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Privacy Policy

Privacy Notice

This notice gives you information about who Astley Reed are, our approach to data protection and provides you with information about how we manage your personal data, and the importance data protection plays in how we operate as a company.

Our data protection approach is supported from the top of the business and is a core competence of how we operate.

For the purpose of this notice Astley Reed is the data controller unless it has been specifically noted otherwise.

This notice relates to the collection and processing of personal data for Astley Reed, it does not cover processing we do in relation to services we provide to our clients, in that regard Astley Reed are the data processor acting on the instruction of our clients. To that end, as a data processor we offer broadly the following services. (1) platform to enable the management of HR for Clients, (2) On-site HR support, (3) HR audits, risk assessments, and follow up services. There are also elements of these services where we also operate as a data controller.

This notice applies to the processing of personal data collected by us when you:

For understanding, developing, growth and administration of our business

Where we use social media or where you click a social media icon on our website, be aware that this company manages their own affairs and will be a data controller in their own right. If you have any questions pertaining to how we process your personal data, you should review terms and conditions policy contained within the website.

Our website may contain links to other websites for ease and convenience, we are not responsible for them, how they operate or their security provision.

The personal data we collect


We collect personal data directly from you when:

You express an interest in our products and services either over the phone, via email, social media, webforms, online seminar attendance, contact us provision, when signing up to newsletters and other communications, when downloading certain content from our websites, at events we attend or host or through the live chat on our websites. The information we may require is contact information, name, phone number, email address, job title, company name, company address.

If you contact our helpline, you may be asked for you name, company name and confirmation of security credentials.

When you make a purchase, we will require financial information for invoicing and collection purposes, this may include bank details, credit card information, invoice name, address and point of contact.

If you attend an event where we are participating, you may have given additional consents to be contacted by us following the event. This information may include name, phone number, email address, company name and job title.

If you connect with us through a social media channel, we will know your social media handle and any other information including photos you make available through our interactions and your profile.

If you use our websites or email’s we will have details about your usage of our sites through cookies, beacons, and similar technologies. This information may include IP address and information about your visit. 

If you complete surveys or enter competitions they may require contact information such as name, phone number, email address, company name and job title.

If you complete a registration form on our website when downloading content, we will ask for details such as name, email, company name and phone number

If you are an applicant for a role at Astley Reed, we will require information relating to your career history which could include name, address, phone number and email address along with the positions you held and the date range you held those positions in different companies along with any qualifications.

If you visit one of our offices, you will be asked to provide your name, signature, company name and car registration.

If you participate in our referral program, we strongly advise you to give our details to the individual you want to refer to use and facilitate the process that way. If you decide to provide us with their details you represent that you have their authority to do so, act in accordance with data protection legislation and in accordance with this privacy notice.

Personal data we collect from other sources


We will also gain personal information from other sources; this includes third parties we purchase data from to help us identify and grow our business which could include a greater degree of personalisation. Additionally, we may combine these records with other publicly available information to ensure that our records are accurate and up to date.

We also obtain information from other companies associated with Astley Reed in order to provide a greater level of service and service offering or to better understand clients and industries we operate in or where synergies apply to our business and to yours. We also obtain information from services to help us comply with data protection laws.

Typically, the personal information we get from third parties includes name, phone number, email address, company name, job title, contact preferences.

Cookies, beacons and similar technologies on our website and in email communications

Our use of cookies, beacons and similar technologies is to better understand how you interact with our website and email communications.

We use cookies on our websites for a variety of reasons including remembering your settings, load balancing, marketing and analytics. These will be either our cookies or third-party cookies, all of which can be configured by you using the cookie preference centre to configure the settings you are most comfortable with.

We use session cookies which expire after the session is closed, we also use persistent cookies which remain on your computer when you close the browser or turn your computer off. We also use beacons and pixels in our email communications and on our website, this enables us to understand if our communications are useful to you or not and how you then interact with the website or our service as a result of those email communications.

Where we use 3rd party cookies such as Google Analytics or third parties we use for advertising purposes we are joint controllers with them, if you do not wish for Google to have your IP address and understand your browsing actions please do decline cookies.

Social Media

Our website uses social media icons such as Facebook and LinkedIn logos and other social sharing widgets. By using these features, you will be connecting to and sharing information from your browsing session with these organisations. If you are logged into your social media account, it is also possible that they will connect your activity on our site to your social media account.

This is also the case if you access our social media pages on a social media platform. The respective social media company may add your interaction to any information they may already have about you or your interests.

In all cases, in that transfer of data the social media provider is a data controller and responsible for what they do with your personal data. If you want to find out more, it is worth accessing their own privacy notices.

Purpose for processing and the legal bases for processing we rely on


We collect and process personal data for the following purposes and with the following legal bases engaged:

Where our website is concerned, we are processing your personal data with your consent if it is required and for other elements of our website, we are processing based on the legitimate interest to operate and administer the site. Where site security is concerned and the activities through our cookies that enable a secure site, this is administered as a legitimate interest.

To download some content from our site you are required to complete a form, this is done with your consent. We may also get in touch with you either by email and/or phone as a result of the download.

