Privacy Policy
Last updated: 15th February 2025
Registered name: Regent Advisory Ltd
Trading name: Regent HR
This privacy notice tells you what to expect us to do with your personal information.
· What information we collect, use, and why
· Lawful bases and data protection rights
· Where we get personal information from
· How long we keep information
· Who we share information with
· Sharing information outside the UK
Contact details
Post
11 Dormer Place, Leamington Spa, Warwickshire, CV32 5AA
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
· Names and contact details
· Addresses
· Occupation
· Payment details (including card or bank information for transfers and direct debits)
· Financial data (including income and expenditure)
· Transaction data (including details about payments to and from you and details of products and services you have purchased)
· Usage data (including information about how you interact with and use our website, products and services)
· Employment details (including salary, sick pay and length of service)
· Information relating to compliments or complaints
· Records of meetings and decisions
· Account access information
· Website user information
We collect or use the following personal information for the operation of client or customer accounts:
· Names and contact details
· Addresses
· Purchase or service history
· Account information, including registration details
· Information used for security purposes
· Marketing preferences
· Technical data, including information about browser and operating systems
We collect or use the following personal information for information updates or marketing purposes:
· Names and contact details
· Addresses
· Profile information
· Marketing preferences
· Purchase or account history
· Website and app user journey information
· IP addresses
We collect or use the following personal information for research or archiving purposes:
· Names and contact details
· Addresses
· Purchase or client account history
· Website and app user journey information
· IP addresses
We collect or use the following personal information to comply with legal requirements:
· Name
· Contact information
· Identification documents
· Client account information
· Any other personal information required to comply with legal obligations
· Criminal offence data
We collect or use the following personal information for dealing with queries, complaints or claims:
· Names and contact details
· Address
· Payment details
· Account information
· Purchase or service history
· Call recordings
· Witness statements and contact details
· Photographs
· Relevant information from previous investigations
· Customer or client accounts and records
· Financial transaction information
· Information relating to health and safety (including incident investigation details and reports and accident book records)
· Correspondence
Staff recruitment, administration and management
We collect or use the following personal information as part of staff recruitment, administration and management:
· Contact details (eg name, address, telephone number or personal email address)
· Date of birth
· National Insurance number
· Gender
· Photographs (eg staff ID card)
· Copies of passports or other photo ID
· Copies of proof of address documents (eg bank statements or bills)
· Marital status
· Next of kin or emergency contact details
· Employment history (eg job application, employment references or secondary employment)
· Education history (eg qualifications)
· Right to work information
· Details of any criminal convictions (eg DBS checks)
· Political, conflict of interest or gift declarations
· Performance records (eg reviews, disciplinary records, complaints or disciplinary action)
· Training history and development needs
· Monitoring employees’ IT use
· CCTV footage or other recordings
We also collect the following information for staff recruitment, administration and management:
· Racial or ethnic origin
· Health information
· Sexual orientation information
Salaries and pensions
We collect or use the following personal information as part of managing salaries and pensions:
· Job role and employment contract (eg start and leave dates, salary, changes to employment contract or working patterns)
· Time spent working (eg timesheets or clocking in and out)
· Expense, overtime or other payments claimed
· Leave (eg sick leave, holidays or special leave)
· Maternity, paternity, shared parental and adoption leave and pay
· Pension details
· Bank account details
· Payroll records
· Tax status
Staff health and wellbeing
We collect or use the following personal information for managing staff health and wellbeing:
· General health and wellbeing information
· Occupational health referrals and reports
· Sick leave forms or fit notes (eg Statement of Fitness for Work from a GP or hospital)
· Accident at work records
· Access needs or reasonable adjustments
· Protected Characteristics (as defined by the Equality Act and s.75 of the Northern Ireland Act for the purpose of equal opportunities monitoring)
We also collect the following information for managing staff health and wellbeing:
· Health information
· Sex life information
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
· Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
· Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
Enhanced Communication: By using personal information, Regent HR can provide timely and relevant updates about services, policies, and industry news, ensuring individuals are well-informed.
Personalised Marketing: Tailored marketing efforts allow Regent HR to offer services and solutions that meet the specific needs and preferences of individuals, enhancing their overall experience.
Improved Services: Collecting feedback and data helps Regent HR to continuously improve its offerings, ensuring high-quality and relevant services.
Our lawful bases for collecting or using personal information for research or archiving purposes:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to comply with legal requirements:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information as part of managing staff health and wellbeing are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
Consumer:
· Directly from you
· Publicly available sources
· Market research organisations
· Suppliers and service providers
Staff & Volunteers:
We collect your information from the following places:
· Directly from you
· Employment agency
· Schools, colleges, universities or other education organisations
· Referees (external or internal)
· Occupational Health and other health providers
· Pension administrators or government departments (eg HMRC and DWP)
· Staff benefit providers
· Public sources (eg LinkedIn or other websites)
· CCTV footage or other recordings
How long we keep information
We will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.
We will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Data processors
Xero
This data processor does the following activities for us: Finance & Payroll Systems.
Toggl Track
This data processor does the following activities for us: Tracking Billable Hours.
SquareSpace
This data processor does the following activities for us: Website & Online Shop Hosting.
This data processor does the following activities for us: Search Console, Organisational Reviews, and Shop.
Microsoft
This data processor does the following activities for us: Microsoft-365 Services.
HubSpot
This data processor does the following activities for us: Customer Relationship Management System provider.
We have a joint controller relationship with HubSpot. We process your personal information with that joint controller for the following reason: We have a joint controller relationship with HubSpot. We process your personal information with that joint controller for the following reason: HubSpot and Regent HR may each be Controllers of Personal Data and, transfers that Personal Data to the other party for that other party to provide certain services to you (e.g., performing services as Solutions Partner or completing an API call) as a Processor of that Personal Data..
Others we share personal information with
· Professional or legal advisors
· Emergency services
· External auditors
· Organisations we’re legally obliged to share personal information with
· Professional consultants
In some circumstances, we may share information with the following organisations relating to our Staff & Volunteers:
· Training suppliers
· HMRC
· Employee benefit schemes
· Health and benefit suppliers
· External auditors
· Suppliers and service providers
· Professional consultants
Sharing information outside the UK
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113