StaffLab customer privacy notice

This privacy notice tells you what to expect us to do with your personal information, it covers: 

• Contact details

• What information we collect, use, and why

• Lawful bases and data protection rights

• Where we get personal information from

• How long we keep information

• Who we share information with

• How to complain

Contact details

Telephone

07912615756

Email

sam@stafflab.co.uk

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

• Gender

• Pronoun preferences

• Occupation

• Marital status

• Third party information (such as family members or other relevant parties)

• Payment details (including card or bank information for transfers and direct debits)

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

• Employment details (including salary, sick pay and length of service)

• Health information (such as medical records or health conditions)

• Information relating to compliments or complaints

• Records of meetings and decisions

• Account access information

• Ethnicity, Religion, Sexual Orientation, Disability, Neurodiversity, Socio Economic Background

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

• Health information

• Sexual orientation information

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details

• Addresses

• Purchase or service history

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

• Names and contact details

• Marketing preferences

We collect or use the following personal information to comply with legal requirements:

• Name

• Contact information

• Client account information

• Any other personal information required to comply with legal obligations

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Payment details

• Purchase or service history

• Customer or client accounts and records

• Financial transaction information

• Correspondence

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 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:

• 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:

• We have a legitimate interest in delivering effective HR consultancy, advice, training and employee survey services. Our clients have a legitimate interest in managing their workforce fairly, resolving workplace issues and understanding employee experiences. We use relevant personal information to provide informed advice, analyse survey responses and identify improvements to working practices, management, culture and wellbeing. We also use relevant client feedback to evaluate and improve our services. Employee survey findings are provided to clients as anonymous, aggregated results.

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 the operation of client or customer accounts are:

• 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:

• We have a legitimate interest in managing our business relationships and administering client accounts efficiently. This includes communicating with client representatives, maintaining accurate records of agreed services, coordinating delivery, managing invoices and payments, and keeping a record of our work. This also benefits clients by supporting reliable service delivery and clear communication.

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.

• 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:

• We have a legitimate interest in developing our business by informing relevant business contacts about StaffLab’s HR consultancy, training and employee survey services, and sharing relevant HR news and insights. Where consent is not required, we use business contact information to send communications relevant to the recipient’s professional role or organisation. Individuals can object to marketing at any time, and we maintain suppression records to respect their preferences.

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 to comply with legal requirements:

• 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.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• 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:

• We have a legitimate interest in responding to enquiries, investigating and resolving complaints, and establishing, exercising or defending legal claims. We use relevant correspondence and service records to understand what happened, respond fairly, maintain evidence and protect our legal rights. This also supports the interests of clients and other individuals in having their concerns addressed accurately and promptly.

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

• Third parties:

• Client organisations and their authorised representatives, including managers and HR teams, who provide personal information necessary for HR consultancy, workplace investigations, workforce analysis and employee survey administration.

How long we keep information

Enquiries that don’t become clients

• 12 months from last meaningful contact.

Client contracts and key records of advice/services delivered

• 6 years after the engagement ends, subject to insurance requirements and any ongoing dispute, in which case only evidence needed is retained.

Invoices, payments and tax records

• 5 years after the relevant 31 January tax-return deadline. 

Individual survey responses and original free-text comments

• 6 months from final dashboard/report delivery, allowing time for checking and corrections.

Anonymised survey summaries, dashboards and benchmark scores

• 24 months without meaningful engagement - objections honoured immediately.

Marketing contacts

• 24 months without meaningful engagement - objections honoured immediately.

Complaints and claims involving StaffLab

• Normally 6 years after closure, with longer retention where an ongoing claim or specific requirement justifies it.

Who we share information with

Data processors

Business email, cloud storage, document management & accounting providers

This data processor does the following activities for us: Store and transmit emails and attachments used for client communications, enquiries and delivery of HR consultancy services. Store, organise, back up and enable secure access to client documents, consultancy records and survey information. Store and process client contact details, invoices and payment records to support billing and financial administration.

Online survey platform & data analysis and dashboard hosting providers

This data processor does the following activities for us: Host employee surveys and collect and store responses on StaffLab’s behalf, including demographic information where collected. Host and process survey data to calculate results and provide interactive dashboards, including demographic filtering and aggregated reporting.

Others we share personal information with

• Organisations we’re legally obliged to share personal information with

• Third parties:

• Authorised people within client organisations such as HR teams or managers.

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: sam@stafflab.co.uk

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

The ICO’s address:

ICO Head Office
4th Floor, No.3 Circle Square
5 Hawkshaw Street
Manchester
M1 7BL

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint