Privacy Notice
Last updated: 04/07/2026
Website: https://www.thrive-hr.uk
Business: Thrive HR UK
Data controller: Thrive Human Resources Limited t/a Thrive HR UK
Contact: rosie@thrive-hr.uk
This Privacy Notice explains how Thrive HR UK collects, uses, stores and protects personal information when you visit this website, use our tools, submit a form, request a calculation record, subscribe to updates, buy or enquire about services, or otherwise contact us.
We keep this notice practical and direct. If anything changes about how we use personal information, we will update this page.
1. Who we are
Thrive HR UK provides HR advice, tools, templates, training and practical support for employers. This includes website tools such as Annual Leave Logic, enquiry forms, email updates, downloadable records and paid HR reviews.
For data protection purposes, Thrive HR UK is the data controller for the personal information described in this notice. This means we decide how and why your personal information is used.
2. The personal information we collect
The personal information we collect depends on how you use the website or services.
When you contact us or submit an enquiry
We may collect:
your name
your email address
your phone number, if you provide it
your organisation name
your role or job title
the details you include in your message
information about the HR issue or service you are asking about
any documents, screenshots or supporting information you choose to provide
When you use Annual Leave Logic or another HR tool
You can usually use the tool without giving us your name or email address.
If you ask us to email you a calculation record, we may collect:
your name, if you provide it
your email address
your organisation name, if you provide it
the calculation record generated by the tool
the assumptions, risk flags, wording and payroll notes generated by the tool
the date and time the record was requested
your consent preference for updates
The calculation record may include employment-related information such as working pattern, holiday entitlement, bank holiday treatment, starter or leaver dates, overtime information, and holiday already taken.
Please do not enter employee names, medical details, disciplinary information, grievance details, trade union information, or other sensitive personal information into the tool unless it is genuinely necessary. The tool is designed to work from anonymised or role-based information.
When you sign up for updates
We may collect:
your name, if you provide it
your email address
your organisation name, if you provide it
your consent to receive updates
your preferences or interests, where you provide them
information about whether you open or interact with emails, if our email provider gives us this information
When you buy or enquire about paid services
We may collect:
your name and contact details
your organisation details
billing and payment information
information needed to scope, deliver and manage the service
notes, documents and communications relating to the work
information about employees, workers, managers, candidates or other people involved in the matter, where you provide it as part of the service
When you visit the website
We may collect limited technical information, such as:
your IP address
browser type and version
device type
pages visited
approximate location
referral source
date and time of visit
cookie and analytics information, depending on your cookie settings
3. Special category and sensitive information
Some HR matters may involve sensitive information. This can include health information, disability information, sickness absence, pregnancy or maternity information, allegations, complaints, trade union involvement, safeguarding concerns or other information that needs extra care.
We do not want you to send sensitive information unless it is needed for a specific service or enquiry. If you do send sensitive information, we will only use it for the purpose it was provided and in line with data protection law.
Where special category data is processed, we will identify an appropriate lawful basis and special category condition. In practical terms, this will usually be because the information is needed to provide HR support, comply with employment law obligations, establish or defend legal claims, or support occupational health, equality, workplace management or employment-related advice.
4. How we use your personal information
We use personal information to:
respond to your enquiry
provide HR advice, tools, templates, training or consultancy services
send you a calculation record you requested
create, store and maintain calculation or enquiry records
assess whether we can help with a matter
scope and price work
manage client relationships
send service-related messages
send updates where you have signed up or where we are otherwise allowed to do so
improve our website, tools, content and services
keep business, accounting and compliance records
protect our legal position
prevent misuse of our website or services
We do not sell your personal information.
5. Our lawful bases for using personal information
We rely on different lawful bases depending on what we are doing.
To respond to enquiries
We usually rely on legitimate interests. It is in our legitimate interests to respond to people who contact us and ask about our services.
Where your enquiry is about entering into a contract with us, we may rely on contract, because the processing is needed to take steps before entering into a contract.
To provide paid services
We rely on contract where we need to use your information to deliver the service you have asked us to provide.
We may also rely on legitimate interests where we need to manage the client relationship, keep appropriate records, protect our position or improve services.
