top of page

Privacy Notice

At Fluid HR Ltd t/a Fluid HR & Coaching, we take your privacy seriously. We know that handling personal data comes with a great deal of responsibility, and we want to be completely transparent about how we collect, use, and protect your information. This Privacy Notice explains what we do with your data, why we need it, and how we keep it safe.

We’re committed to making HR simple, supportive, and stress-free—and that applies to our approach to privacy too. If you have any questions, just reach out—we’re happy to help.

1. Who We Are

We are Fluid HR Ltd, trading as Fluid HR & Coaching, a UK-based HR consultancy dedicated to supporting businesses with practical, people-first HR solutions.

  • Company Name: Fluid HR Ltd

  • Company Number: 13230358

  • Registered Address: 51 Elm Tree Avenue, Tile Hill, Coventry, CV4 9EU

  • Contact Email: hello@fluid-hr.com

2. What Data Do We Collect?

We only collect the information we need to provide you with our HR and coaching services. This may include:

✔️ Personal Details – Name, job title, company name, and contact details (email, phone number, business address).
✔️ HR & Employment Information – If we’re working with you on employment matters, we may process details about employees, contracts, or policies.
✔️ Financial Details – If payments are made directly to us, we may collect payment-related details (but we do not store card information).
✔️ Communications – Emails, messages, or phone call notes when you contact us.
✔️ Website & Marketing Data – Information on how you use our website, including cookies and analytics.

We only collect what’s necessary, relevant, and lawful—no unnecessary extras!

3. How We Use Your Data (And Why We Need It)

We use your information to provide trusted, expert HR support, ensuring you get the best possible service. Here’s how:

✅ Delivering Our Services – Providing HR advice, contracts, policies, and coaching.
✅ Managing Our Relationship – Keeping in touch, responding to enquiries, and updating you on relevant services.
✅ Legal & Compliance Purposes – Ensuring we meet legal requirements under UK employment law and data protection regulations.
✅ Marketing & Communications – Sharing useful HR insights, updates, or special offers (only if you’ve opted in!).

We never sell, rent, or misuse your data—we only use it to support you and your business.

4. Legal Basis for Processing Your Data

Under UK GDPR, we must have a legal basis for handling your data. Here’s why we’re allowed to process it:

📌 Contractual Obligation – When we provide HR services, contracts, or coaching, we need your data to fulfil our agreement.
📌 Legitimate Interest – We may use your details to keep in touch or share useful updates that we believe will benefit you.
📌 Legal Compliance – Some HR matters require us to process personal data to comply with UK employment laws.
📌 Consent – If you’ve opted into marketing, we’ll only send you emails you genuinely want to receive—and you can opt out anytime.

5. Who We Share Your Data With

We respect your privacy and only share data when necessary. This may include:

👨‍⚖️ Legal or Regulatory Authorities – If required by law (e.g., HMRC or employment tribunals).
💼 Professional Service Providers – Our trusted partners (such as accountants or IT support) who help us run our business smoothly.
🌍 Cloud-Based Systems – We use secure software to store data, such as CRM tools or payroll platforms, all of which are GDPR-compliant.

We only work with trusted providers who keep your data just as safe as we do!

6. How We Keep Your Data Secure

We take data security seriously and have put strong measures in place to protect your information:

🔒 Secure Systems – Your data is stored on protected, encrypted platforms.
🛡️ Access Controls – Only authorised personnel can access sensitive information.
📜 Retention Policies – We only keep your data for as long as necessary, then securely delete it.

If you have any concerns about security, just ask—we want you to feel completely confident in how we handle your data.

7. How Long Do We Keep Your Data?

We don’t hold onto data longer than needed. Here’s how long we keep it:

🗂️ Client Records – Retained for 6 years after our working relationship ends (to meet legal and accounting requirements).
📧 General Enquiries – Deleted after 12 months if there’s no further contact.
📊 Marketing Data – Stored until you opt out (which you can do at any time).

If you’d like your data deleted sooner, just let us know—we respect your rights.

8. Your Rights Under UK GDPR

You have full control over your personal data. Your rights include:

✔️ Access – Ask us for a copy of the data we hold about you.
✔️ Correction – Update or correct any inaccurate information.
✔️ Deletion – Request we delete your data (where legally possible).
✔️ Objection – Opt out of marketing or certain types of processing.
✔️ Data Portability – Request a copy of your data to share with another service provider.

To exercise any of these rights, simply email us at hello@fluid-hr.com.

9. Cookies & Website Tracking

Like most websites, we use cookies to improve your browsing experience. These small files help us:

🍪 Understand how visitors use our site
📈 Improve performance and user experience
🔧 Provide relevant content and marketing

You can adjust your cookie settings at any time through your browser.

10. Contact Us

If you have any questions about this Privacy Notice or how we handle your data, we’re always happy to help!

📩 Email: hello@fluid-hr.com
📍 Address: 51 Elm Tree Avenue, Tile Hill, Coventry, CV4 9EU

If you’re ever unhappy with how we manage your data, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO). Visit www.ico.org.uk for more details.

bottom of page