Privacy Policy

 

UK Privacy Notice HR Chest App

 

Address: Avalon House, 25 Zoar Street, Dudley DY3 2PA

Email: emma@hrchest.com or info@hrchest.com

Web: www.hrchest.com

Tel: 07929 506143

Company Registration: 08364988

ICO Registration: ZA485903

 

We take UK data protection seriously. Our website and our HR Chest App will allow access to information to users who have requested to add their details on our website, which is linked to our HR Chest App, as it will allow the user to download the App on their phone, laptop or any other mobile device.

Our website allows all users to contact us using our contact form if they have any questions/queries.

Personal data processing shall always be in line with the UK General Data Protection Regulation (UK GDPR) and the UK-specific legislation applicable to the HR Chest App. 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. Users accessing the mobile app are required to comply with UK laws concerning data protection. As a result, we will ensure that all actions taken are in alignment with these regulations, and users will receive notifications directly within the HR Chest App.

 

What type of information do we have?

HR Chest App offers a mobile and desktop application designed to help users monitor their HR records effectively. The mobile and desktop app enables users to view and securely store important information regarding their employment activities and employee details.

  • Name
  • Email Address
  • Telephone Number
  • Home address
  • Holiday Days
  • Job Title
  • Next of Kin

The employee will only view their personal file information, which they have entered, and the employer will only view the employees they have within their company.

The HR Chest App is designed to provide employers with the ability to manage their employees' records accordingly to the UK laws. This tool will help employers effectively track their employees' interactions and maintain a comprehensive overview of their employees' entitlements.

 

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

To use the HR Chest App, the user should first download it from the App Store on their mobile (Apple or Android) device, or it is available through the desktop version. After installation, they will need to register by providing their email address and creating a password to access the app.

Once logged in, the next screen will display the Stripe payment option along with the Terms and Conditions, which the user must read and confirm they have understood. After this, the user will be prompted to select a service option. Once they make their selection, the payment details will be displayed for them to enter their card information.

Once the payment is successfully processed, the user will gain access to the app.

The user wants to manage their personnel records more efficiently. Once the user has agreed to the Terms and Conditions, paid and signed up to gain access to the HR Chest App facilities, the email address provided will become their user ID. The HR Chest App will request that you create a secure password, which only the user of the login details will know.

Also, having email addresses will allow us to notify our existing users of any changes in the law or if we have an updated version of our Terms and Conditions. In most cases, we may contact our users 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 register and access the HR Chest App and for us to communicate with the user promptly. Payment will be debited monthly or annually.

Stripe’s Privacy Notice https://stripe.com/gb/privacy or Go Cardless Privacy Centre | GoCardless for more information.

 

Lawful Basis

HR Chest App developers 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 allow users 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 user to provide support, set up the portal, guide, answer questions, and provide electronic invoices.

All user information stored is not shared outside of the HR Chest App. Should the user decide to return (opt back into the HR Chest App after leaving), then they will need to repeat the process so the HR Chest App will allow access again.

HR Chest App's external contractor would consist of our IT and Software Department. The EC Human Resources Manager will have access to all areas of the App as they need to carry out business content audits, which are vital to the HR Chest App’s performance.

HR Chest App'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.

 

How do we store your information?

HR Chest App has a secure system in place to store our users’ information, whether that be encrypted electronic files in the cloud or paper-based, locked away. However, the Manager of EC Human Resources will make it a duty to minimise the use of paper in the office so that electronic notes are encouraged.

The HR Chest App will store client information for the duration of their contract. Therefore, we would only retain client details for HMRC / Accountancy requirements of 6 years, so should you request a copy, we can provide it.

After those 30 days, the HR Chest App will delete your information from our system. Electronic files will be deleted from the system, which will be managed by the Management team and paper files will be destroyed (via a licensed confidential waste disposal company).

HR Chest App 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 of what the password would be, as we do not store or record it anywhere else.

Once a user decides they no longer wish to use our services, the HR Chest App will lock them out within 24 hours. The system will stop all correspondence and record of the information viewed.

HR Chest App 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.

 

Contact: Emma Cromarty

Address: Avalon House, 25 Zoar Street, Dudley DY3 2PA

Email: emma@hrchest.com or info@hrchest.com

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

HR Chest App 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 10th October 2025, and our next review date is 9th October 2027

Version: 1.0