Privacy & Cookies Policy

Effective Date: 1st September 2025
Company: Inicia HR Consulting
ICO Registration Number: ZC012977

1. Who We Are

Inicia HR Consulting ("we", "us", "our") provides HR consultancy services across the UK. We are committed to protecting your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Inicia HR Consulting is registered with the Information Commissioner’s Office (ICO) as a data controller. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We collect and process personal information solely for legitimate business purposes, such as providing HR consultancy services, managing client relationships, and supporting recruitment and onboarding activities. All data is handled securely, confidentially, and with respect for individual privacy

2. What Information We Collect

We may collect and process the following information when you use our website or our services:

  • Contact details (e.g. name, email, phone number, business address)

  • Employment or HR-related data you provide to us as part of our consultancy work (e.g. CVs, disciplinary records, contracts)

  • Business information relevant to our service delivery

  • Website usage data such as IP address, browser type, and cookie preferences

3. How We Use Your Data

We use your personal data to:

  • Deliver our HR consultancy services

  • Respond to your enquiries

  • Send invoices and manage payments

  • Improve our website and services

  • Comply with legal or regulatory obligations

 4. Lawful Basis for Processing

We process your data under:

  • Contractual necessity – to provide the services you engage us for

  • Legal obligation – for recordkeeping and compliance

  • Legitimate interest – to manage and grow our business responsibly

  • Consent – where required for cookies or marketing communications

5. Cookies

Our website uses cookies to improve user experience and monitor performance. Cookies are small text files placed on your device when you visit our site.

We use the following types of cookies:

  • Essential cookies – required for the site to function properly

  • Analytics cookies – help us understand how visitors use our site (e.g. Google Analytics)

  • Preference cookies – remember your settings (e.g. language, cookie preferences)

You can withdraw or change your cookie preferences at any time using the cookie settings on our website.

You can control cookies through your browser settings or by adjusting our cookie banner when you first visit the site. Please note that disabling cookies may affect website functionality.

6. Website analytics (Google Analytics)

We use Google Analytics, a web analytics service provided by Google LLC, to understand how visitors use our website and to help us improve its performance and content.

Google Analytics collects information such as:

  • pages visited

  • time spent on the site

  • how you arrived at the website

  • your general geographic location (derived from an anonymised IP address)

This information is processed in a way that does not directly identify individuals. IP addresses are anonymised before being stored.

Google Analytics uses cookies to collect this information. These cookies are only placed on your device where you have given your consent via our cookie banner.

Data collected by Google Analytics may be transferred to and processed by Google on servers outside the UK. Google applies appropriate safeguards to protect this data.

You can find out more about how Google uses information from sites that use its services here:

https://policies.google.com/privacy

7. Data Sharing

We do not sell or trade your personal data. We may share it only with:

  • Legal or regulatory authorities (if required by law)

  • Subcontractors or processors assisting with service delivery (with appropriate safeguards in place)

8. Data Retention

We keep your personal data only for as long as necessary to fulfil our services and legal obligations, typically up to 6 years after contract completion, unless agreed otherwise.

9. Your Rights

Under the UK GDPR, you have the right to:

  • Access your personal data

  • Request correction or deletion

  • Restrict or object to processing

  • Request data portability

  • Withdraw cookie or marketing consent at any time

  • Lodge a complaint with the ICO

To exercise these rights, contact us:
Email: nicolagilbert@iniciahr.co.uk
Phone: 07743 726609

9. Security

We implement appropriate technical and organisational measures to protect your data, including:

  • Encrypted storage

  • Secure email communication

  • Password protection and access controls

10. Changes to This Policy

We may update this Privacy & Cookie Policy occasionally. Updates will be posted on this website, and material changes will be communicated directly to clients where appropriate.