Introduction
In compliance with UK and European data protection regulations, this privacy policy explains what personal information we collect from you when you visit our website or are a recipient of our services.
Kape HR (KAPE) is committed to processing any personal data or information about its staff, contractors, partners, clients and employees in ways that comply with its legal and regulatory obligations, and to being clear about what it does with their personal information.
This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.
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Personal Data Collected
KAPE provide comprehensive human resource advice and bespoke consultancy services to schools, academies and small businesses.
The data we collect to fulfill these services is almost entirely from business or corporate individuals and will be processed for business purposes as a data processor. The personal information which we use will be taken when you:
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– enquire to use our services
– attend or approach us to attend one of our training events
– contact us or use our website
– are a recipient of our services
– enquire, apply to join or work for the KAPE
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We may collect the following types of information:
– your name, role, business address, email address, telephone number(s) and other contact details.
– your organisation name and the address, and contact telephone numbers
– information required to provide you with a service (e.g. details of any employees and their circumstances or data on which you need our advice and guidance)
– details of our services that you have used
– your payment or financial information such as credit or debit card details and bank account details
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Special Categories of data
As a HR supplier of advice and bespoke consultancy services we may be involved in cases related to the recruitment or termination of roles, performance management, grievance, redundancy or disciplinary related data. This may involve the collection of special category data of the employees of our clients for individual case support and guidance. This will be processed as a data processor only and will be used in a confidential and secured manner in line with the contractual agreements with our client
KAPE may collect social category data for processing in our own right as a data controller with the agreement of the employee
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Why do we collect this information?
We collect your personal information:
– to provide you with services that you may request from us under our contracted agreement
– for our legitimate interests in the relationship we have with you as a business contact or client
– to meet our legal and regulatory obligations as a Human Resources provider and an employer
– for the safeguarding and care of our staff and guests and visitors
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How do we collect this information?
We collect personal information:
– directly from you: e.g. when you apply to receive our services; enquire on our website or attend one of our training events
– directly from clients g. when an employee situation is referred to us for guidance or we supply recruitment services
– directly from our staff e.g. when someone apples for a job with KAPE
– from publicly available sources: e.g. social media, internet services..
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We are committed to keeping your information up to date as far as is reasonably possible. However, if you believe that we have made an error, then please contact us as we have outlined below and we will use reasonable endeavours to correct.
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Keeping your information safe and secure.
We are committed to ensuring that your personal information is secure and protecting it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost.
In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online and in paper form. We only provide access to your data to staff who require access.
Further, as a processor of any special category or sensitive data we ensure that the security measures we use are fully appropriate for the risk associated with this data and as required by law and our clients
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Sharing your data with Third parties
Access to your personal information is only allowed when required by the law or is required as part our fulfilling our service obligations. We do not, and will never, sell or share your personal information with other third parties.
For our general data processing activities, we use the following to help us administer and monitor the services we provide:
– external IT support to help us protect our client files and assets
– for database management of our clients, office admin and training events
– for payroll and financial accounting
– to help us promote KAPE training or advertise our events
– for any legal guidance in the provision of our services
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In our normal business activities, we do not share data outside the EEA. In any circumstances where this may become necessary it will be undertaken in full compliance with the legal requirements
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How long do we keep personal information?
We will only keep your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general terms we will retain the data
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– Of our clients for the duration of the services provided and up to a maximum of 7 years after (or sooner should you require).
– During the period of our support services we will potentially capture the personal data on your employees; specific to where you have sought our advice and guidance. This data will be retained for purposes of us satisfying our professional commitments or as agreed by you. At the cessation of any client relationship we will check with each client their requirements for the continued retention of this data
– For anyone who applies or enquires about joining KAPE but does not work for us we will hold your details for a maximum of 6 months
– For our staff the records are held in line with HMRC requirements for up to 6 years after you leave us
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Marketing & Market Research
KAPE do not undertake any marketing activity with our clients but may make use of Social media channels such as Facebook, Linked In and Twitter for business promotion.
We may make unsolicited approaches and calling to new potential contacts or business clients, using prospect information held within our records or using information drawn from publicly available sources. These approaches are made in a fully complaint manner as governed by PECR (the Privacy of Electronic Communications Regulation), with the contacts being given the option to opt out from such contact
Any changes to our marketing activities will be updated in this Policy and we will ensure that the activity we undertake will be compliant with UK and European data protection regulations.
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How We use Cookies
KAPE, like most organisations has a website and like most websites we also use ‘Cookies’. These are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. We do this in order to make a user’s experience more efficient and to provide us with the basic visitor statistics for analysis.
For more details on our use of cookies please refer to our Cookie Policy
Please note, that you can delete any cookies that are already stored on your computer. Please refer to the instructions for your browser or file management software on how to do so.
For more information about cookies, including how to block or delete them, visit AboutCookies.org
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Links to other websites
Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third-party site.
We may offer secured Wi-Fi to our clients and visitors. We do not use these access points to collect any personal data. It is the user’s responsibility to ensure that they have adequate anti-virus and firewall.
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Controlling your personal information (Your Rights)
It is important that the personal information we hold about you is accurate and current. If you believe that any information, we are holding on you is incorrect or incomplete, please write to or email us as soon as possible. We will promptly correct any information found to be incorrect.
Under certain circumstances, you have rights under UK Data Protection Act 2018 (DPA) and the EU General Data Protection Regulation 2016/679 (GDPR) in relation to your personal information. You may have the right to:
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– access information held about you. Your right of access can be exercised in accordance with data protection law;
– object to us processing or ask us to restrict our processing of your personal information for any of the purposes listed in this policy, at any time.
– ask us to update and correct any out-of-date or incorrect personal information that we hold about you free of charge.
– ask us to erase or delete your personal information (in certain circumstances). We will do our best to respond to such requests, but these are subject to certain limitations such as legal requirements
– Request a transfer of your personal information (in certain circumstances).
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If you wish to exercise any of the above rights or to review, verify, correct or question anything detailed in this policy or are unhappy with any aspect of how we use your data please contact us at:
info@kapehr.co.uk or by writing to; Kape HR, Data Protection Lead, Innovation Centre, Medway, Maidstone Road, Chatham, ME5 9FD
Alternatively, you can telephone us on 01634 799708.
You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
We are a registered Data controller with the Information Commissioner’s Office our ICO registration number is: ZA266199.