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Privacy policy

This privacy policy aims to provide all the necessary information in regard to how Altum HR (we/us/the Company) of Floor 2, Hamilton House, Altrincham, WA14 4DR processes client data.

We respect your right to privacy and continuously strive to ensure that all data that we collect and store for our clients is done so securely and is properly protected. This privacy policy applies to all personal data collected and processed by Altum HR, regardless of the format, whether digital or physical. It outlines how we securely process client data and comply with the GDPR and Data Protection Act 2018.

Definitions

Processing – includes any way data is used including collection, storage, disclosure and destruction.
Data subject – describes the person the data is about
Data controller – is the company that holds the data
Data processors – are those the process the data
Personal Data – information relating to an identified or identifiable natural person
Third party – any entity other than the data subject, controller or data processor that processes personal data.
Special Category Data – sensitive personal data includes race, health information, and political beliefs, which require additional protection under GDPR

What data will we collect and why?

As a client/prospective client you will provide us with information either via direct referral, LinkedIn or by filling in a form on our website. We will only collect personal data necessary to fulfil our contractual obligations to you or your organisation. This may include names, contact details, and information about your employees. Any additional or sensitive information, such as health-related data, will be processed with explicit consent and securely stored in compliance with GDPR.

Any additional information sent to us would be sent to us via email and stored securely in our Microsoft 365 hosted solution, of where you pay for a HR system with us then data would also be stored in that specific system, which is only shared with Altum HR Consultants. Additional information sent to us which may include but would not be limited to your employee’s data would be used solely for undertaking the provision of Human Resource Consultancy or another agreed Consultancy to you.

If you decide not to use our services, we will transfer all your data to you. We would keep your data on file for 6 months. After this time all your data would be deleted from our client database.

We will retain your data for six years following the end of the contract to meet legal requirements or resolve any disputes. After this period, data will be securely anonymised or destroyed unless required for further legal or regulatory reasons.

Who do we share your data with?

From time to time, we will share your details with your express advance permission with third parties that you may require additional support services from. We will only share your personal data with third parties who have entered into a Data Processing Agreement with Altum HR, ensuring they meet the same data protection standards under GDPR. This includes system providers, solicitors and accountants. We will always gain your preapproval before passing any data to any third party.

It may be necessary for us to share any client details to fulfil any legal obligations.

We do not transfer your data outside of the European Economic Area

What are your rights?

As a data subject you have the following rights under the GDPR;

  • The right to be informed about the data we hold about you;
  • The right to access information we hold on you;
  • The right to rectification if any information we hold on you is incorrect.  The company will make every effort to keep personal data accurate and up to date, however it is your responsibility to ensure that you inform us of any changes of address, next of kin or any changes such as new bank account details in order that your personnel file and pay details may be kept up to date;
  • The right to be forgotten.  This means that you have the right to ask us to delete any personal data we hold about you.  However, we do only hold your data for a limited time as explained in section 1.
  • The right to restrict the processing of your personal data;
  • The right to data portability, this means you can obtain a copy of your data to re-use with other organisations;
  •  The right to object to us using your personal data for particular purposes; and
  • Rights with respect to automated decision making.

How can you access your data?

Under the GDPR you have the right to ask for a copy of any personal data we hold on you. To do this please contact Altum HR, Floor 2, Hamilton House, Altrincham, WA14 4DR or email enquiry@altumhr.co.uk . We will then provide this information to you free of charge and within 30 days.

If you believe your rights under the GDPR and Data Protection Act 2018 have not been respected, you can contact Altum HR at enquiry@altumhr.co.uk to address your concern. If unsatisfied, you can escalate the matter to the Information Commissioner’s Office (ICO) at https://ico.org.uk/

Changes to this policy

We will notify you of any significant changes to this policy via email and on our website. These changes will take effect 30 days from the notification.