Business  Transfers: In case of a merger, acquisition, or business restructuring
   

4. Data Security

We implement appropriate technical and organisational measures to protect your personal information from unauthorised access, loss, misuse, or disclosure.

5. Data Retention

We retain personal information for as long as necessary to fulfil the purposes outlined in this policy, comply with legal obligations, and resolve disputes. The GDPR requires that Exactly HR Limited retains data for no longer than necessary. Information will be retained for a period of 7 (seven) years. This will be in conjunction with current laws and contractual obligations.

6. Your Rights

Under the GDPR, Exactly HR Limited respects the right of data subjects (clients and others whom we hold data on) to access and control their personal data, including (but not limited too):

• access  to your own personal information
• correction and deletion
• withdrawal  of consent (if processing data on condition of consent)
• data  portability
• restriction of processing and objection
• lodging  a complaint with the Information Commissioner’s Office

Should you wish to make a request in relation to your own personal data please do so in writing to the Data Officer (Natalie Smith), where a response will be given within one month.

Please be aware that in certain circumstances data subject rights may be limited:

• if fulfilling the data subject request may expose personal data about another person,
• or you request data to be deleted which we are required to keep by law,
• it is  not possible to identify the subject (client, persons or information required)

7. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance user experience. You can adjust your browser settings to refuse cookies if preferred.
 

8. Changes to This Privacy Policy

We may update this policy periodically. Any changes will be posted on our website with the updated effective date.