Privacy Policy

1. Who we are

CHR Facilities Ltd (“we”, “us”) provides HR and facilities management services to businesses in Sheffield and across South Yorkshire. We are the data controller for the personal information described in this policy.

• Registered in England & Wales, company number 17342904
• Registered office: 11 The Crofts, Rotherham, S60 2DJ
• Email: charlotte@chrfacilities.com
• Telephone: 07341 945855

2. What we collect

When you use the enquiry form

The form on our website asks for your name, business name, email address, telephone number, the service you’re interested in, and whatever you write in the message box. Only your name and email address are required — the rest is optional.

When you email or call us

We keep the correspondence itself, along with your contact details and anything you tell us about your enquiry.

When you become a client

We collect the information we need to provide the service and to invoice you — contact details, billing details, and records of the advice and work we’ve provided.

Automatically

Our website is a static site hosted on GitHub Pages. We do not run analytics, advertising or tracking scripts on it, and we do not set any cookies of our own. Our host keeps standard server logs, which include visitors’ IP addresses, for security purposes.

3. Why we use it, and our lawful basis

• To reply to your enquiry and prepare a quote — because it is in our legitimate interests to respond to people who contact us, and because it forms steps taken at your request before entering into a contract.
• To provide our services and manage the relationship — performance of our contract with you.
• To send invoices and keep accounting records — compliance with our legal obligations.
• To keep our own business records and defend claims — our legitimate interests in running the business properly.

We do not use your details for marketing unless you have asked us to, and we never sell your data.

4. Who we share it with

We share personal information only with the suppliers we need to run the business. Each acts as our processor and may only use the data on our instructions:

• Formspree — delivers our website enquiry form to our inbox. Submissions pass through and are briefly stored on their servers.
• Spaceship (Spacemail) — our email provider.
• GitHub — hosts the website.
• Our accountant and accounting software, for invoicing and statutory records.

Some of these providers are based outside the UK, so your information may be transferred internationally. Where that happens, the transfer is covered by the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or an adequacy decision.

We will also disclose information where we are legally required to.

5. If we provide HR services to your business

When we advise you on employment matters we may see information about your employees — sometimes including sensitive information such as health or disciplinary records. In that situation you remain the controller for that data and we act as your processor, under the terms of our client agreement rather than this policy. We handle it only as you instruct us, keep it confidential, and return or delete it at the end of the engagement.

6. How long we keep it

• Enquiries that don’t become work: up to 12 months, then deleted.
• Client records: for the length of the engagement and 6 years afterwards, in line with the limitation period for contract claims.
• Invoices and accounting records: 6 years from the end of the accounting period, as HMRC requires.

7. Cookies

We do not set any cookies for analytics, advertising or tracking.

Our contact page embeds a Google Map. If you interact with it, Google may set cookies and receive your IP address under its own privacy policy, over which we have no control.

8. Your rights

Under the UK GDPR you have the right to:

• ask for a copy of the personal data we hold about you;
• have inaccurate data corrected;
• ask us to delete data we no longer need;
• ask us to restrict how we use it;
• object to processing we carry out on the basis of legitimate interests;
• receive data you gave us in a portable format;
• withdraw consent at any time, where we relied on consent.

To exercise any of these, email charlotte@chrfacilities.com. We will respond within one month. There is normally no charge.

9. Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint, or on 0303 123 1113.

10. Changes to this policy

If we change how we handle personal information we will update this page and change the date at the top.