Privacy Notice

Last updated: 3 October 2026

JW HR Support takes the privacy and security of personal information seriously. This Privacy Notice explains how personal information is collected, used, stored and protected when you visit this website, make an enquiry, become a client, or otherwise interact with JW HR Support.

1. Who is responsible for your personal information?

JW HR Support is operated by James Warren, trading as JW HR Support, as a sole trader.

For data protection purposes, JW HR Support may act as a data controller in relation to information collected directly for its own business purposes, and may also act as a data processor when handling employee or worker information on behalf of a client.

You can contact JW HR Support about data protection matters at:

JW HR Support
Email: james@jwhrsupport.co.uk
Telephone: 07903 423846

2. Information we may collect

Depending on how you interact with JW HR Support, personal information may include:

  • your name;
  • business or organisation name;
  • job title;
  • email address;
  • telephone number;
  • correspondence and communications;
  • information provided through the website contact form;
  • information relating to services you have requested;
  • invoicing, payment and transaction information;
  • records of meetings, calls or advice provided;
  • website usage and technical information such as IP address, browser type and device information; and
  • any other information you choose to provide.

Because JW HR Support provides HR consultancy services, information provided during an engagement may also relate to employees, workers, job applicants or other individuals.

This may include information concerning:

  • employment history;
  • attendance and absence;
  • performance;
  • disciplinary or grievance matters;
  • workplace investigations;
  • redundancy or restructuring;
  • pay or contractual information; and
  • other employment-related matters.

In some circumstances, HR casework may involve special category personal data, such as information relating to health, disability, racial or ethnic origin, religion or belief, trade union membership, or other particularly sensitive information.

It may also occasionally involve information relating to alleged or actual criminal offences.

Clients should avoid providing unnecessary personal or sensitive information during an initial enquiry.

3. How personal information is obtained

JW HR Support may obtain personal information:

  • directly from you;
  • through the website contact form;
  • by email, telephone, WhatsApp or other correspondence;
  • during meetings or consultations;
  • from a client organisation as part of an HR consultancy engagement;
  • from employees, managers, witnesses or other individuals involved in HR casework;
  • from documents supplied as part of an engagement; and
  • automatically through the website and its hosting or security systems.

Where information about an individual is supplied by a client organisation, that organisation will normally be responsible for ensuring that it has an appropriate lawful basis for providing the information to JW HR Support.

4. Why personal information is used

JW HR Support may process personal information for the following purposes:

  • responding to enquiries;
  • discussing and scoping potential work;
  • providing HR consultancy and advisory services;
  • managing client relationships;
  • conducting workplace investigations or supporting HR procedures;
  • preparing correspondence, reports or other HR documentation;
  • arranging meetings and communicating with clients;
  • issuing invoices and maintaining financial records;
  • complying with legal, regulatory and tax obligations;
  • establishing, exercising or defending legal claims;
  • maintaining appropriate business and security records;
  • improving the website and services; and
  • protecting JW HR Support against fraud, misuse or security threats.

5. Lawful bases for processing

Under UK data protection law, personal information must be processed using an appropriate lawful basis.

Depending on the circumstances, JW HR Support may rely on:

Contract

Processing may be necessary to enter into or perform a contract for HR consultancy services.

This may include responding to a prospective client's request, delivering agreed services and administering the client relationship.

Legitimate interests

JW HR Support may process information where necessary for legitimate business interests, provided those interests are not overridden by the rights and interests of the individual.

These interests may include:

  • communicating with clients and prospective clients;
  • administering and developing the business;
  • maintaining appropriate records;
  • protecting business systems and information;
  • managing disputes or complaints; and
  • establishing or defending legal claims.

Legal obligation

Personal information may be processed where necessary to comply with legal, regulatory, accounting or tax obligations.

Consent

Where consent is relied upon, you may withdraw that consent at any time.

Withdrawing consent does not affect processing that lawfully took place before consent was withdrawn.

6. HR consultancy and client employee information

When JW HR Support processes information about a client's employees, workers or applicants solely on that client's instructions, the client will normally be the data controller and JW HR Support will act as a data processor.

In these circumstances:

  • the client determines the purposes and lawful basis for processing;
  • JW HR Support processes information only as necessary to provide the agreed services and in accordance with the client's instructions;
  • appropriate confidentiality and security measures are applied; and
  • information will not be used by JW HR Support for unrelated purposes.

