Privacy Policy
This privacy policy sets out how HRS Communications uses and protects any personal information that you provide us. HRS Communications is committed to ensuring that your privacy is protected. We aim at all times to comply with the Data Protection Legislation. This policy applies to all of our dealings with you including when you interact with our website hrscommunications.com.
Our site is hosted by UKdedicated, whose servers are located in the UK.
This privacy policy is effective from May 2020, we keep it under regular review and will update it where necessary to reflect changes in the law or our data practices. Any updates will be added to this policy. This policy was last updated on 7th August 2025.
Information about us
Our nominated data protection contact is Harriet Smith who can be contacted at harriet@hrscommunications.com
Please note:
Please read this privacy policy carefully and ensure that you understand it. It explains how we handle your Personal Data.
If you have any concerns about how we collect or use your personal data, we encourage you to contact us in the first instance so that we can try to resolve the issue. We aim to respond to all complaints within 30 days. Where your concern is complex or requires more time, we will let you know and keep you updated on progress.
If you are not satisfied with our response, or if you would prefer not to speak to us first, you can contact the UK’s data protection authority:
Information Commissioner’s Office (ICO) www.ico.org.uk or via the helpline telephone number: 0303 123 1113.
Should we ask you to provide Personal Data (as defined below), you can be assured that it will only be used in accordance with this privacy policy.
Definitions
In this policy the following terms shall have the following meanings:
Cookie: a small file placed on your computer or device by our website when you visit certain parts of it or use certain features.
Cookie Law: means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003.
Data Protection Legislation: means all applicable legislation in force from time to time in the United Kingdom applicable to data protection and privacy including, but not limited to, the UK GDPR; the Data Protection Act 2018 (and regulations made thereunder); the Data (Use and Access) Act 2025; and the Privacy and Electronic Communications Regulations 2003 as amended
Data Subject: a natural identifiable person.
Personal Data: has the meaning set out in the Data Protection Legislation, being as at the data of this policy, any data which identifies a natural person (by way of example, name, address, phone number and so on).
We/Us/Our: means HRS Communications a company registered in England under company number under company number 12360981 and whose registered office address is 56 St Williams Way, Norwich, NR7 0AP
What this policy also covers
This policy also explains:
What personally identifiable information of yours is collected:
– on our website, when you interact with it;
– when you download from our website;
– when you interact with our website advertising and applications on third party websites and services.
What organisation is collecting the information;
How the information is used;
With whom the information may be shared;
What choices are available to you regarding collection, use and distribution of the information;
What kind of security procedures are in place to protect the loss, misuse or alteration of information under our control;
How you can correct any inaccuracies in the information; and
How you can request the Personal Data we process and store to be removed.
What we collect
We may collect the following information:
Full name, occupation, gender and marital status;
Contact information and personal details – home address, email, contact telephone numbers, details of GP and other medical professionals;
Current and past medical history, current medications, body measurements and lifestyle information provided by the client;
If you access our website, technical information including internet protocol (IP) address used to connect your computer to the internet, your log in information, browser type and version time zone setting, browser plug in types and versions, operating system and platform.
Our legal bases for collecting your personal data
Our use of your Personal Data will always have a lawful basis, either because it is necessary for Our performance of a contract with you, because you have consented to Our use of your personal data (e.g. by subscribing to emails), or because it is in Our legitimate interests. We may also need to process your Personal Data under a legal obligation or if it is of vital interest. We will always choose the most appropriate legal basis.
What we do with the information we gather
We will use the data collected about you in the following ways:
to provide services to you;
to deal with your enquiry if you complete our contact form;
to assess and understand your requirements;
to communication with you when you contact us or we need to contact you;
professional clinical record keeping of client information;
Where and how we store your personal data
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate technical, organisational and security measures to safeguard and secure the information we collect.
As referred to above, our website is hosted by UKdedicated, whose servers are located in the UK. No personal data is stored on our website.
We keep all paper records containing your Personal Data in locked cabinets and only allow access to those who need to access the Personal Data.
Our laptops are password protected.
Documents are password protected.
We only keep your personal data for as long as We need to in order to use it as described above, and/or for as long as We have your permission to keep it. We will store some of your personal data in the UK. This means that it will be fully protected under the UK’s Data Protection Legislation.
We will store some of your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the EU GDPR and/or to equivalent standards by law. Transfers of personal data to the EEA from the UK are permitted without additional safeguards.
