Privacy Policy

Best Start Human Resources Limited (Beststart) is an HR Consultancy. Our registered office is 1^st Floor, Building 16, Gateway 1000, Whittle Way, Stevenage, Hertfordshire, SG1 2FP. The company is registered in England under company number 06371479.

Beststart is a controller of your personal data and we take this responsibility seriously. Consequently, we reviewed and updated our Privacy Policy to meet the requirements set out by the General Data Protection Regulations (GDPR) 2018 in order to explain our data processing practices. It explains the basis on which we will process any personal data we collect from you, or that you provide to us, including via our website www.beststarthr.com.

Beststart may change this policy from time to time by updating this page. You should check this page periodically to ensure that you are happy with any changes. This policy is effective from 25 May 2018.

Last updated 25 June 2018.

Who do we collect data from?

We collect and process data from a range of individuals and organisations including:

1. those that use or have used our services and products;
2. those that express or have expressed a strong interest in using our services and products or wish to receive information from us;
3. those in databases we have constructed ourselves (not bought) through collating only publicly available information and we believe may have a strong interest in using our services and products;
4. those referred to us by a trusted source, which is usually a business Beststart partners with or an individual that Beststart works with or has done so in the past. Those referred have expressed an interest in using our services and products or wish to receive information from us;
5. those who post information online about us or provide feedback, we may keep a record;
6. those who visit and browse our website www.beststarthr.com through the use of cookies. Please view Beststart’s Cookies Policy;
7. those who visit our offices; and
8. Beststart employees.

What information do we collect about you?

We collect and process some or all of the basic information in Table 1.

Table 1

Where we are required to handle the personal data of employees of a Beststart client in the course of carrying out our services, we will collect and process the information included, but not limited to, in Table 2.

Table 2

The Beststart website uses cookies to gather certain information about you. Cookies are pieces of information placed on your computer to allow websites to recognise you when you visit. It collects information about your browsing actions and visitor behaviour information.

Beststart operates CCTV for the prevention and detection of crime and for safety and security reasons at its offices and visitors’ images may be captured.

If you are currently employed by Beststart, for more information, please refer to the Beststart Privacy Notice and Data Protection Policy in the Beststart HR Employee Handbook.

How will we use the information about you and the legal basis?

We are allowed to use your data only if we have a legal reason to do so such as:

• To fulfil a contract we have with you;
• When it is in our legitimate interest;
• When you consent to it; or
• To comply with the law.

A legitimate interest is when we have a business or commercial reason to use your data. This involves us making an assessment of when we can rely on our legitimate interests. For more information on this assessment please contact admin@beststarthr.com.

We have set out below how and why we may use your personal information and the legal basis we rely on. This is also where we tell you what our legitimate interests are.

When you use our services or products, we use your information to fulfil our contract with you

We take information to communicate with you, check your identity, take payment, and provide products and services. For information on how we handle employee data for our clients, see our standard Terms & Conditions.

To run our business and pursue our legitimate interests, we use your information. Our legitimate interests include:

Keeping our records up to date, fulfilling our legal, compliance and contractual duties, working out which of our products and services may interest you, improving our website and services, developing new products and services, and telling you about them and conducting market research.

We sometimes record telephone calls (including incoming and outgoing calls) and emails for staff training, quality improvement purposes and establishing facts.

When we monitor our website, social media platforms (like Facebook and Twitter) and responses to email marketing. If you post comments online or in other media we may capture this information, contact you, and use it to improve our products and services.

To run promotions and track which offers seem of interest to you.

To contact you where you provide us with market research feedback.

We use cookies or similar technologies on the website and in marketing emails, including analytic cookies. We use this information collected from the website and emails to get an idea of the best performing web pages and to ascertain which services and products may be of interest to you. For more details on our use of such technologies, see our Cookies Policy.

Note, our website contains links to other websites. This Privacy Policy only applies to the Beststart website, please read each company’s policy when using their website. We cannot be held responsible for the privacy policies and practices of third party websites.

In the event that Beststart sells or buys any business or asset we may disclose your Information to the prospective seller or buyer.

