What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients :

• Names and contact details

• Transaction data (including details about payments to and from you and details of products and services you have purchased)

• Usage data (including information about how you interact with and use our website, products and services)

• Information relating to compliments or complaints

• Audio recordings (eg calls)

• Records of meetings and decisions

We collect or use the following personal information for information updates or marketing purposes :

• Names and contact details

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights, which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information, such as details about where we get personal information from and who we share personal information with. There are some exemptions, which means you may not receive all the information you ask for. Read more about the right of access.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

• Your right to withdraw consent – When we use consent as our lawful basis, you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact magnifyHR using the contact details at the bottom of this page

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

  Our legitimate interests are:

• As an independent consultant/associate to UK organisations, offering independent HR services and advice, HR policy & process advice, workplace investigations and support to internal HR panels (e.g. conduct and grievance), leadership development and workplace mediation, the information is required to undertake this work which may contribute to development of staff, resolution of internal conflicts or concerns within the workplace and improving the culture of an organisation or team.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Where we get personal information from

• Directly from you

• Organisations who commission magnifyHR services.

How long we keep information

Personal information collected by magnifyHR as part of commissioned and/or contracted work from a UK organisation will be destroyed at the end of the paid contract for work for that organisation or after 12 months, whichever is the later date. As magnifyHR is a third party and commissioned by an employer who will hold all relevant personal information, magnifyHR does not expect to hold information following the end of a project however, if there is a requirement to keep longer due to risk of legal claims it will be kept in line with our Data Retention Schedule.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Others we share personal information with

• Professional consultants

• Third parties:

  • Information would only be shared with the employer of individuals, who are also likely to hold this personal information, alongside another consultant if this was appropriate and they work with magnifyHR for a commissioned project.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the Information Commissioner’s Office.

ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk
Last updated: 31/07/2025

Data Retention Schedule (UK Compliance)

Effective from: 31 July 2025

magnifyHR is committed to managing personal data responsibly and in line with UK data protection legislation. This Data Retention Schedule outlines how long different categories of data are retained and the lawful basis for doing so. Data will be securely deleted or anonymised once the retention period has expired.

Legal Basis for Retention

Data is retained only as long as necessary for the purposes for which it was collected, including to satisfy legal, contractual, or statutory obligations. As magnifyHR is a third party organisation, commissioned by organisations who hold relevant personal information on their employees, all information collected in the duration of the project will be returned to the employer and destroyed unless there is an appropriate reason for magnifyHR to hold. In this situation retention will fall in line with the periods below. This is aligned with the UK GDPR principles of data minimisation and storage limitation.