Anglian HR Support Services Ltd Data Protection & Privacy Notice This is the privacy notice of Anglian HR Support Services Ltd. This privacy notice explains how Anglian HR Support Services Ltd (“AHRSS”, “we”, “us”) collects, uses and protects your personal data when you visit our website www.ahrss.co.uk, submit your details through our contact page, or engage us to provide HR consultancy services. Please read this notice together with our Data Protection Complaints Policy. 1.Important information and who we are Anglian HR Support Services Ltd is the controller and responsible for your personal data. Registered address: 11 Kings Court, Willie Snaith Road, Newmarket, Suffolk, CB8 7SG Data Protection Officer: Michelle Travell Email: admin@ahrss.co.uk Postal address: 11 Kings Court, Willie Snaith Road, Newmarket, Suffolk, CB8 7SG 2.The data we collect about you We may collect, use, store and transfer different categories of personal data, including: •Identity Data •Contact Data •Financial & Transaction Data •Technical & Usage Data •Profile Data •Marketing & Communications Data ‘Personal data’ means any information relating to an identified or identifiable individual (‘data subject’); in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that individual. Additional HR specific data categories we may temporarily store in cases where we are not directly working on our clients network/infrastructure: •Employee Relations Data (case notes, investigation records, disciplinary/grievance information) •Employment Data (contracts, job titles, working patterns, absence records) •Special Category Data where relevant (health information, OH reports, DE&I data) •Criminal Conviction Data (only where required and lawful, e.g., safeguarding roles) 3.How we collect your data We collect data via: •our website on our “contact us” page •HR consultancy activities (investigations, case management, coaching, mediation) •documents provided by clients (contracts, policies, employee records) •third party systems (HRIS, payroll providers, OH services) •recruitment platforms or ATS systems where we support hiring 4.How we use your personal data We will only use your personal data for legitimate business purposes, including: •To register you as a new customer •To improve our website, products/services, marketing or customer relationships •To recommend products or services which may be of interest to you •To provide HR consultancy services, including employee relations support •To conduct investigations, hearings, coaching, mediation or training •To support recruitment activities •To advise on organisational design, restructuring or workforce planning •To produce anonymised insights or benchmarking for clients •To comply with legal obligations (employment law, HMRC, safeguarding) 5.Use of Artificial Intelligence (AI) We may use approved artificial intelligence ("AI") tools to assist us in providing our services, administering our business, analysing information, preparing communications and improving our products or services. Where personal data is processed using AI tools, we will do so in accordance with applicable data protection laws and appropriate security measures. AI is used to support, and not replace, human decision-making within our business. We will not use AI to make automated decisions about individuals. We will only use AI tools that meet UK GDPR security and data protection standards. We will ensure personal data used in AI tools is minimised, pseudonymised where possible, and protected by contractual safeguards. 6.How we share your personal data We may share your personal data with third party providers. We only share data where necessary and with your agreement. All third parties are subject to confidentiality and data protection obligations. We do not sell personal data. Third party data sharing would be for purposes of providing additional HR consultancy services and resources to your business, for example: •Occupational Health providers •Coaching or mediation partners •Payroll Processors •HRIS/ATS providers •Legal advisors •Safeguarding bodies (where legally required) 7.International Transfers Some third party providers may store data outside the UK. We ensure appropriate safeguards are in place. We only use reputable providers with strong security standards. 8.Data Security We use appropriate technical and organisational measures to protect personal data. Access to personal data is restricted to those who need it. We use secure system. 9.Data Retention We retain personal data only as long as necessary for the purposes collected. HR casework is typically retained for 6 years, which is a standard employment law limitation. In cases where case work has been managed outside the clients own network/infrastructure on completion of the work this will be sent directly to the client for retention and removed from our systems. Client contracts and financial records are retained for 6 years. You may request deletion where lawful and appropriate. 10.Your legal rights Under certain circumstances, you have rights under data protection laws in relation to your personal data, including the right to receive a copy of the personal data we hold about you. Please send any request for such information to our Data Protection Officer. 11.Complaints If you wish to make a complaint, or have any queries about how we handle your personal data, please contact our Data Protection Officer at admin@ahrss.co.uk. However, we will accept data protection complaints however they are received. We operate a data protection complaints procedure. We will acknowledge receipt of your complaint within 30 calendar days of us receiving it and both investigate the matter and notify you of the outcome as soon as reasonably possible. See our Data Protection Complaints Policy. How to complain to the Information Commissioner's Office (ICO) You can complain to the ICO at any time, although the ICO will usually expect you to raise your complaint with us first before elevating the complaint to them. You can contact the ICO by telephone on 0303 123 1113, by using its online form or live chat facility (contact details can be obtained from their website): https://ico.org.uk/make-a-complaint/ , or by writing to: the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.