If you give consent

We use information about those that express or have expressed a strong interest in using our services and products or wish to receive information from us to send you information you have requested or which we believe will benefit you by offering insights in to areas of HR. We may contact you via email, via social media, telephone or post. You can subscribe or unsubscribe from our marketing communications at any time.

We use data for other purposes and will explain that purpose when we ask for your consent.

When the law requires us to process your data we will do so. This includes:

Legal, compliance, regulatory, auditing, training and investigative purposes, including for government agencies and law enforcement.

We use the information about you as a client to be able to meet all our contractual obligations to you. In addition, for Beststart client employees we will use their data to fulfil their employer’s legal responsibilities in the course of our duties under our services.

We keep records and pass your data to our insurers when necessary to assess and uphold legal or contractual rights and claims.

When you exercise your rights under data protection legislation, including when you ask to subscribe or unsubscribe from our marketing communications.

We keep records to comply with health and safety legislation, including accounting for the number of individuals on our premises and logging accidents.

Who has access to the information we hold about you?

Only employees of Beststart will be able to access your data and only if it is necessary for them to carry out their role and/or in order to perform our services for you.

We will not sell or rent your information to third parties. We will also not share your information with third parties for marketing purposes.

However, in order to fulfil our regulatory and contractual obligations we may need to share personal data with third parties outside of the Beststart. We have also chosen to outsource some of our operational requirements and our outsourced suppliers may have access to your personal data. In all cases we have committed to limiting the personal data that we share, or they can view, to only that which is necessary for them to be able to carry out the function we have contracted with them to perform.

However, Beststart works closely with specially chosen companies that partner with us to offer our clients services which are complementary to Beststart’s or we believe will add value for our clients. Examples of such services are payroll, legal and psychometric testing of clients’ employees and/or candidates, when requested by the client. In such circumstances, your data will only be shared with a third party with your knowledge and agreement. If you agree to Beststart sharing your data with a third party, then please read each company’s Privacy Policy as Beststart cannot be held responsible for the Privacy Policies and practices of the third party.

How long will we keep your data

We will keep your data for a period of 2 years after your last interaction with us or after the last invoice is paid, whichever is later and appropriate, or until you explicitly request for your data to be erased, if earlier. The exception to this is if we are required to hold your data for a longer period to fulfil an obligation under the law or assess and uphold legal or contractual rights and claims e.g. for health and safety. We will then delete and destroy all soft and hardcopies.

If you have visited our offices, any captured video is overwritten within a month unless we have a legitimate reason to copy the video and store it as evidence.

You can withdraw consent

You will have the option to opt-in to marketing communications from Beststart when you initially provide data to us or when we collect data from you, and can opt out/update your preferences at any time.

After you give consent, you are able to withdraw that consent at any time by contacting us, please email or write to Dafydd Wynne (see ‘How to contact us’ section below) or you can opt out of marketing by selecting “unsubscribe” in emails or by emailing admin@beststarthr.com with “unsubscribe” in the title. If you do so we can only continue to use your data if another legal basis applies, such as when we’re required to do something by law. Nevertheless, you have an absolute right to opt-out of direct marketing, including profiling for direct marketing purposes, at any time.

Access to your information and correction

You have the right to request a copy of the information that we hold about you. In addition, we want to make sure that your personal information is accurate and up to date.

If you would like:

• a copy of some or all of your personal information; or
• you would like to ask us to correct or remove information you think is inaccurate; or
• to update your communication preferences,

email or write to Dafydd Wynne (see ‘How to contact us’ section below).

Be aware we do require an identification process before sending out any information and this information will be provided within one month.

Your right to complain

If you have a complaint about the way we have handled your data, please contact our Chief Operating Officer, Dafydd Wynne, who in the first instance will try to resolve to your satisfaction the problem.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe there is a problem with the way we are handling your information. For more information, visit https://ico.org.uk/make-a-complaint/

How to contact us

Contact us if you have any questions about this Privacy Policy or information we hold about you. Email or write to our COO, Dafydd Wynne at:

Dafydd Wynne
Chief Operating Officer
Beststart Human Resources
1^st Floor, Building 16
Gateway 1000, Whittle Way
Stevenage
Hertfordshire
SG1 2FP

Or email admin@beststarthr.com