Privacy Policy

Kea HR Solutions
Last updated: 20 October 2026

1. About Kea HR

Kea HR Solutions provides HR consultancy, recruitment support and related services to small and medium-sized businesses.

This Privacy Policy explains how Kea HR Solutions collects, uses, stores and protects personal information when you visit our website, contact us, subscribe to our communications or use our services.

For personal information collected and used for our own business purposes, Kea HR Solutions is the data controller.

You can contact us about this Privacy Policy or the personal information we hold about you at:

Email: kathryn@kea-hr.co.uk
Website: https://kea-hr.co.uk
Location: Rotherham, South Yorkshire

Our separate Kea Recruitment and Kea HR Library websites may have their own privacy information relevant to the services they provide.

2. What personal information we collect

Depending on how you interact with Kea HR, we may collect:

Your name, job title and business or organisation name.
Your email address, telephone number and business contact details.
Information you provide when making an enquiry or completing a website form.
Information about services you request or purchase.
Correspondence, meeting notes and other information relevant to our business relationship.
Subscription preferences and information about your interactions with our email communications.
Invoicing, payment and transaction information.
Technical information associated with your use of our website, where collected.

When providing HR consultancy services, we may also handle information about employees, workers or other individuals on behalf of our clients. This is explained separately below.

3. How we use your personal information

We use personal information for the following purposes:

Enquiries and requests for information

To respond to enquiries, provide information about our services, arrange discussions and follow up on requests.

Providing HR services

To deliver agreed consultancy, HR administration, documentation, advice and related services, and to maintain appropriate records of work undertaken.

Website forms and resource downloads

To process website submissions, provide requested documents or resources and maintain records of enquiries and downloads.

Email communications

To send employment law updates, practical HR guidance, newsletters and information about Kea HR services where we have an appropriate lawful basis to do so.

Business administration

To manage client relationships, maintain business records, organise work, arrange meetings and administer contracts.

Payments and accounting

To issue invoices, process payments, manage subscriptions, maintain accounting records and meet financial and legal obligations.

Website operation and security

To maintain the website, protect its security and understand its use where appropriate.

4. Our lawful bases for processing

Under UK data protection law, we must have a lawful basis for using personal information.

Depending on the circumstances, we rely on:

Contract: Where processing is necessary to provide services under a contract or take steps requested before entering into a contract.
Legitimate interests: Where necessary for the reasonable operation of our business, including responding to enquiries, maintaining client relationships, organising work and protecting our business interests, provided those interests are not overridden by individuals’ rights.
Legal obligation: Where information must be retained or processed to comply with legal requirements, including accounting and tax obligations.
Consent: Where we ask for and rely on your agreement, including certain email marketing activities and non-essential website cookies where applicable.

Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect processing already carried out lawfully.

5. Website enquiries and Fluent Forms

When you complete a form on the Kea HR website, the information you provide is used to deal with your request.

Form submissions are retained within Fluent Forms on our WordPress website, and email notifications are sent to Kea HR.

We review submissions periodically and remove information that is no longer required.

Where an enquiry results in an ongoing client relationship, relevant information may be retained as part of our client records.

We may retain information relating to completed enquiries where reasonably necessary to deal with follow-up questions, maintain business records or address potential disputes.

6. Free resources and downloads

When you request a free HR resource, we use the information provided to process your request and deliver the resource.

Contact details associated with downloads may be recorded in MailerLite, our email communication platform.

Where permitted by applicable marketing rules, we may also send relevant employment law updates, HR guidance and information about our services.

Receiving a resource does not, by itself, mean that you have consented to ongoing marketing communications.

You can unsubscribe from marketing emails at any time using the link provided in our messages.

7. Email newsletters and marketing

Kea HR uses MailerLite to manage and distribute email communications.

Our mailing audiences include:

People who subscribe through our Keep In Touch page.
People who request free resources.
Current clients.
Former clients who have asked to continue receiving updates.
Professional associates, including accountants and solicitors, who have asked to receive our communications.

We use contact information and subscription preferences to manage these communications.

MailerLite may also provide information about email delivery, opens, clicks and other interactions, subject to its functionality and applicable privacy requirements.

We send marketing communications in accordance with applicable UK data protection and electronic marketing rules.

You can unsubscribe at any time using the unsubscribe link in our emails or by contacting us directly.

We may retain limited information about an unsubscribe request to ensure that you are not inadvertently added to future marketing communications.

8. HR consultancy and employee information

When providing HR services, Kea HR may receive or access personal information relating to a client’s employees, workers, job applicants or other individuals.

Depending on the work involved, this may include employment details, absence information, disciplinary or grievance records and other information necessary to provide the requested service.

In many circumstances, the client is the data controller and Kea HR processes information on the client’s behalf, acting as a data processor.

Where Kea HR acts as a processor, we handle personal information in accordance with the client’s instructions, the applicable contractual arrangements and relevant data protection requirements.

