Privacy Policy

OSTARA HR LTD

Company Number: 16331736

Last Updated: March 2025

1. INTRODUCTION

Ostara HR Ltd ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you engage with our services, visit our website, or interact with us in any capacity.

This policy is compliant with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. WHO WE ARE

Ostara HR Ltd is a limited company registered in England and Wales (Company No. 16331736). Our registered office is at [INSERT YOUR REGISTERED OFFICE ADDRESS].

For the purpose of data protection legislation, we are the data controller of your personal data. This means we determine the purposes and means of processing your personal data.

3. INFORMATION WE COLLECT

We may collect and process the following categories of personal data:

3.1 Information you give us

Identity data (name, title, date of birth)
Contact data (email address, telephone numbers, postal address)
Professional data (job title, company name, professional qualifications)
Financial data (bank account details for payment processing)
Service data (information provided in connection with services we provide to you)
Marketing and communications data (preferences for receiving communications from us)

3.2 Information we collect automatically

Technical data (internet protocol (IP) address, browser type and version, time zone setting)
Usage data (information about how you use our website and services)
Cookie data (information collected through cookies or similar technologies)

3.3 Information from third parties

We may receive personal data about you from third parties including business partners, subcontractors, analytics providers, and search information providers.

4. HOW WE USE YOUR INFORMATION

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests
Where we need to comply with a legal or regulatory obligation
Where you have provided consent

Here is a description of the ways we may use your personal data:

4.1 To provide our services

To deliver HR consultancy services
To manage our relationship with you
To process and fulfil orders for our digital products
To respond to your enquiries

4.2 To improve our services

To administer and protect our business and website
To deliver relevant content and advertisements
To use data analytics to improve our website, services, marketing, customer relationships and experiences

4.3 To communicate with you

To send you updates about our services
To provide information about changes to our terms or privacy policy
To ask you for feedback or invite you to participate in surveys

5. LEGAL BASIS FOR PROCESSING

We will only process your personal data where we have a legal basis for doing so. The legal bases we rely on include:

5.1 Contract Where processing is necessary for the performance of a contract to which you are a party or in order to take steps at your request before entering into a contract.

5.2 Legitimate interests Where processing is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms.

5.3 Legal obligation Where processing is necessary for compliance with a legal obligation to which we are subject.

5.4 Consent Where you have given consent to the processing of your personal data for one or more specific purposes.

6. DATA SHARING

We may share your personal data with the following categories of recipients:

6.1 Service providers We may share your personal data with service providers who perform services on our behalf, such as IT services, email delivery, customer service, payment processing, and marketing assistance.

6.2 Professional advisers We may share your personal data with professional advisers including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services.

6.3 Regulatory authorities We may share your personal data with regulatory authorities, law enforcement agencies, and other third parties as required by law.

6.4 Business transfers If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. We will notify you if a different organisation will control your personal data.

7. DATA SECURITY

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. We limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. DATA RETENTION

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data, and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

9. YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data:

Right to be informed about how we use your personal data
Right of access to your personal data
Right to rectification of your personal data
Right to erasure of your personal data
Right to restrict processing of your personal data
Right to data portability of your personal data
Right to object to processing of your personal data
Rights related to automated decision-making and profiling

If you wish to exercise any of these rights, please contact us using the details provided below.

10. COOKIES

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer. For detailed information on the cookies we use and the purposes for which we use them, please see our Cookie Policy [LINK TO COOKIE POLICY].

11. CHANGES TO OUR PRIVACY POLICY

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top of this page.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

12. CONTACT US

If you have any questions about this Privacy Policy or our privacy practices, please contact us:

By email: sarah@ostarahr.co.uk

13. COMPLAINTS

You 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.