Privacy Policy

At Keyne HR we respect your privacy and aim to comply with the latest data protection regulations. This policy explains how we collect and handle data relating to website visitors. Please note that we reserve the right to modify this policy at any time, so please review it frequently for any updates. Changes and clarifications will take effect immediately upon posting on our website. 

 

Who collects the information?

The information is being collected by Keyne HR, and the person responsible for handling data is Ruvimbo Huda who can be contacted via email at hr@keynehr.co.uk

 

How does Keyne HR collect and process information?

Keyne HR may collect and process information about you from several sources which are outlined here.

• When you enter your information on a contact form on our website. The data controller for this data is Keyne HR.

• When you enter your information into a newsletter subscription form. The data controller for this data is Keyne HR.

• When information is received through networking activity by a staff member of Keyne HR with information about yourself or your company and where it is understood there is a legitimate interest in receiving HR services from Keyne HR. The data controller for this information is Keyne HR.

• When your company or employing company enters into a client agreement with a business with Keyne HR and provides information about you to us for the purposes of receiving HR services. In this case, only information about you that is relevant to the delivery of these services should be shared by your employer with Keyne HR. The data controller for this information is your company or employing company.

 

Purposes for collecting information 

We collect and process information about you for several purposes depending on the context of the information and how it was collected:

• to analyse website usage so we can determine how we can make improvements and if you subscribe to our newsletter, to email you about other directly related products and services we think may be of interest to you based on our understanding of your legitimate interest.

• to personalise your repeat visits to our website. If you submit your information on a contact form with interest in accessing HR Services through Keyne HR.

• to survey contacts about activity directly related to our marketing activity, service delivery or directly related projects undertaken by Keyne HR.

• to provide outsourced HR services to your company or employing company in line with client agreements made with the company.

 

If you provide your information to us through this website, we would consider this to mean you have a legitimate interest in our services, and that you are happy to be contacted in relation to those services, and that you are happy for us to share this with our relevant data sub-processors in order for our services to be delivered to you.

 

What information is collected?

In line with the expectations of the Data Protection Act (2018) and the GDPR regulations, we only collect the necessary information that is required to allow us to promote and deliver our services fairly and effectively.

 

How is your data used?

When you contact us, or sign up for our newsletter, your data is only used for the corresponding purposes. We will not pass your contact details and other personal data to a third party.

 

Some data will also be used for internal record keeping (e.g. for the accounts that we are legally obliged to maintain), and to help us assess how to improve the services that we offer.

 

Anonymous data collected from cookies is used purely to compile statistics regarding the website traffic so that we can judge how well the website is performing. The data is collected and the statistics are compiled using the Google Analytics service. Click for general information about how Google's services impact your privacy, or click for the Google Analytics privacy policy.

 

Who has access to your information?

Keyne HR will not sell or rent your information to third parties.

Keyne HR will not share your personal information with third parties for marketing purposes. Personal information will only be given to a third party when we are legally obliged to do so.

 

Anonymous data derived from cookies may be shared with third parties, but only for technical purposes, not marketing ones.

 

How can you find out what information Keyne HR holds about you?

Under the Data Protection Act (2018) and European GDPR regulations, any person about whom organisations holds data (a ‘data subject’) is allowed to request a copy of that information. This is called a Subject Access Request (‘SAR’).

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There is guidance for individuals who want to make a Subject Access Request on the website of the regulator, the Information Commissioners Office (‘ICO’) and it is strongly recommended that you review this guidance before submitting your request to avoid any delays. There is also information on this site about requirements for SARs for both the requesting and responding parties, and who SARs should be sent to.

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If you wish to make a subject access request please email hr@keynehr.co.uk

 

How long is your information kept, and can you make sure it is accurate?​

Keyne HR must retain some information for periods in line with regulatory or legislative requirements. If there is no regulatory or legal requirement to retain your information, then it will be kept until one of the following is true:

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• You request for your data to be erased (see the section below) and this can be legally fulfilled.

• The data is known to be or is suspected to be invalid/inaccurate by Keyne HR.

• The data is known to be or is suspected to be no longer appropriate for use for reasons of legitimate interest by Keyne HR (as outlined above).

 

If you believe any information held by Keyne HR is incorrect and wish to amend it, please contact us via email at hr@keynehr.co.uk.

 

Who else is your information shared with?

We do pass your information to third parties outside of Keyne HR, other than to specific data sub-processors necessary for us to market and provide our services.

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In order to facilitate marketing and delivery of our services to those who have provided their information and who we believe have a legitimate interest in our business, we may share your information with specific ‘sub-processors’ with whom we have data-sharing agreements. We want to be clear and transparent with you about the sub-processors we use and what we have done to ensure that they take your data protection as seriously as we do.

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Keyne HR will share your information for marketing or service delivery purposes with the sub-processors. This is only shared for the purpose of sending you marketing content or survey/research material relating to Keyne HR’s own services, or if necessary to be able to deliver HR services to your company/employing company in line with our client agreements and related contracts.

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Links to other websites

Our website contains links to other websites of interest. You should note that we do not have any control over those websites, and so cannot be responsible for the protection and privacy of any information which you provide whilst visiting them.

 

Withdraw consent or ask us any questions

If you no longer wish to have Keyne process your data anymore or if you would like to: access, correct, amend or delete any personal information we have about you, please contact us at hr@keynehr.co.uk.

 

Keyne HR does not wish to undertake marketing activity towards those who do not wish to receive it, and we will always comply with a request from you to either opt-out of marketing. We will comply with a request from you for your information to be erased if it is appropriate to do so (a) in accordance with the Data Protection Act (2018) or the European GDPR requirements and (b) if there is no legitimate justification for retaining the information.

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In some cases, we may not be able to agree, wholly or in part, to your request for your information to be erased if there is a legitimate requirement to keep it. An example of a legitimate requirement would be if you are an employee of a company using Keyne HR for outsourced HR services, and you are involved in some way with an HR issue which is being dealt with by Keyne HR. In such a case, there is a legitimate requirement to retain relevant information relating to that issue in order for your employer to be able to resolve the HR issue and any related legal challenges. This may extend beyond the apparent resolution of the issue if there is a reasonable argument that the information may need to be revisited.

You can:

• Use the ‘opt-out’ or ‘unsubscribe’ link in any marketing communication from Keyne HR if you do not wish to be contacted with any marketing communications.

• Request directly by email hr@keynehr.co.uk if you do not wish to be contacted with any marketing communications.

• Request by email to hr@keynehr.co.uk if you wish for your information to be erased (the right to be forgotten).

• Contest our determination of a legitimate requirement to retain your information on a case-by-case basis.

 

Your right to restriction

• If you do not want Google Analytics to compile anonymous statistics about the interaction between your device and our website, you can download and install the Google Analytics Opt-Out Browser Add On.

-If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at hr@keynehr.co.uk  

 

Users under 18 years of age

Any user under 18 years of age must have their parents'/guardians' consent to use our website. Users without this consent are not allowed to provide us with personal information

 

How to contact Keyne HR​

If you would like to contact Keyne HR in relation to any matter covered in this Privacy Notice or with queries about our website or marketing/survey activity, please email hr@keynehr.co.uk