Privacy Policy

Who is the data controller and data processor?

Honey Bee HR and Admin Support Ltd, registered in England and Wales under company number 14933294.

Registered address:  128 City Road, London, EC1V 2NX

Introduction

Honey Bee HR and Admin understand that your privacy is important to you. This Privacy Policy explains in detail the types of personal data that we may collect about you when you interact with our website or when we provider HR and Admin services to you. Any personal data we do collect will only be used as permitted by law.

What information do we collect

Personal data is any information relating to an individual from which that person can be identified. It does not include any data where the identity has been removed i.e. anonymous data.

We may collect personal information from you so that we can offer our services as effectively as possible.

Data Subject Rights

We take the protection of personal data rights very seriously. Personal data rights include, the right to:

Request a copy of the personal data that we hold.
Object to our processing of personal data where that processing is based upon legitimate interest and there are no compelling grounds for the continued processing of that data.
Request that we restrict processing of personal data in certain circumstances.
Request that data is erased where the continued use of that data cannot be justified.

Object to any decision, which significantly affects personal data, being taken solely by a computer or via another automated process.
Withdraw your consent to the processing of personal data for a particular purpose at any stage. However, please note that we may continue to retain, or otherwise use personal information thereafter where we have a legitimate interest or a legal or contractual obligation to do so. Our processing in that respect will be limited to what is necessary in furtherance of those interests or obligations.
Request that inaccurate or incomplete data is rectified.
Request that data provided directly by a data subject and processed by automated means is transferred to an individual or another controller; this right only being applicable where our processing of such data is based either on consent or in performance of a contract.
Make a complaint to the Information Commissioner's Office Request that direct marketing by us to is stopped.

Please note that where a right to request that we erase data or cease any processing activity is exercised, we may retain a record of this request and the action taken in order to both evidence our compliance, and to take steps to minimise the prospect of any data being processed in the future should it be received again from a third-party source.

If you have any questions concerning your rights or should you wish to exercise any of these rights, please contact Carolyn Long (hello@honeybeehrandadmin.co.uk).

Transfer

In the event of a sale, merger, liquidation, receivership or the transfer of all or part of our assets to a third party, we may need to transfer information to a third party. Any transfer will be subject to the agreement of the third party to this Privacy Notice and any processing being only in accordance with this Privacy Notice.

Data Security and Confidentiality

It is our policy to ensure, in so far as is reasonably practicable, that our systems and records are secure and not accessible to unauthorised third parties in line with contemporary practice.

We may hold information for the following purposes:

Admin Data

Where information is submitted by you as part of an enquiry about our services, we may collect the following information:

First / last name
Title
Email address
Phone number

Company name
Company role
Company address

HR Data

In order to provide HR services, we may hold (but is not limited to) the following information in relation to employees, workers or self employed contractors engaged by our Clients:

name;
photos;
date of birth;

gender;
nationality;
marital status;
current address and former addresses;
email address;

telephone numbers;
passport or identity card number;
work visas/residence permit and other Home Office documentation;
emergency contacts;
contracts of employment;

sickness record, including medical records and details of disability;
information and documentation in respect of pregnancy and maternity, paternity, and shared parental leave;
flexible working request records;
disciplinary record;
information regarding a grievance raised by you;

application documentation;
records of educational history and qualifications;
records of training and professional development courses;
personal information relating to hobbies, interests, and pastimes;
information contained in references and pre-employment checks from third parties;

salary level, pension, bonus, private health care and life assurance cover;
job title;
bank details;
performance record, including appraisals;
IP addresses;

consultancy agreements;
settlement agreements;
documentation in relation to a tribunal claim with which you are involved in whether as the claimant or a witness; and
any other documentation or information that you would normally expect to find on an HR file or to be produced in relation to an HR matter.

Please note the majority of the personal data we control and/or process is provided by our Clients, who in turn should ensure that they have a lawful basis for providing personal data to us. In order to ensure that the personal information we hold is accurate and up-to-date, we request that our Clients inform us of any relevant changes to the personal information we hold about their employees and or contractors.

