Privacy
Privacy Notice
This notice explains how Kindred HR (NW) Limited collects, uses, shares, stores and protects personal information, and the rights available to you.
Navigation
On this page
Use these links to move directly to a section of the Privacy Notice.
Section 01
Who we are
Kindred HR is operated by Kindred HR (NW) Limited, a private company registered in England and Wales under company number 17419715.
Kindred HR (NW) Limited is the controller of the personal information described in this notice unless we explain otherwise.
We process personal information in accordance with applicable UK data-protection law, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003, as amended.
- Registered office
- 4th Floor Merchants House
Crook Street
Chester
United Kingdom
CH1 2BE - Correspondence address
- 9 Elgin Close
Vicars Cross
Chester
CH3 5JS - Telephone
- 07824 393651
- ICO registration reference
- ZC231323
Registered 26 August 2026
Expires 25 August 2027 - Privacy contact
- Helen Bilton
Managing Director - Online enquiries
- Contact page →
Section 02
What this Privacy Notice explains
This notice explains:
- what personal information Kindred HR collects;
- where that information comes from;
- how and why we use it;
- the lawful bases on which we rely;
- who we may share it with, including suppliers that process information for us;
- how and where it is stored and protected;
- how long we retain it;
- your data-protection rights and how to exercise them;
- how to object to direct marketing; and
- how to raise a concern or complain to the Information Commissioner's Office (ICO).
This notice applies to visitors to our website, people who contact us, clients and prospective clients, suppliers, professional contacts, job applicants and other individuals whose information we process for our own business purposes.
Back to contents ↑Section 03
When we act for a client
When a client gives Kindred HR information about its employees, workers, applicants or other individuals solely so that we can provide HR services under the client's instructions, the client will normally be the controller and Kindred HR will act as its processor.
We will process the information only on the client's documented instructions, under an appropriate data-processing agreement, unless the law requires otherwise. Requests concerning that information may need to be referred to the relevant client, and we will assist the client in responding.
If Kindred HR determines the purposes and means of any processing independently, we will be a controller for that processing and this notice will apply.
Back to contents ↑Section 04
Personal information we collect
Depending on your relationship with us, we may collect:
- Identity information: such as an individual's name, title, date of birth and, where genuinely necessary, identity documents.
- Contact information: such as an address, email address, telephone number, employer, job title and professional contact details.
- Enquiry and correspondence information: including information submitted through website forms, emails, calls, meetings, surveys or other communications.
- Client and service information: including contracts, instructions, meeting notes, HR case information and records created while providing our services.
- Employment and recruitment information: such as CVs, application forms, qualifications, work history, interview notes, references, right-to-work information and recruitment decisions.
- Financial and transaction information: such as billing details, invoices, payment records and limited bank information where required.
- Marketing information: including communication preferences, consent records, objections and unsubscribe requests.
- Website and technical information: such as IP address, device and browser details, pages viewed, access times, referral information, security logs and cookie identifiers.
- Other information: that you choose to provide or that we reasonably need for a stated and lawful purpose.
We will not request more information than is reasonably necessary for the relevant purpose.
Back to contents ↑Section 05
Special-category and criminal-offence information
HR work may involve more sensitive information, including information about health, disability, racial or ethnic origin, religious or philosophical beliefs, trade-union membership, sexual orientation or other information treated as special-category data under the UK GDPR.
We may also process information about criminal allegations, proceedings or convictions where this is necessary and lawful, for example in connection with recruitment, safeguarding or investigation process.
We will process this information only where we have both a lawful basis and an additional legal condition. Depending on the circumstances, this may include obligations and rights in employment, the establishment or defence of legal claims, substantial public interest supported by law, or explicit consent where consent is genuinely appropriate and freely given.
Back to contents ↑Section 06
How we obtain personal information
We may obtain information:
- directly from you when you contact us, use our website, enter into a contract, apply for a role or communicate with us;
- from a Kindred HR client, such as your employer or prospective employer;
- from referees, recruitment agencies, screening providers, occupational-health providers or professional advisers, where relevant and lawful;
- from publicly available sources, professional directories, company websites, Companies House or professional networking platforms;
- from our service providers and business partners; and
- automatically through our website, cookies, server logs and similar technologies.
Where we obtain personal information from someone other than you, we will provide or make available the required privacy information within the applicable legal period unless an exemption applies.
Back to contents ↑Section 07
How and why we use personal information
We may use personal information to:
- respond to enquiries and provide requested information;
- prepare proposals and take steps requested before entering into a contract;
- establish, deliver and manage HR consultancy and related services;
- communicate with clients, prospective clients, suppliers and professional contacts;
- manage contracts, appointments, payments, invoicing and business records;
- assess job applications and manage recruitment;
- support client HR activities when acting on the client's instructions;
- operate, maintain, improve and secure our website, systems and services;
- prevent and investigate fraud, misuse, security incidents or unlawful activity;
- send relevant marketing where permitted by law;
- maintain records of consent, objections and marketing preferences;
- comply with legal, tax, accounting, regulatory and professional obligations;
- handle complaints and data-protection requests; and
- establish, exercise or defend legal claims.
