Privacy policy

Contact details

Alika & Co Bespoke HR Solutions, operated by Kristy West, based in Kent and working with organisations across the UK.

Email: kristy@alikahr.co.uk

Telephone: 07727 306522

You can also reach us through the contact form on this website.

What information we collect, use, and why

We may process the following information to provide and improve products and services for clients:

• Names and contact details
• Addresses
• Pronoun preferences
• Occupation
• Payment details (including card or bank information for transfers and direct debits)
• Financial data (including income and expenditure)
• Transaction data (including details about payments to and from you and details of products and services you have purchased)
• Employment details (including salary, sick pay and length of service)
• Health information (such as medical records or health conditions)
• Criminal records data (including driving or other convictions)
• Video recordings
• Audio recordings (e.g. calls)
• Records of meetings and decisions

We also collect or use the following special category information to provide and improve products and services for clients. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin
• Religious or philosophical beliefs
• Trade union membership

We may process the following information for the operation of client or customer accounts:

• Names and contact details
• Addresses
• Purchase or service history
• Account information, including registration details
• Marketing preferences

We also collect or use the following special category information for the operation of client or customer accounts. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin
• Trade union membership

We may process the following information for information updates or marketing purposes:

• Names and contact details
• Addresses
• Profile information
• Marketing preferences
• Purchase or account history

We may process the following information for dealing with queries, complaints or claims:

• Names and contact details
• Addresses
• Payment details
• Account information
• Purchase or service history
• Customer or client accounts and records
• Information relating to health and safety (including incident investigation details and reports and accident book records)
• Correspondence

We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin
• Political opinions
• Religious or philosophical beliefs
• Trade union membership
• Health information
• Sexual orientation information

Our role when working with client employees

In most cases where we provide HR consultancy services to business clients, Alika & Co acts as a data processor on behalf of the client organisation, which is the data controller. This means the client determines the purposes and means of processing employee personal data, and Alika & Co processes such data only on the client's documented instructions.

If you are an employee of one of our clients, you should normally direct any data protection requests (including subject access requests) to your employer in the first instance.

Lawful bases and data protection rights

Where Alika & Co acts as a data processor for a client, we do not respond directly to data subject access requests or other rights requests unless authorised by the client. We will assist the data controller to respond in accordance with UK GDPR.

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, and 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.
• Your right to rectification: you have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
• Your right to erasure: you have the right to ask us to delete your personal information.
• Your right to restriction of processing: you have the right to ask us to limit how we can use your personal information.
• Your right to object to processing: you have the right to object to the processing of your personal data.
• 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.
• Your right to withdraw consent: when we use consent as our lawful basis you have the right to withdraw your consent at any time.

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 us using the contact details at the top of this privacy notice.

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 are:

• 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: Legitimate Interest Statement: HR consultancy. As an independent HR consultant, I collect and use personal information to provide professional HR services to my clients. This may include information relating to employees, job applicants and other individuals in the context of recruitment, performance management, employee relations, compliance and workplace investigations. My legitimate interest in processing personal data is to deliver accurate, effective and compliant HR support that enables clients to manage their workforce appropriately and lawfully. This processing is necessary to understand the needs and context of individual employees or applicants; advise employers on fair treatment, performance and conduct matters; assist with legal compliance in employment law; support the resolution of disputes and grievances; and provide bespoke HR strategies aligned with workforce dynamics. The benefits include enhanced support for both employers and employees, reduced risk of legal or regulatory breaches, improved workplace culture and productivity, and fairer, evidence-based HR decisions. Personal data is handled securely and confidentially, used only where relevant and strictly necessary, and I always assess whether my legitimate interest is balanced against the individual's privacy rights. Where possible I minimise data use and pseudonymise or anonymise information to further protect individuals.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts 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.
• 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 a sole trader providing HR consultancy services, I collect and use personal information necessary to manage and operate client accounts effectively. This includes client contact details, business correspondence, contract records, invoicing information and service history. My legitimate interest lies in the need to maintain accurate records of services provided; communicate with clients about projects, updates or support; invoice for services rendered and manage payments; keep a history of interactions to provide consistent, high-quality service; and meet legal and regulatory obligations relating to accounting and business operations. This processing is necessary to run the business efficiently, deliver contracted services and maintain professional accountability. The benefits include clear and timely communication, accurate billing and financial records, better client service based on history and preferences, and fewer administrative errors and disputes. Any risks to individuals, such as the exposure of personal contact details, are mitigated by strict data protection measures including secure digital storage, limited access and routine reviews of data retention practices. Data is only collected when relevant and is never shared unnecessarily with third parties. I regularly assess the balance between my business needs and the rights of individuals to ensure my use of their personal data remains fair, proportionate and respectful.

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.
• 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 a sole trader operating an HR consultancy, I may collect and use personal contact information (such as names and email addresses) to share relevant business updates, HR insights and information about my services that may be of legitimate interest to current and prospective clients. My legitimate interest is to grow and maintain my business by keeping clients informed about changes in employment law or HR best practice; providing updates on available services and consultancy offerings; and sharing content that helps businesses improve their HR strategies. This processing is necessary so that clients and potential clients are aware of developments that could affect their workforce. The benefits include helping clients stay compliant and proactive with HR matters, ensuring decision-makers receive timely and relevant information, and supporting the visibility and sustainability of a small business. I take care to ensure marketing communications are proportionate and respectful, and are only sent where a legitimate interest exists or where consent has been given (where required). Every message includes a clear opt-out option and I regularly review contact lists to remove inactive or unsubscribed individuals. The potential impact on individuals is low. I do not share marketing lists with third parties or use personal data in a way that would override the rights or freedoms of the individual.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims 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.
• 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.
• Legal obligation: we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• 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 a sole trader providing HR consultancy services, I collect and use personal information when handling queries, complaints or claims so that I can respond accurately, fairly and efficiently. My legitimate interest is to address concerns or issues raised by clients or third parties; resolve complaints in a timely and professional manner; defend against or respond to legal claims; maintain a high standard of service and client satisfaction; and fulfil my contractual and legal responsibilities. This processing is necessary to maintain trust and transparency in client relationships, comply with professional standards, and protect both my business and the rights of individuals involved in any disputes. The benefits include clear communication and faster resolution of issues, fair and documented handling of disputes, the ability to improve services based on feedback, and legal protection in the event of formal complaints or claims. Information collected for this purpose is limited to what is relevant and necessary. It is handled confidentially and stored securely, with access restricted to those who need it. Individuals' rights are respected throughout the process, and I regularly assess the balance between my legitimate business interests and the rights of the individual.

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

Where we get personal information from

• Directly from you
• Legal bodies or professionals (such as courts or solicitors)
• Credit reference agencies

How long we keep information

We keep personal information only for as long as we need it for the purposes set out in this notice, or for as long as we are required to keep it to meet legal, accounting and professional obligations. For details of how long we keep specific categories of personal information, please request a copy of our retention schedule using the contact details above.

Who we share information with

Others we share personal information with

• Publicly, where individuals have expressly consented or where information is deliberately published by us for marketing or informational purposes (for example, testimonials or case studies), and only where appropriate safeguards are in place.

Where a client situation calls for additional specialist expertise, we may involve a trusted professional from our network. Where that involves sharing personal information, it is done only where necessary, on the client's instructions where we act as processor, and subject to appropriate confidentiality and data protection arrangements.

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).

The ICO's address

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline: 0303 123 1113

Website: ico.org.uk/make-a-complaint