Privacy Policy

We take your privacy seriously and this privacy statement explains what personal data or information we collect from you and from people who visit our website and how we use it.

We encourage you to read it carefully.

We welcome all visitors to the People Essentials Limited website. Use of our websites indicates acceptance of People Essentials Limited’s Privacy and Data Protection Policy, as set out below, whether you are a visitor to the website, a client or survey respondent.

We may change this policy from time to time by displaying a new version on our website.

Who are we?

People Essentials Limited is a registered company 07599073 and our registered address is The Rectory 1 Toomers Wharf, Canal Walk, Newbury, Berkshire, RG14 1DY. Our ICO registration number is ZA487915.

People Essentials provide HR and employment advice and design, administer and analyse feedback from employee and customer surveys. We also provide workshops, training and other support enabling organisations to interpret, prioritise and take action on the findings of their survey.

We work directly with Employers and through the Consultants they work with. These Consultants may be in HR, Coaching, Learning and Development, Business Improvement and Customer Experience.

What personal data or information do we collect?

We may collect personal data about clients, prospective clients, job applicants, our current and former employees, and suppliers. The personal information we collect may include your name, address, email address, IP address, and information regarding what pages you access on this website and when.

Our surveys gather information about employee and customer perceptions. This information is used to explore and identify potential changes to the work environment and ways of working.

We collect personal information about you when you:

  • Make an enquiry via our website or via the telephone
  • Use our website
  • Enquire about a job opportunity
  • Work for or with the business
  • Become a client and work with us
  • Exchange business cards with a member of the business

How is your information used?

We collect your personal data or information to operate the business effectively and provide you with a high-quality service. We may use your information:

  • To deliver marketing services to you.
  • To answer enquiries that you make prior to any agreement or contract.
  • To keep you informed about our services, our insight into industry trends and best practice, and invites to events, if you have opted-in to receive these communications.
  • To process a job application
  • To fulfil our obligations as an employer
  • To provide benefits to you as an employee
  • To work with you as a supplier to our business
  • To maintain security of our office and IT infrastructure
  • To invoice you, and to track payments you make or payments made to you

We believe that all these purposes are justified on the basis of our legitimate interests in running and promoting the business, our contractual requirements to deliver the agreed services, and our legal obligations, both as a business and responsible employer. The exception is for sending email marketing, which we carry out on the basis of consent. We will not share any data with any third party for the purposes of marketing.

We may hold paper copies of your information stored in the Newbury Office and also use Dropbox to store information. For more information please view Dropbox’s Privacy Policy.

We use EJ Business Consultants Ltd for accountancy and financial services. They cannot use the personal data we hold for their own purposes.

We will retain your details for the duration of our relationship with you, then for 7 years after.

We will retain financial records for 6 years, following the end of the current financial year.

Website Users

We use Google third party tracking services that employ cookies and page tags to collect data about visitors to our websites. This data includes usage and user statistics.

Like most websites we record data when a device accesses our web servers. The log files contain data about the nature of each access, including originating IP addresses, internet service providers, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system versions, device type and timestamps.

If you arrive at a People Essentials website from an external source (such as a link on another website or in an email), we record information about the source that referred you to us.

Contact Forms

If you contact us using a contact form we will capture your name and email address so that we may respond to your enquiry and, or for customer service purposes. This information will be retained for 12 months. It will not be shared with any third parties or used for marketing purposes.

Cookies

We use cookies which your browser stores on your computer or other device. The cookies we place there do not contain personal information.

Employee Survey Users

Use of our services may lead to our collecting the following data about you;

  • When you contract with us we collect contact details including your name, email address and telephone numbers for the purposes of managing your account and projects.
  • Employee, client and other survey user email addresses, as provided by you, and used to send invitations and reminders to participate in a survey. We don’t use these addresses for our own purposes except as part of the survey process i.e. to send survey invitations and reminders.
  • We store your survey questions and respondent data and provide you with reports and analysis on this data.

We do our best to provide you with an uninterrupted service.

Individual respondents and answers are treated as confidential and used only for research purposes unless expressly requested otherwise. Survey participation is voluntary and individuals may choose, without consequence, to take part.

People Essentials Limited is committed to maintaining the anonymity of survey users. When you register for a Survey, we need only your email address which your employer provides.

We use the email address provided to send your invitation to take part in the survey, issue reminders and for other similar purposes related to the Survey. We will not email you for any other reason.

Our survey platform and supporting systems and services are designed with privacy in mind.

Data is encrypted for the purposes of transfer and storage and securely stored on servers based in the EU.

Only People Essentials have access to surveys completed online. If you have received a hard copy of the survey then you will be asked to send your completed survey back to People Essentials direct.

Your responses are collated and reported back in an aggregate format. People Essentials comply with MRS Guidelines on Employee Research and as such only analyse and report results where there are 10 or more respondents. People Essentials do not identify or feedback information on non-respondents.

While the survey is live we can connect your responses with your email address if required to change or remove your responses. Once the survey has ended your responses are anonymised, your email address is removed and deleted and can no longer be linked to your responses.

We will share your comments, but we don’t tell anyone who wrote them – all comments are reported anonymously. If you wish to remain anonymous, you must ensure you do not provide information to enable anyone to identify you with any certainty. If you choose to
reveal your identity in your comments you will be identifiable only in that comment, no other responses or comments are linked.

Respondents assume all risks and consequences of revealing their identity.

Without your prior written permission, we will never share, either in public or privately, your data or your employees’ comments and ratings. Nor will we share the results of any of your analyses, except when anonymously aggregated with other organisations’ data

We guarantee not to allow third parties access to any corporate or employee data which you may provide us with from time to time.

Your rights

You have certain rights over the processing of your personal information:

  • The right to be informed, which is what this privacy policy is for
  • The right to access the data we hold about you
  • The right to object to direct marketing
  • The right to object to processing carried out on the basis of legitimate interests
  • The right to erasure (in some circumstances)
  • The right to data portability
  • The right to have your data rectified if it is inaccurate
  • The right to have your data restricted or blocked from processing

We ask for your consent to send you direct marketing information, and will always provide
you with the opportunity to amend your preferences or to opt-out of receiving future
marketing communications from us.

Contact

If you change your contact details or if you want to update any of the information we hold on you, please email us at info@peopleessentials.co.uk

You have the right to ask for a copy of the personal information relating to you. To do this please contact info@peopleessentials.co.uk or by post to The Rectory 1 Toomers Wharf, Canal Walk, Newbury, RG14 1DY.

You also have the right to lodge a complaint about our processing of your personal data with the UK’s Information Commissioner’s Office