Privacy Policy

HR DataHub is an intelligence platform for HR teams and provides technology-powered objective insights. We help organisations make data-led people decisions by collecting reliable, wide-ranging HR data and combining it with cutting-edge technology to provide actionable insights for organisations no matter the size or industry they operate in.

Our contact details

• Email: dpo@hrdatahub.com
• Address: Brookeside House, London Lane, Houghton Conquest, United Kingdom, MK45 3LR

What is this notice all about?

We want to be completely transparent about how we collect and use your personal data and this privacy notice exists to tell you exactly how we do this. This notice applies wherever we decide why and how we process personal data (and therefore act as a Data Controller under data protection law). It covers the personal data we process when you use our services. Our privacy notice tells you the journey of your personal data from the moment it enters our systems up until it's time for us to say "goodbye", as well as the various stops it makes along the way.

The different ways we process personal data

When you become a customer of HR DataHub...

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What personal data do we collect, why do we collect it, and what legal basis do we rely on?

‍Personal data is anything that can identify an individual, either on its own or through combining it with other factors that could eventually identify an individual. When you join us as a customer, we'll need some information about you, such as your name, email address, contact details, payment details, and social media publicly available data, and we will rely on Article 6(1)(b) of the GDPR - Contractual Obligation and Article 6(1)(f) of the GDPR - Legitimate Interest for this processing.

Where do we store it?‍

We use Hubspot as our Customer Relationship Management platform. Hubspot is based in the US and when they share Personal Data of individuals in the European Economic Area ("EEA"), Switzerland or the United Kingdom ("UK") within and among HubSpot’s Affiliates, they make use of the Standard Contractual Clauses (which have been approved by the European Commission) as well as additional safeguards where appropriate. We also use a platform called Fireflies to record customer conversations for our Sales and Customer Success teams. Fireflies is based in the US.

How long do we keep it for?

‍We will retain customer records for 6 years in line with UK law.

When your organisation becomes a customer of HR DataHub

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What personal data do we collect, why do we collect it, and what legal basis do we rely on?

‍When your organisation joins HR DataHub as a customer, we'll use some information about the employees as part of aggregated data sets, such as your job title, business level, salary, location, ethnicity, and gender, and we will rely on Article 6(1)(b) of the GDPR - Contractual Obligation and Article 6(1)(f) of the GDPR - Legitimate Interest for this processing.

Where do we store it?

‍The data we collect will be stored on various platforms including Excel spreadsheets, Microsoft Sharepoint, Microsoft Azure, and Microsoft Back Office. We also use Hubspot and Mighty Networks, which are based in the US and have put in place appropriate data transfer agreements for the transfer of data to the US.

How long do we keep it for?

‍We will keep this information for the duration of the company’s contract with us and remove it immediately after this has come to an end.

When you take part in a HR DataHub survey

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What personal data do we collect, why do we collect it, and what legal basis do we rely on?

‍When you take part in a survey, we'll need some information about you, such as your name, email address, and responses, and we will rely on Article 6(1)(a) of the GDPR - Consent for this processing. Some responses may include data that is sensitive or special category, and we will rely on Schedule 1 Pt 1(4) of the Data Protection Act 2018 Research for this processing.

Where do we store it?

‍We use SurveyMonkey to conduct surveys. SurveyMonkey is based in the US and uses standard contractual clauses for the transfer of data as approved by the European Commission.

How long do we keep it for?

‍We will retain the data for 6 years.

When you visit our website

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What cookies do we collect, why do we collect them, and what legal basis do we rely on?

‍Cookies are text files placed on your hard drive by a web page server when you visit a website and are saved in your browser's history. They allow the website to recognise your device and store some information about your preferences or past actions. Cookies cannot be used to run programs or deliver viruses to your computer; they are uniquely assigned to you and can only be read by a web server in the domain that issued the cookie.

When you use our website, the cookies stored on your device are either first-party cookies, which are placed and read by us directly while you are using our website, or third-party cookies, which are set by other third parties we have partnered with.

Below is a list of the cookies we use and the purposes for which they are used:

Essential cookies:

These are essential to the operation of our website and are integral to the functioning of our Website, therefore they cannot be removed.

Non-essential cookies:

These cookies are additional to the performance of our Website and help us improve the service we provide to you.

Analytical cookies: These are third-party cookies that enable us to monitor and analyse how visitors use our website and generate statistics based on them. These cookies can be set by Google Analytics, a web analysis service provided by Google Inc. (“Google”).

You can choose not to store Non-essential cookies on your computer when you first visit our website, or you can adjust your browser settings to prevent cookies from being saved on your computer.

What are your rights?

Your personal data is yours and you have rights in relation to it granted by the UK GDPR, which include:

• The right to be informed: You have the right to be informed about the collection and use of your personal data, the purposes for processing, retention periods for that personal data, and who it will be shared with.
• The right of access: You have the right to ask us for copies of the data we hold about you. If you ask us, we’ll confirm whether we’re processing your personal information and, if so, provide you with a copy of that personal information.
• The right to object: You have the right to ask us to stop processing your personal information in some circumstances.
• The right to rectification: You have the right to ask us to rectify the personal information you think is inaccurate or to complete information you think is incomplete.
• The right to erasure: You have the right to ask us to erase your personal information in some circumstances.
• The right to restrict processing: You have the right to ask us to restrict the processing of your personal information for a period of time in some circumstances.
• The right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to someone else, in some circumstances.

You don't have to pay anything in order to exercise your rights. Please contact us by sending an email to dpo@hrdatahub.com if you wish to make a request under your rights; we have a calendar month to get back to you with a response.

How you can complain

If you have any concerns about our use of your personal information, please let us know by emailing us at dpo@hrdatahub.com or writing to us at Brookeside House, London Lane, Houghton Conquest, United Kingdom, MK45 3LR.

If you are not satisfied with our response or you are unhappy with how we have used your data, you can complain to the Information Commissioner's Office (ICO).

ICO Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

‍Helpline number: 0303 123 1113

‍ICO Website: https://www.ico.org.uk