Customer Privacy Notice
Alika & Co. Bespoke HR Solutions
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
Contact details
Email: kristy@alikahr.co.uk Tel: 07727 306522
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
· Pronoun preferences
· 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)
· Employment details (including salary, sick pay, and length of service)
· Health information (such as medical records or health conditions)
· Criminal records data (including driving or other convictions)
· Video recordings
· Audio recordings (eg, calls)
· Records of meetings and decisions
We also collect or use the following special category information to provide and improve products and services for clients. This information is subject to additional protection due to its sensitive nature:
· Racial or ethnic origin
· Religious or philosophical beliefs
· Trade union membership
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
· Marketing preferences
We also collect or use the following special category information for the operation of client or customer accounts. This information is subject to additional protection due to its sensitive nature:
· Racial or ethnic origin
· Trade union membership
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
We collect or use the following personal information for dealing with queries, complaints, or claims:
· Names and contact details
· Addresses
· Payment details
· Account information
· Purchase or service history
· Customer or client accounts and records
· Information relating to health and safety (including incident investigation details and reports, and accident book records)
· Correspondence
We also collect or use the following special category information for dealing with queries, complaints, or claims. This information is subject to additional protection due to its sensitive nature:
· Racial or ethnic origin
· Political opinions
· Religious or philosophical beliefs
· Trade union membership
· Health information
· Sexual orientation 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 set out in brief 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. Read more about the right of access.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
· Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
· Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
· 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. Read more about the right to data portability.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
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 collecting or using personal information to provide and improve products and services for clients are:
· 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.
· 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:
o Legitimate Interest Statement – HR Consultancy Sole Trader As an independent HR consultant, I collect and use personal information to provide professional HR services to my clients. This may include information related to employees, job applicants, and other individuals in the context of recruitment, performance management, employee relations, compliance, and workplace investigations. My legitimate interest in processing personal data is to deliver accurate, effective, and compliant HR support that enables my clients to manage their workforce appropriately and lawfully. The data collected helps inform sound HR advice, improve employment outcomes, resolve disputes fairly, and ensure adherence to employment laws and regulations. This processing is necessary to: Understand the needs and context of individual employees or applicants Advise employers on fair treatment, performance, and conduct matters Assist in legal compliance with employment law Support the resolution of disputes and grievances Provide bespoke HR strategies aligned with workforce dynamics The benefits of collecting this information include: Enhanced support for both employers and employees Reduced risk of legal or regulatory breaches Improved workplace culture and productivity Fairer, more evidence-based HR decisions I ensure that personal data is handled securely and confidentially. The information is only used when relevant and strictly necessary, and I always assess whether my legitimate interest is balanced against the individual’s privacy rights. Where possible, I minimise data use and pseudonymise or anonymise information to further protect individuals.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
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.
· 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:
o As a sole trader providing HR consultancy services, I collect and use personal information necessary to manage and operate client accounts effectively. This includes client contact details, business correspondence, contract records, invoicing information, and service history. My legitimate interest in processing this information lies in the need to: Maintain accurate records of services provided Communicate with clients about projects, updates, or support Invoice for services rendered and manage payments Keep a history of interactions to provide consistent, high-quality service Meet legal and regulatory obligations related to accounting and business operations This processing is necessary to run the business efficiently, deliver contracted services, and maintain professional accountability. It ensures clients receive a seamless and reliable experience, from onboarding through to completion of services and follow-up support. The benefits of collecting and using this information include: Clear and timely communication with clients Accurate billing and financial records Better client service based on history and preferences Reduced administrative errors and disputes Any risks to individuals—such as the exposure of personal contact details—are mitigated by applying strict data protection measures. These include secure digital storage, limited access, and routine reviews of data retention practices. Data is only collected when relevant and never shared unnecessarily with third parties. I regularly assess the balance between my business needs and the rights of individuals to ensure that my use of their personal data remains fair, proportionate, and respectful.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
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.
· 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:
o As a sole trader operating an HR consultancy, I may collect and use personal contact information (such as names and email addresses) to share relevant business updates, HR insights, and information about my services that may be of legitimate interest to current and prospective clients. My legitimate interest in processing this information is to grow and maintain my business by: Keeping clients informed about changes in employment law or HR best practices Providing updates on available services, workshops, or consultancy offerings Sharing valuable content that helps businesses improve their HR strategies This processing is necessary to ensure that clients and potential clients are aware of developments that could affect their workforce, and to offer professional services that align with their evolving business needs. The benefits of this approach include: Helping clients stay compliant and proactive with HR matters Ensuring that decision-makers receive timely and relevant information Supporting the visibility and sustainability of a small business I take care to ensure that marketing communications are proportionate and respectful, only sent to individuals where a legitimate interest exists or where consent has been given (where required). Every message includes a clear opt-out option, and I regularly review contact lists to remove inactive or unsubscribed individuals. The potential impact on individuals is low, and any inconvenience is outweighed by the value of the information provided. I do not share marketing lists with third parties or use personal data in a way that would override the rights or freedoms of the individual.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
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.
· 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:
o As a sole trader providing HR consultancy services, I collect and use personal information when handling queries, complaints, or claims to ensure I can respond accurately, fairly, and efficiently. My legitimate interest in processing this information is to: Address concerns or issues raised by clients or third parties Resolve complaints in a timely and professional manner Defend against or respond to legal claims Maintain a high standard of service and client satisfaction Fulfil my contractual and legal responsibilities This processing is necessary to maintain trust and transparency in client relationships, comply with professional standards, and protect both my business and the rights of individuals involved in any disputes. The benefits of collecting and using this information include: Clear communication and faster resolution of issues Fair and documented handling of disputes or misunderstandings The ability to improve services based on feedback or concerns Legal protection in the event of formal complaints or claims Where personal information is collected for this purpose, it is limited to what is relevant and necessary. All information is handled confidentially and stored securely, with access restricted to those who need it. Individuals\' rights are respected throughout the process, and I work to ensure that their privacy is not unduly impacted. I regularly assess the balance between my legitimate business interests and the rights of the individual, and ensure that no one’s data is used unfairly or without good reason.
For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above.
Where we get personal information from
· Directly from you
· Legal bodies or professionals (such as courts or solicitors)
· Credit reference agencies
How long we keep information
For information on how long we keep personal information, see our retention schedule at www.alikahr.co.uk
Who we share information with
· Publicly on our website, social media or other marketing and information media
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
Website: https://www.ico.org.uk/make-a-complaint
Last updated 15th July 2025