The recording of phone calls by default on all calls is done as a legitimate interest in protecting both your interests and citations. Call recording are used for security, monitoring and training purposes.

We may ask you for personal data when dealing with enquires, this data would be processed as a legitimate interest in being able to effectively follow up on your enquiry. This is also the case where it relates to a service enquiry or complaint, unless of course it is linked to a contractual obligation, this could include service updated and client communications, in which case it is processed as part of the fulfilment of our contract.

Setting up and managing your journey as a client is again done as part and parcel of the performance of the contract. This is also the case when it comes to good administration of matters relating to your contract with Astley Reed.

Managing event registration and administration of the event is done as a legitimate interest in ensuring the efficient administration and follow up of the event. We also rely on legitimate interests to for processing client contact data for service surveys. If you choose to complete the survey with our partner this is done on the basis of consent.

Managing your payments and payments relating to the service we provide. This also includes the entirety of the payment process in line with the terms and conditions of our service. We may also from time to time have to escalate this process to a third-party debt collection service. This disclosure of such data would be as a legitimate interest and further processed as part of the contractual terms.

The identification of opportunities both with prospects and opportunities within our existing client base is done in the furthering the legitimate interests of the business. Any sharing of data internally within Astley Reed and its associates is also a legitimate interest when it is done for similar purposes. This data may also be used to improve user experience and our understanding of both the client journey and appropriateness of products and services at different points of client lifecycle either within Astley Reed or with its associates.

Personal advertising on our website is done with the consent of you when you select cookie settings on the cookie consent management tool. Where advertising of our products and service offline is done in the pursuit of our legitimate interest and done so with prior consent that you have provided.

Registering your information as a visitor to one of our offices will be done as a legitimate interest to protect our building, business and colleagues. It may also be used to administer non-disclosure and confidentiality agreements.

If you provided a testimonial of our service, you will be doing so of your own free will and will be retained until you ask us to remove it.

If we provide employment law and tribunal services, we will do so under the performance of a contract. 

Where you have applied as a candidate for a role at our company, we will process your information in order to progress you application, contact you with updates, asses your qualities and capabilities against the requirements of the role and against other candidates. You will also be asked for proof of qualifications, references and other right to work information such as identification documents. This processing is done in part as a legitimate interest, in part with your consent and in part as a legal obligation. We may also use recruitment companies from time to time, where data is shared with these organisations, we will both be data controllers and you will have been referred to us from them. Further data protection information regarding their activities can be gained from them.

We will send sales and marketing communications such as emails or phone calls related to our services and those services of other companies associated with Astley Reed only if we can do so in accordance with data protection legislation.

There are legal obligations that we must comply with, these could be tax-related or generally dealing with local or national government, authorities, agencies or courts and professional advisors. It may be in our legitimate interest to protect our rights and if necessary, to disclose information for the protection of these rights or complying with court orders.

Running, managing and administration of our business are critical to its success and the successful delivery of our service. It includes but is not limited to aspects such as account management (sales, service and financial), IT (support to clients, use of or migration to platforms, running and improving the business and its security) Development of our applications, reporting and improvement. The legal bases for these activities will differ from performance of contract to legitimate interests and if there is information required by the government (such as tax information) this would be a statutory obligation.

How long do we keep your data for?


We retain your data for as long as necessary to fulfil the purpose for its collection and processing. For instance, as an unsuccessful job applicant we may retain your records for only 6 months once the process has concluded. In other instances, and especially where there is a legal obligation to retain your information for a certain period of time, we will do so in order to comply with the legal requirement; this is typically 6 years.

Once your data is no longer required it shall be deleted or if it is technically not possible to delete, we shall ensure sufficient controls are in place to put it beyond future use.

Your rights


Under data protection legislation, you have rights as an individual which you can exercise in relation to the information, we hold about you.

These rights include:

Security of personal data


We take every reasonable and commercially viable precaution to protect personal and commercial data. These are organisational, technical, and physical measures to protect against unlawful or accidental access, disclosure, loss or alteration.

Whilst we taken a robust stance to security no method of storage and transmission is 100% secure and, in some instances, out of our control. For that reason, you are entirely responsible for password security, controlling access to your devices, access to your environment in our SaaS products and signing out and closing down web sessions once completed.

Complaints and queries


Astley Reed aims to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading, or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It may not provide exhaustive detail of all aspects of Astley Reed’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below

Astley Reed Data Protection Officer
Unit 2 Croft Court
Croft Lane
Temple Grafton
Alcester
B49 6PW

Or you can email us [email protected]

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office in their capacity as the statutory body which oversees data protection law - www.ico.org.uk/concerns

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 19th December 2021. 

Trusted Partner

With over 35 years of experience, you can feel confident and safe that you have the right HR support by your side.

As a trusted HR Partner, we work with you to ensure the challenges you face are not obstacles to your business. We get to know your organisation and culture and provide pragmatic and professional support whatever your human resource needs are.

We have experience in a variety of sectors and a deep understanding of Catering, Construction, Rail, Legal Firms, Events and Exhibitions, Distribution, Education, Finance, IT and Marketing.

Talk to us