We will not use personal information for a new and incompatible purpose without first identifying a lawful basis and providing any further information required by law.
Back to contents ↑Section 08
Our lawful bases
The lawful basis depends on why and how we use the information:
| Purpose | Lawful basis normally relied upon |
|---|---|
| Responding to an enquiry or preparing a proposal | Steps requested before a contract and/or our legitimate interests in responding and developing our business |
| Providing and managing contracted services | Contract and/or our legitimate interests in delivering services and managing client relationships |
| Managing business contacts and suppliers | Contract and/or legitimate interests in operating and administering our business |
| Billing, accounting and tax records | Contract, legal obligation and legitimate interests in proper financial administration |
| Recruitment and pre-employment activity | Steps before a contract, legitimate interests in recruiting suitable people, and legal obligations where applicable |
| Website operation, security and fraud prevention | Legitimate interests in maintaining secure and effective systems and, where applicable, legal obligation |
| Non-essential cookies and similar technologies | Consent where required by law |
| Direct marketing | Consent or legitimate interests, depending on the recipient, method and applicable electronic-marketing rules |
| Complaints, disputes and legal claims | Legal obligation and/or legitimate interests in resolving concerns and protecting legal rights |
Where we rely on legitimate interests, those interests include operating and protecting our business, responding to enquiries, delivering effective services, maintaining professional relationships, improving our services and protecting our legal rights.
We consider whether the processing is necessary and balance our interests against the individual's rights and reasonable expectations.
Where we rely on consent, you may withdraw it at any time. Withdrawal will not affect processing already carried out lawfully before consent was withdrawn.
Back to contents ↑Section 09
Information you are required to provide
You may sometimes be required to provide information so that we can enter into or perform a contract, comply with the law or respond properly to your request. We will explain when information is required. If you do not provide it, we may be unable to provide a service, progress an application, enter into a contract or meet the relevant legal requirement.
Back to contents ↑Section 11
International data transfers
Some technology and service providers may store or access personal information outside the United Kingdom. Before making a restricted transfer, we will ensure that an appropriate legal safeguard applies. This may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses or another mechanism permitted by law.
Where appropriate, we also assess the laws and practices of the destination and require additional technical, contractual or organisational protections. You may contact us for further information or to request a copy of the relevant safeguard, subject to necessary redactions.
Back to contents ↑Section 12
How and where we store and protect information
Personal information may be stored electronically in approved business systems and, where necessary, in paper records. Electronic information may be held on secure devices, servers and cloud services operated by Kindred HR. Paper records are kept in secure locations with access limited to authorised people.
We use proportionate technical and organisational measures designed to protect information against accidental or unlawful loss, alteration, disclosure, destruction or unauthorised access. These measures may include:
- access controls based on business need;
- password protection and multi-factor authentication where available;
- encryption during transmission and storage where appropriate;
- supported software, security updates, malware protection and secure backups;
- confidentiality obligations and data-protection training;
- contracts and checks for suppliers handling information; and
- procedures for managing security incidents and personal-data breaches.
No method of internet transmission or electronic storage is completely secure. We regularly review our safeguards and require anyone handling information for us to protect it appropriately.
Back to contents ↑Section 13
How long we retain information
The UK GDPR does not prescribe a single retention period for every category of personal information. We retain information only for as long as reasonably necessary for the stated purpose, including satisfying legal, tax, accounting, regulatory, contractual and professional requirements.
Our standard retention periods are:
| Record or information | Normal retention period |
|---|---|
| Website enquiries and prospective-client correspondence | Two years after the last meaningful contact |
| Client contracts, advice files and service records | The relationship plus six years |
| Supplier contracts and related records | The relationship plus six years |
| Company accounting and Corporation Tax records | Six years from the end of the company financial year to which they relate, or longer where legally required |
| VAT records | Normally six years where applicable |
| PAYE, payroll, employee expense and benefit records | At least three years from the end of the relevant tax year |
| Records demonstrating compliance with National Minimum Wage requirements | At least six years in accordance with the applicable rules. |
| Unsuccessful job applications and recruitment assessments | Six months after the recruitment decision, unless a longer period is justified by an active dispute |
| Candidate talent-pool records | Up to 12 months where the candidate has agreed to this use |
| Core employment and successful-applicant records | During employment and normally six years after employment ends, subject to shorter or longer periods for particular records |
| Right-to-work evidence | For the duration of employment and two years afterwards |
| Workplace pension records | Normally six years; opt-out records normally four years |
| DBS certificate information | No longer than necessary and usually no more than six months after the relevant decision; a limited factual record of the check will be retained where lawful |
| Marketing contact information | While the person remains subscribed or there is an active and justifiable marketing relationship; normally reviewed after 24 months without meaningful engagement |
| Marketing suppression records | The minimum information necessary for as long as needed to ensure an objection or unsubscribe request continues to be respected |
| Data-protection requests, complaints and related correspondence | Normally six years after the matter is closed |
| Website security logs | Normally up to 12 months, unless required for an active security investigation or legal claim |
| Cookies and analytics information | For the period stated in our Cookie Notice and the settings of the relevant cookie or service |
| Information processed solely for a client | In accordance with the client's documented instructions and the applicable data-processing agreement |
These periods may be shortened where information is no longer needed. They may be extended where required by law, a regulatory enquiry, safeguarding need, insurance requirement, complaint, dispute, litigation hold or ongoing legal claim.
