Privacy policy

Data Protection Notice

At Swift HR we are committed to protecting and respecting your privacy.

This policy explains how personal data is collected and used when you visit the Swift HR website (swifthr.co.uk). It also explains how we process any data that you supply to us via this website. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting www.swifthr.co.uk you are accepting and consenting to the practices described in this policy.

Under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA 2018), Swift HR is the Data Controller for any personal data that you supply to us via our website, for the purpose of providing information about HR consultancy and advisory services.

The person responsible for data protection is Natalie Swift, who can be contacted at natalie@swifthr.co.uk or 07918 015846.

What is personal data?

Personal data is defined by the GDPR and DPA 2018 as “any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier”.

Your Rights

You have the following rights in relation to personal data held about you by Swift HR:

  • The right to be informed about how personal data is used

  • The right to access a copy of personal data that Swift HR holds about you

  • The right to rectification of any errors in personal data held by Swift HR

  • The right to erasure of any personal data

  • The right to restrict processing

  • The right to data portability

  • The right to object

  • Rights in relation to automated decision-making including profiling

If you wish to learn more about these rights and how they operate, please look at the ICO’s website https://ico.org.uk/your-data-matters/.

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.  Please contact us at enquiries@swifthr.co.uk or on 07918 015846 if you wish to make a request.

What personal data do we collect?

The personal data collected depends on how you use our website. You can browse the site, fill in forms on the website to make an enquiry or book a consultation, download documents, subscribe to emails, and other activities. Our website collects personal data to provide these services.

What we do with your personal data?

When you visit our website, a record of your visit is made. This data includes your device’s IP address. That data is used anonymously, to determine how many people visit our website and the most frequently used parts of the site. This enables us to update and improve the site.

If you use a form on the website to send an email to us, a record will be made of your name, email address and telephone number and any other information you provide. We may process this personal data for purposes necessary to the provision of services to you and your organisation, and to comply with our legal obligations.

We may process your personal data for other purposes (for example marketing and management purposes), but we would only do this after first receiving written consent from you. In these limited circumstances you can withdraw your consent to processing for those purposes by emailing enquiries@swifthr.co.uk.

Your information is securely stored in password protected cloud storage, which is backed-up offsite.

You can find information below about how we handle your personal data and our legal basis for doing so under the GDPR and DPA 2018.

Our legal basis under GDPR

  • Using the personal data that you provide on our web forms: Article 6(1)(b) - when you provide us with your personal data, for instance to make an enquiry or book a consultation, we use this at your request to provide information about our services, or prepare to enter into an agreement for provision of services.

  • Contacting you about the services we provide: Article 6(1)(f) - when we need to contact you for our legitimate interests so that we can gather more information for effective provision of our services.

  • Retaining your data under our data retention policy: Article 6(1)(f) - we retain your personal data only for as long as necessary under the law to protect our legitimate interests

  • Obtaining analytical website data on devices used by our website visitors: Article 6(1)(f) - analytical data is obtained by cookies and is used to improve the website and the services we offer. This processing is necessary for the purposes of our legitimate interests.

Swift HR does not operate any automated decision-making systems.

Depending on the specific purpose for which we are using your personal data, we may process your data for more than one lawful basis. We will only use your personal data for reasons which are compatible with the purpose for which we collected it. If it is necessary to use your personal data for a different purpose, we will notify you and communicate the legal basis which allows us to process the data before beginning any new processing.

You can find information below about the categories of personal data we obtain.

Personal Data

Filling in forms on the website, for example name, email address and telephone number. This data is provided by you on our web forms to make an enquiry, book a consultation, subscribe to emails, request a service from us or as part of provision of your existing contractual services.

Location data, IP address online identifier, website analytics: This data is captured via cookies that are placed on your device, which capture information about the device you are using, cookie identifiers, advertising IDs, and other information. To block cookies, you can manually delete them from your browser’s settings page, and you can also configure your browser to block third party cookies. Please see our Cookie Policy to learn more.

If you no longer wish to receive information about our services, our communications have an unsubscribe option. 

Will we share your data?

Your personal data may be shared on a confidential basis to third parties, such as law enforcement, regulatory authorities or where we are legally obliged to share the information.

Where we use data processors who are third parties, we have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period that we instruct. Our third-party data processors are limited to IT and cloud service providers (Microsoft and Google), however at your request the provision of services may involve collaboration with other third-party data processors such as payroll providers, occupational health specialists or solicitors’ practices.

How long we keep your personal data

Personal data is retained in line with our data retention policy. Swift HR will delete or return personal data to the client (at their choice) at the end of the contract unless the law requires its storage.  For clients who have ongoing HR support from Swift HR, personal data will be retained by Swift HR for as long as necessary to provide the services.  It will be clients’ responsibility as the data controller to retain accurate and up to date employee records for the appropriate period.  

It may be necessary in some scenarios to retain data that would otherwise be scheduled for deletion. This could include (but is not limited to) data related to confirmed or suspected fraud cases or data related to ongoing legal cases. In such instances a record will be held of what data requires to be retained beyond its retention period, the reason for retaining it and a further review duration.

Personal data that is no longer necessary to be kept under the Swift HR data retention policy will be securely disposed of. A copy of our data retention policy can be made available upon request.

Other websites

Our website may contain links to other sites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policy.

Our Cookie Policy explains how we use cookies and similar technologies on our website to help provide you with the best possible online experience.

This policy will be updated from time to time as necessary, for example if the law changes or we change our website in a way that affects data protection. All changes will be posted on this webpage and we recommend that you check this page frequently to be aware of any updates. You will be deemed to have accepted the terms of this policy on your first use of our website following any changes.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at enquiries@swifthr.co.uk or on 07918 015846. 

You can also complain to the ICO if you are unhappy with how we have used your data.  The ICO’s address is: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline number: 0303 123 1113, ICO website: https://www.ico.org.uk.

Updated 1 December 2024