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Privacy Notice

Freshr Online Limited
FF03 Lichfield District Council, District Council House, Frog Lane, Lichfield, Staffordshire. WS13 6YY
Tel: 01543 221104
Email: peeps@freshr.biz
Company Registration: 12525430
ICO Registration: C1483168

Introduction

Freshr Online Ltd takes UK data protection seriously. Our website informs potential clients about what information is available to assist with their HR questions and queries. 

Our website will allow all client(s) to contact us with questions/queries requiring response through our contact form.

Personal data processing shall always be in line with the UK General Data Protection Regulation (UK GDPR), and by the UK-specific legislation applicable to Freshr Online Ltd. This Privacy Notice will cover the areas as to why we collect and process personal data and data subject rights relating to the collection and processing of personal data.

What type of information do we have?

Freshr Online Ltd provides authorised access to an online portal offering HR-related questions, answers, documents, and recommended reading material.

Freshr Online Ltd understands the importance of supporting and guiding business owners with staff. Therefore, we offer an online service which requires the following at stage 1.

  • Contact Name
  • Email Address
  • Company Name
  • Industry Type

Freshr Online Ltd has access to HR consultants should our client request the service; therefore, the client must provide more information.

  • Company address for a site visit
  • Contact number
  • Details of the issue/ concern
  • Any other information that supports the request(s)

The information will be determined by the client, at any time the client has the option request which is needed at a particular time.

How do we get the information and why do we have it?

All information would be provided directly from our clients as they will be expecting access to our online HR information portal. 

Freshr Online Ltd receives information via our website from business owners and anyone looking for the services that we offer. We have the information to email their username and temporary password, as they will be using our secure online portal. Also, having email addresses will allow us to notify our existing subscribers of any changes within the law or we have an updated version of a document. In most cases, we may contact our subscribers to inform them that the system will be out of action so that we can carry out monthly/quarterly maintenance.

The information will be used to subscribe to our services and for us to communicate with the client promptly. Payment will be debited monthly or annually.

See Google Pay’s Privacy Notice 

Stripe’s Privacy Notice 

or PayPal’s Privacy Notice 

Lawful Basis

Freshr Online Ltd understands the following:

  • Our responsibility is to protect the individual’s interest .
  • We have identified the relevant legitimate  interests.
  • We have checked that the processing is necessary to provide a reliable service.
  • We are not using people’s data in ways they would find intrusive, or which could cause them harm.
  • We have considered whether we can offer an opt-out option or to disengage with us.
  • The details collated are accurate and current.

What we do with the information

The information that we have is used to contact the client to provide support, set up the portal, guide, answer questions, and provide invoices/receipts. Correct and current information is important to the creditability of our company. 

All client information is not shared outside of Freshr Online Ltd. Clients will have the opportunity to ‘Opt Out’ from our services and newsletters. However, should the client decide to return (Opt back in) then they will not need to repeat the process as their information is stored and therefore the portal will allow access again. All clients have the option to request for their information to be removed/deleted from our system. This request would be receive via email.

Freshr Online Ltd's external contractor would consist of our IT Department. Anthony Sutton will have access to all areas of the portal as he needs to carry out HR content audits as it is vital to the company’s reputation.

Freshr Online Ltd's external contacts would consist of approved Auditors from HMRC, VAT inspectors, Debt Recovery, or any other law enforcement organisation, therefore, your details will be made available to them if required. All clients will be notified accordingly should any issues become inevitable.

Cookies

The website uses cookies to monitor and track the performance of what clients are looking for. These cookies do not collect any personal information, but they do track the pages you visit and whether you repeatedly visit the same page. They help us to identify whether the website is user-friendly and highlight areas for improvement, both overall and on specific web pages.

How we store your information

Freshr Online Ltd has a secure system in place to store our client’s information whether that be electronic encrypted files in the cloud or paper-based locked away. However, Freshr Online Ltd will make it a duty to minimise the use of paper in the office so that electronic notes are encouraged.

Freshr Online Ltd will store client information for the duration of their contract. Therefore, we would only retain client details for HMRC / Accountancy requirements of 7 years so should you request a copy, we can provide it.

After that period, Freshr Online Ltd will delete your information from our system. Electronic files will be deleted from the system which will be managed by Anthony Sutton and paper files will be destroyed (via a licenced confidential waste disposal company).

Freshr Online Ltd’s portal system will require login and password details, this will consist of the client’s email address and a password of their choice. We will have no record as to what the password would be as we do not store or record it anywhere else.

Once a client decides they no longer wish to use our services the portal system will lock them out within 24 hours due to the nature of this service. The system will stop all correspondence and records of the information viewed, or downloaded will be deleted.

Freshr Online Ltd will not keep any information for longer than necessary unless we have a good reason to.

See our Terms and Conditions for more information.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information. 

Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to provide information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

 

Tel: 01543 221104

Email: peeps@freshr.biz

Contact: Anthony Sutton

Should you have any concerns regarding the information we are holding please contact us first so we can address the matter quickly.

How to complain

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Freshr Online Ltd may change this Privacy Notice from time to time. This may be necessary, if the law changes, or if we change our business in a way that affects your personal information. Any changes will be immediately posted on our website – This Privacy Notice was last updated on 20th June 2024.

Version: 1.0

 

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