How and why do we use the information we collect

We will only use your personal data when the law allows us to in the following circumstances:

Where we have a legitimate interest to respond to your enquiry

Where we need to perform the contract we are about to enter / have entered into with you
Where we need to comply with any legal or statutory obligations
Where we have your consent to send you marketing information
Processing data as is necessary for the purpose of contractual obligations to our Clients;
Collecting and storing personal data, whether in manual paper or electronic files;

To communicate with you;
Sending information to third parties with whom we have or intend to enter into communications which are related to our HR services e.g. your employer or your legal representatives;
Providing information to regulatory authorities or statutory bodies and our legal or other professional advisers, including insurers;
Retaining records of our dealings with Clients;
Establishing quality, training and compliance with our obligations and best practice.

Where and how is the data stored?

The data is stored in the following ways:

Paper and electronic Client files;
Bespoke HR performance development software;

The company’s email system;
Any other written or electronic documentation produced during the normal course of the company’s business.

How long do we store your information for

Whenever we collect or process your personal data, we will only keep it for as long as is necessary for the purpose that it was collected for. At the end of that period, your data will either be completely deleted or anonymised in a non-identifiable way for statistical analysis.

Where you contact us with an enquiry but do not engage our services, we will keep your data for 18 months since the first contact
Where you contact us and engage our services, we will keep your data for as long as we consider reasonably appropriate for these purposes. This is unlikely to be longer than 7 years after the contractual relationship with our Client, who may be an individual’s employer has ended.

It is our policy to only store your personal data for as long as is reasonably necessary for us to comply with our legal obligations and for our legitimate business interests. If, however you believe that we should delete your personal data, please inform us in writing.

Who do we share personal data with?

We shall not share personal data unless we are entitled to do so. The categories of persons with whom we may share personal information include:

Any regulatory authority or statutory body pursuant to a request for information or any legal obligation which applies to us
Our/our Clients legal and professional advisers
Insurers

Tribunal
Your legal representatives
ACAS conciliators

How do we treat Special Personal Data (SPD)?

Special personal data is information which is intensely personal to someone. Examples of SPD include information which reveals political, religious, or philosophical beliefs, sexual orientation, race or ethnic origin, or information relating to your health. To the extent that we process any special personal data, we shall only use that special personal data for the purposes of the provision of our HR Services and this will only be in the following circumstances:

The data subject has explicitly consented to the processing;
To protect the vital interests of a data subject;
Where processing is necessary for the purpose of obligations or rights under employment, health and safety legislation, social security or social protection law or any other applicable legislation;
To maintain records of our dealings to address any later dispute.

What if we obtain personal data from a third party?

Some of our business activity involves dealing with human resources matters in respect of the employees and/or contractors of our Clients. This may include obtaining personal data from the Client and from social media sites.

Where information from third party sources is of no use to us, or where an individual has notified us that they do not want us to process it and it is not otherwise necessary to do so to meet contractual obligations to our clients, to satisfy legal obligations or in a data subject’s vital interests, we shall discard it. You do have the right to object to processing.

Automated decisions

We do not use any automated decision-making software.

Website Data

Our website uses a third party service, Google Analytics, to collect data and statistics about website usage and behaviours such as what pages are visited. This information is processed in a way which does not identify anyone and we do not make any attempt to find out the identities of those visiting our website.

Third party links

This website may include links to third party websites, plugins and applications. We do not control these third party websites and are not responsible for their privacy statements and how they use your data.

Cookies

Cookies are small text files that are placed on your computer when you visit a website. They are widely used in order to make websites work more efficiently and provide basic functionality such as remembering preferences or filling out forms. They are also used to provide information and insights to the owners of the site that help to improve performance and offer a better user experience.

Internet browsers typically accept cookies by default, but it is possible to set a browser to reject cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

Changes to this Privacy Notice

This Privacy Notice is regularly reviewed and may be updated from time to time to reflect changes in our business, or legal or commercial practice.

Complaints

If you are dissatisfied about any aspect of the way in which your data is processed you may, in the first instance refer the matter to Carolyn Long (hello@honeybeehrandadmin.co.uk) This does not affect your right to make a complaint to the Information Commissioner's Office.