When information is no longer required, we securely delete or anonymise it. Residual copies held in secure backups will be protected from ordinary use and overwritten in accordance with our backup cycle.
Back to contents ↑Section 14
Your data-protection rights
Depending on the circumstances and the lawful basis used, you may have the right to:
- ask whether we process your personal information and obtain a copy;
- have inaccurate information corrected and incomplete information completed;
- ask for information to be erased;
- ask us to restrict how information is used;
- object to processing based on legitimate interests;
- receive information you provided in a structured, commonly used and machine-readable format and, where technically feasible, have it transferred to another controller;
- withdraw consent at any time where processing relies on consent;
- object at any time to direct marketing; and
- obtain safeguards relating to qualifying solely automated decisions.
These rights are not absolute and may be restricted by law. We may ask for information necessary to confirm your identity and understand your request. You will not ordinarily be charged for exercising your rights, although the law permits a reasonable fee or refusal in limited circumstances.
To exercise a right, contact Helen Bilton, Managing Director, using the contact details on our Contact page, telephone 07824 393651, or write to Kindred HR, 9 Elgin Close, Vicars Cross, Chester, CH3 5JS.
If your request concerns information that we process solely for a client, we may refer the request to that client as the controller.
Back to contents ↑Section 15
Your right to object
You have the right to object to Kindred HR using your personal information where we rely on legitimate interests. You have an absolute right to object to your personal information being used for direct marketing.
To object, contact Helen using the details in section 14 and tell us which use of your information you object to.
If you object to direct marketing, we will stop using your information for that purpose. We may retain the minimum information necessary on a suppression list so that we continue to respect your request. For other legitimate-interests processing, we will stop unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the information is needed for legal claims.
Back to contents ↑Section 16
Marketing
We may send information about Kindred HR's services where you have consented or where another lawful basis and the applicable electronic-marketing rules allow us to do so.
You can opt out at any time by using the unsubscribe facility in a marketing message or contacting us using the details on our Contact page. We will act on the request and retain only the information needed to record and respect your preference.
We will not use personal information obtained for one purpose for unrelated marketing without an appropriate lawful basis and any consent required by law.
Back to contents ↑Section 17
Cookies and similar technologies
Our website may use cookies and similar technologies to operate securely, remember preferences, understand website use and improve our services.
Strictly necessary cookies may be used without consent where the law permits. Non-essential cookies, including optional analytics or advertising technologies, will not be activated unless you have made an appropriate choice through our cookie controls.
Our separate Cookie Notice will identify the cookies and similar technologies in use, their provider, purpose and duration. You can accept or reject non-essential cookies and change your preferences at any time through the cookie-settings link displayed on our website.
Back to contents ↑Section 18
Automated decision-making
Kindred HR does not currently make decisions about individuals based solely on automated processing, including profiling, where the decision produces legal or similarly significant effects.
If this changes, we will provide meaningful information about the processing, its likely consequences and the available safeguards before it takes place, as required by law.
Back to contents ↑Section 19
Children's information
Our website and services are directed principally at businesses and adults and are not intended for children. We do not knowingly collect children's information through the website unless it is necessary and lawful for a specific HR, employment or safeguarding purpose.
If we process information about a young worker or applicant for a client, we will apply appropriate safeguards and normally act under the client's instructions.
Back to contents ↑Section 20
Links to other websites
Our website may contain links to websites operated by other organisations. Those organisations are responsible for their own privacy practices, and we recommend reading their privacy notices. Kindred HR is not responsible for the content or privacy practices of third-party websites.
Back to contents ↑Section 21
Changes to this Privacy Notice
We may update this notice when our services, suppliers, processing activities or legal obligations change. The latest version will be published on our website and will show the date it was last updated.
Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected individuals before the new use begins.
Back to contents ↑Section 22
Questions and complaints
Please contact us first if you have a question or concern about how we use personal information:
Helen BiltonManaging Director
Kindred HR (NW) Limited
9 Elgin Close
Vicars Cross
Chester
CH3 5JS
You may also complain to the Information Commissioner. However, please direct any queries or concerns to Kindred HR NW in the first instance.
Information Commissioner's OfficeWycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
Opening hours: Monday to Friday, 9:00 AM to 5:00 PM (excluding bank holidays).
Online contact is also available through live chat or online forms on the Information Commissioner's Office website.
Back to contents ↑