We may store some or all of your personal data in countries outside of the UK and EEA. These are known as “third countries”. When we do, we ensure that appropriate safeguards are in place to protect your data. These safeguards include ensuring that the level of protection in the destination country is not materially lower than that required under the Data Protection Legislation. Data security is very important to Us, and to protect your data We have taken suitable measures to safeguard and secure data collected through Our website.
We use the following third-party software and some of your data may be stored on their servers: Dropbox; Hubspot, Sharepoint, Microsoft Teams, Calendly, Xero, Zoom, Clockify.
Your rights
As a Data Subject under the Data Protection legislation referred to above, you have the following rights:
We will not share your information with third party marketing agencies without your consent, nor will we contact you for marketing purposes unless you give your consent. If you consent to us contacting you for marketing purposes at any stage, you can change your mind at any time by exercising your right to ask us not to contact you by e mailing us at: harriet@hrscommunications.com
Our website may, from time to time, contain links to and from other websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any Personal Data to these websites.
You have the right to request a copy of any of your Personal Data that we hold (where such data is held). Under the Data Protection Legislation, no fee is payable, We are required to reply to you within one month, and we will provide any and all information in response to your request free of charge, provided the request is reasonable. If we require clarification to help us locate the information you are seeking, we may pause the one-month response period until we receive that clarification. We will also carry out a search that is reasonable and proportionate based on the scope and nature of your request. For further details please contact us at: harriet@hrscommunications.com
You have the right to ask us to rectify the data we hold if it contains inaccuracies or is incomplete. To discuss this, please contact us at: harriet@hrscommunications.com
You have the right to ask us to erase the Personal Data we hold if: (i) it is no longer necessary for us to hold the data; (ii) you wish to withdraw your consent to us holding the data; (iii) you object to us holding or processing the data; (iv) you believe that we have processed the data unlawfully; or (v) the data needs to be erased for us to comply with a particular legal obligation. To make a request, please contact us at: harriet@hrscommunications.com
Disclosure of your information
You agree that we have the right to share your Personal Data with:
relevant health professionals (only when consent is given by the client).
In exceptional circumstances, information about a client may be disclosed without consent if it is in the public interest to do so. This might be in circumstances where disclosing the information is necessary to prevent a serious crime or serious harm to other people.
To a prospective buyer or seller if we sell or buy any business, shares or assets.
If we are under a duty to disclose or share your Personal Data to comply with any legal obligation, or to enforce or apply our terms of business or terms of use, and other agreements; or to protect the rights, property, or safety of our business, our clients, or others.
External Web Services and Links
We may use external web services on our website, mostly to display content within our web pages. We cannot prevent these third-party sites, or external domains, from collecting information on your usage of this embedded content. If you are not logged in to these external services then they will not know who you are but are likely to gather anonymous usage information, e.g.- number of views, plays, loads and so on.
Suppliers and Other Service Providers
From time to time We use third party suppliers and service providers to facilitate our services and we may also use social media (e.g. Facebook, Twitter, LinkedIn and Instagram).
Sometimes We contract with third parties to supply products and services to you on Our behalf. These may include sub-contractors, payment processing, other professionals, delivery of goods, search engine facilities, advertising, and marketing. In some cases, the third parties may require access to some or all of your data. Where any of your data is required for such a purpose, We will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, Our obligations, and the obligations of the third party under the law.
Data Privacy Information
By providing us with your personal your data, you are allowing HRS Communications to access and store your data for the purpose of dealing with your enquiry with a view to providing services to you, in accordance with this policy.
We do not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Data will therefore be retained for the following periods (or its retention will be determined on the following bases):
We will retain your contact details for as long as we contract with you and for 24 months thereafter;
We will retain your contact details for 36 months if you have enquired about our products or services thereafter, they will be deleted;
We will retain your contact details indefinitely if you have consented to receiving marketing materials from us and for a period of 3 months once you unsubscribe; and
We will retain your personal data relating to financial information for as long as we contract with you and for the permitted period of time required by law.
Use of AI tools
We may use artificial intelligence (AI) tools to support our internal processes, such as drafting content, summarising information, or managing communications. These tools do not make decisions about individuals and are only used to assist our team in carrying out tasks more efficiently. Any personal data processed in this way is reviewed by a human before being used.
