Privacy Policy

1. Background

The HR Crowd (trading name of Laura Capindale, Sole Trader) respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, store and protect information about:

Visitors to our website: www.thehrcrowd.com, and
Clients and contacts who use our HR consultancy, coaching, and related professional services (“the Services”).

We only collect and use personal data in ways that are lawful, fair, and transparent — and we’ll never sell or share your data without consent.

By using our website or engaging our services, you accept this Privacy Policy.

2. Information About Us

Business name: The HR Crowd (trading name of Laura Capindale, Sole Trader)
Address: Linnaeus, Church Lane, Sudbrooke, Lincoln, LN2 2QH
Email: info@thehrcrowd.com
Telephone: 07403 808404
ICO Registration: [Insert registration number once confirmed]

If you wish to access, amend, or delete any personal information we hold about you, please contact us using the details above.

3. What Does This Policy Cover?

This Policy applies to:

Data collected through our website, emails, forms, social media, and other online interactions.
Data shared with us in the course of delivering HR consultancy, coaching, mentoring, training, or other services.

Our website may contain links to external sites. We’re not responsible for the privacy practices of those websites — please check their policies before sharing data.

4. What Is Personal Data?

Personal data means any information that can identify you directly or indirectly — such as your name, email address, contact number, job title, organisation, or opinions.

It also includes any notes or communications from coaching or HR sessions that relate to you as an identifiable person.

5. Your Rights

Under the UK GDPR and Data Protection Act 2018, you have the right to:

Access the personal data we hold about you.
Request correction of inaccurate or incomplete data.
Request deletion (“the right to be forgotten”).
Restrict or object to processing.
Request transfer of your data to another provider (“data portability”).
Withdraw consent at any time (if we rely on consent).

We’ll always respond promptly to your requests and aim to resolve any concerns directly. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

6. What Data We Collect

We may collect and process the following types of data depending on your interaction with us:

a) Website visitors

Name, email address and contact details submitted via forms.
IP address, browser type, and usage information via cookies or analytics.
Communication preferences.

b) Clients (consultancy, coaching, or training)

Contact information (name, business address, email, phone).
Employment information (role, company name, HR documentation where relevant).
Coaching or mentoring notes and session records.
Personality or behavioural assessments (e.g. DISC, mBIT, or NLP-related profiling, where used).
Payment and invoicing details.
Feedback, testimonials or communications shared during the engagement.

We do not collect sensitive personal data (e.g. health, racial or religious information) unless it’s necessary for the agreed service — and if so, we’ll gain explicit consent first.

7. How We Collect Data

We collect data when you:

Visit our website or engage with us on social media.
Enquire about or sign up for our services.
Enter into a coaching or consultancy contract.
Attend events, webinars or workshops.
Provide feedback, testimonials, or respond to surveys.

We may also receive information from trusted third parties (e.g. referral partners, BreatheHR, or payment processors) where you have given consent or initiated the contact.

8. How We Use Your Personal Data

We process personal data to:

Deliver our HR consultancy, coaching and related services.
Communicate with you about your contract, sessions or invoices.
Provide client support, resources and updates.
Maintain business records and comply with legal or financial obligations.
Improve our website, services and user experience.
Send marketing communications (only where you’ve opted in).

Lawful bases for processing:

Contractual necessity – to deliver the services you’ve engaged us for.
Legitimate interests – to manage client relationships, respond to enquiries, and improve services.
Consent – for optional marketing communications or sensitive data used in coaching (e.g. wellbeing reflections).
Legal obligation – to comply with record-keeping or accounting requirements.

9. Marketing and Communications

With your consent, we may contact you with updates, insights or offers related to HR, leadership, or coaching services.
You can withdraw consent at any time by:

Clicking “unsubscribe” in our emails, or
Emailing info@thehrcrowd.com with “unsubscribe” in the subject line.

We will never sell or share your data with third parties for their marketing purposes.

10. Data Storage and Security

Your personal data is stored securely within the UK using encrypted systems and secure cloud providers such as Wix, Microsoft 365, Google and BreatheHR.

We take appropriate technical and organisational measures to protect your data, including:

Limiting access to only those who need it.
Password protection and two-factor authentication.
Secure data back-ups and encryption.
Data retention policies to delete information when it’s no longer needed.

We keep personal data for as long as necessary to fulfil the purpose for which it was collected, including legal, accounting, or reporting requirements. Coaching notes are typically retained for up to three years after your engagement ends, unless you request earlier deletion.

11. Sharing Your Data

We do not sell or rent your data. We may share data with:

Trusted associates or subcontractors who help deliver our services (e.g. HR consultants, coaches, IT or admin support).
Professional service providers such as accountants or insurers.
Law enforcement or regulatory bodies where legally required.

All third parties are bound by confidentiality and data-processing agreements to ensure your data remains secure and compliant with UK GDPR.

12. International Transfers

We primarily store and process data within the UK.
Where we use service providers based outside the UK (e.g. cloud platforms), we ensure appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses approved by the UK ICO.

13. Cookies and Website Analytics

Our website uses cookies and analytics tools to improve user experience and performance.
You can manage or disable cookies through your browser settings. For full details, see our Cookie Policy (link to your cookie notice).

14. How Long We Keep Your Data

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected.
After this period, data will be securely deleted or anonymised. Typical retention periods:

Client contracts and billing records – 6 years (to meet tax obligations).
Coaching or consultancy notes – up to 3 years.
Marketing contact data – until you withdraw consent or unsubscribe.

15. Your Choices and Control

You can exercise your data rights at any time by contacting us via info@thehrcrowd.com.
We’ll respond within one month in line with data protection law.

You can also register your preferences with:

Telephone Preference Service (TPS)
Mailing Preference Service (MPS)
to reduce unsolicited marketing.

16. Changes to This Privacy Policy

We may update this Policy from time to time to reflect changes in the law or our business practices.
The latest version will always be available on our website.

17. Contact Us

If you have any questions, concerns, or complaints about this Privacy Policy or how we handle your data, please contact hello@thehrcrowd.com