Where required, appropriate contractual data-processing provisions will be agreed with the client.

UK GDPR requires a written contract where a controller engages a processor, containing specified safeguards and responsibilities. Information Commissioner's Office

7. Special category and sensitive information

HR matters can involve particularly sensitive personal information.

Where JW HR Support acts as a processor, the client organisation remains responsible for identifying the appropriate lawful basis and, where applicable, the relevant condition permitting the processing of special category or criminal offence information.

JW HR Support will only process such information where it is relevant and necessary for the services being provided.

Clients are encouraged not to provide excessive or irrelevant sensitive information.

8. Who information may be shared with

Personal information will not be sold.

Where necessary, information may be shared with trusted service providers that support the operation of JW HR Support, for example:

  • website hosting and website service providers;
  • Microsoft 365 and email service providers;
  • cloud storage providers;
  • accounting or bookkeeping services;
  • payment providers;
  • IT and cybersecurity providers;
  • professional advisers;
  • insurers; and
  • other suppliers necessary to provide the agreed service.

Information may also be disclosed where required by law or where reasonably necessary to establish, exercise or defend legal rights.

When providing HR consultancy services, information may be shared with individuals authorised by the client, but only where appropriate to the work being undertaken.

9. International transfers

Some technology suppliers used by JW HR Support may process or store information outside the United Kingdom.

Where personal information is transferred internationally, appropriate safeguards will be used where required by UK data protection law.

These may include an adequacy regulation or appropriate contractual safeguards.

10. How long information is retained

Personal information will not be retained for longer than reasonably necessary.

Retention periods depend on the nature of the information and the reason it is held.

As a general guide:

General enquiries that do not become clients:
Normally retained for up to 3 months after the last meaningful contact.

Client contracts, invoices and financial records:
Normally retained for up to six years after the end of the relevant financial year or client relationship where necessary for accounting, tax, contractual or legal purposes.

Client correspondence and consultancy records:
Normally retained for up to six years after the engagement ends, unless a shorter or longer period is appropriate in the circumstances.

Employee or HR case information processed on behalf of a client:
Retained in accordance with the client agreement, the client's instructions and applicable legal requirements, and securely deleted or returned when no longer required.

Different retention periods may apply where necessary to establish, exercise or defend legal claims or comply with legal requirements.

11. How information is protected

JW HR Support takes reasonable technical and organisational measures to protect personal information against:

  • unauthorised access;
  • accidental loss;
  • inappropriate disclosure;
  • alteration;
  • destruction; and
  • misuse.

Access to confidential HR information is limited to those who have a legitimate reason to access it.

No method of electronic transmission or storage can guarantee absolute security, but appropriate measures are used having regard to the nature and sensitivity of the information involved.

12. Email and electronic communications

Email and other electronic communication methods involve inherent security risks.

Clients should avoid sending unnecessary sensitive employee information through ordinary email, WhatsApp or the website contact form.

Where particularly sensitive information needs to be exchanged, JW HR Support may agree a more appropriate method of document transfer with the client.

13. Your data protection rights

Depending on the circumstances, UK data protection law may give you rights including:

  • the right to be informed about how your information is used;
  • the right to access your personal information;
  • the right to have inaccurate information corrected;
  • the right to request deletion of information in certain circumstances;
  • the right to restrict processing in certain circumstances;
  • the right to object to certain processing;
  • the right to data portability in certain circumstances; and
  • rights relating to automated decision-making.

Where processing is based on consent, you may withdraw that consent at any time.

Not all rights apply in every situation.

To exercise a right, contact:

james@jwhrsupport.co.uk

ICO guidance requires privacy notices to explain people's information rights and how they can raise concerns. Information Commissioner's Office

14. Complaints

If you have concerns about how JW HR Support handles your personal information, please contact JW HR Support first so that the matter can be investigated.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection.

Information about making a complaint is available from the ICO at:

www.ico.org.uk

15. Cookies

This website may use cookies and similar technologies.

Further information about the cookies used and how you can manage your preferences can be found in the Cookie Policy.

16. Changes to this Privacy Notice

This Privacy Notice may be updated from time to time to reflect changes to the services provided, business practices or legal requirements.

The current version will always be published on this website.

Last updated: 3 October 2026