Some information handled in HR work may be sensitive, including health information. Appropriate confidentiality and security measures apply.

Where Kea HR independently determines the purposes and means of processing particular information, our responsibilities as a data controller will apply to that processing.

9. Breathe HR

Some clients use Breathe HR to manage their employee records.

Where Kea HR sets up or administers a client’s Breathe account, the account and employee records remain under the client’s control.

Kea HR may have Super User access to perform agreed HR administration and support services.

Clients may continue using their Breathe account independently if their HR service arrangement with Kea HR ends.

The handling of employee information within Breathe is subject to the applicable client arrangements and Breathe’s data protection provisions.

10. Payments, invoicing and financial records

Kea HR uses third-party providers to manage invoicing and payments, including:

Xero for accounting, invoices and financial records.
Stripe for online payment processing.
GoCardless for Direct Debit payments.

We share relevant information with these providers where necessary to administer transactions, collect payments and maintain financial records.

Payment providers may collect and process payment information directly in accordance with their own privacy and security arrangements.

Kea HR does not need to receive or retain full payment card details in order to administer payments processed through Stripe.

Financial records are retained in accordance with applicable legal, accounting and tax requirements.

11. Other service providers

We use trusted external services to operate our business and website.

Depending on the service, these may include:

Website hosting, maintenance and security providers.
Fluent Forms and WordPress website functionality.
MailerLite for email communications.
Business email and productivity services.
Customer relationship and work-management systems.
Accounting and payment providers.
HR software providers where relevant to client services.

These organisations may process personal information to provide their services to us.

We do not sell personal information to third parties.

We may also disclose information where required by law, to establish or defend legal rights, or where otherwise permitted by applicable data protection legislation.

12. Cookies and website information

The Kea HR website uses cookies and similar technologies to support its operation, improve functionality and help us understand how visitors use the site.

We use WPConsent to manage cookie preferences. Our website uses the following categories of cookies:

Essential cookies: Necessary for the website to function correctly, including remembering your cookie preferences.

Statistics cookies: Used by services such as Google Analytics and Microsoft Clarity to help us understand website traffic and how visitors interact with our pages.

Marketing and third-party technologies: Certain website features, including social sharing functionality, may involve third-party services.

Non-essential cookies require your consent. You can accept or reject optional cookies through our cookie banner and change your preferences at any time using the cookie settings button on our website.

For further information about the cookies associated with our website, including their purposes and durations, please see our Cookie Policy.

13. How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of contractual, legal, accounting and legitimate business requirements.

In particular:

Website enquiries: Retained while being dealt with and subsequently where necessary for follow-up, business records or potential disputes.
Client records: Retained during the client relationship and for an appropriate period afterwards, taking account of legal and professional requirements.
Website form submissions: Reviewed periodically and deleted when no longer required.
Marketing information: Retained while a person remains subscribed, subject to appropriate review and any need to maintain suppression records.
Financial records: Retained for the periods required by applicable accounting and tax legislation.
Information processed for clients: Retained, returned or deleted in accordance with the applicable client instructions and contractual arrangements, subject to legal requirements.

We periodically review the information we hold and remove information that is no longer required.

14. Keeping information secure

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

Access to information is limited according to business requirements, and we use appropriate security measures when working with personal information and third-party systems.

No internet-based system can be guaranteed to be completely secure, but we take the protection and confidentiality of information seriously.

15. International transfers

Kea HR uses third-party service providers to support its website, communications, business administration and payment processing.

Some of these providers may process personal information outside the United Kingdom, including through their overseas operations or service providers.

Where personal information is transferred internationally, we take account of the applicable UK data protection requirements. Transfers may be covered by UK adequacy regulations or appropriate contractual safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to standard contractual clauses.

You can contact us at kathryn@kea-hr.co.uk if you would like further information about the international transfer arrangements relevant to your personal information.

16. Your data protection rights

Depending on the circumstances, UK data protection law gives you rights in relation to your personal information, including the right to:

Request access to personal information held about you.
Ask for inaccurate information to be corrected.
Request deletion of information in certain circumstances.
Request restrictions on how information is used.
Object to certain processing.
Request transfer of information where the right to data portability applies.
Withdraw consent where processing is based on consent.

You have the right to object at any time to the use of your personal information for direct marketing.

Not all rights apply in every circumstance, and some information may need to be retained for legal or other permitted reasons.

To exercise your rights, please email kathryn@kea-hr.co.uk.

Where Kea HR processes information solely on behalf of an employer or another client, we may need to refer your request to the relevant data controller.

17. Complaints

If you have concerns about how Kea HR handles your personal information, please contact us so that we can investigate.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

Website: https://ico.org.uk

18. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes in our services, business practices or legal requirements.

The latest version will be published on this website, with the date of the most recent update shown above.