To send a calculation record
Where you ask us to email you a calculation record, we rely on legitimate interests or contract, depending on the context. The purpose is to send you the record you requested and keep a reasonable business record of that request.
If you also choose to receive updates, that is separate from the record email.
To send updates or marketing emails
Where you actively sign up for updates, we rely on consent.
You can withdraw consent at any time by using the unsubscribe link in the email or contacting us directly.
In some limited business-to-business situations, we may rely on legitimate interests where the law allows us to send relevant communications to corporate contacts. We will always give you a clear way to opt out.
To comply with legal and accounting obligations
We rely on legal obligation where we need to keep records for tax, accounting, regulatory or legal purposes.
To protect our legal position
We may rely on legitimate interests where we need to keep records, deal with disputes, manage complaints, recover debts, protect our rights or defend legal claims.
6. Email updates and marketing
We only want to send useful, practical updates to people who want to receive them.
If you tick a box or otherwise sign up to receive updates, we may send occasional emails about HR tools, employment law changes, templates, services, events, resources or practical employer guidance.
You can unsubscribe at any time.
Requesting a calculation record does not mean you have automatically agreed to receive marketing emails. If we offer updates alongside a record request, we will make that choice clear.
7. Cookies and analytics
Our website may use cookies and similar technologies to make the site work, understand how people use it, improve performance, and support analytics or marketing activity.
Some cookies are essential. Others are optional and should only be used where you have given the required consent.
We may use tools such as website analytics, form analytics, embedded content or similar services. These tools may collect technical information such as your IP address, device information, browser information and pages visited.
Where required, we will ask for your consent before setting non-essential cookies.
A separate Cookie Notice or cookie banner may provide more detail about the specific cookies used on this website.
8. Forms, tools and third-party services
We use trusted third-party services to run the website, receive forms, send emails, store records, process payments, manage documents and deliver services.
These may include:
website hosting or website platform providers
Google Workspace, including Gmail, Google Drive, Google Sheets and Google Apps Script
form providers
email marketing or mailing list providers
payment processors
accounting software
document storage providers
analytics providers
professional advisers, where needed
Where a third-party provider processes personal information for us, we expect them to keep it secure and use it only for the purposes we instruct or permit.
9. Annual Leave Logic and emailed calculation records
Annual Leave Logic is designed to help users work through holiday entitlement and holiday pay issues by generating a calculation, method, assumption log, risk flags, manager wording and payroll note.
If you choose to email a record to yourself, the information in that record will be sent to the email address you provide and may also be logged in a secure business record, such as a Google Sheet.
The record is intended to support HR and payroll administration. It is not legal advice. The contract is the final word on any individual entitlement.
You should avoid entering identifiable employee information into the tool unless it is needed. For example, use “employee”, “worker”, “role” or initials rather than a full name wherever possible.
10. Payments
If you buy a paid service, payment may be handled by a third-party payment provider. We do not usually receive or store your full card details.
We may receive payment confirmation, invoice details, billing details and transaction references so we can manage the service and keep accounting records.
11. Who we share personal information with
We may share personal information with:
service providers who help us run the website and business
email, form, hosting, analytics or storage providers
payment processors
accountants or bookkeepers
professional advisers
insurers
regulatory authorities, where required
legal advisers, courts or tribunals, where needed
client organisations, where the information relates to work we are carrying out for them and sharing is appropriate
We do not sell personal information.
12. International transfers
Some providers we use may store or process personal information outside the UK.
Where this happens, we take steps to ensure appropriate safeguards are in place. These may include using providers with recognised transfer safeguards, contracts, data processing terms or other lawful transfer mechanisms.
13. How long we keep personal information
We keep personal information only for as long as needed for the purpose it was collected, including legal, accounting, regulatory, contractual and business record purposes.
As a guide:
enquiry records are usually kept for up to 2 years
email update subscription records are kept until you unsubscribe or ask us to delete them, plus a limited suppression record where needed
calculation record requests may be kept for up to 6 years where they relate to employer record-keeping, service records or potential legal/accounting issues
client files are usually kept for up to 6 years after the end of the matter or client relationship
financial and accounting records are usually kept for at least 6 years
website analytics may be kept for a shorter period depending on the settings used by the analytics provider
Some records may be kept longer where required by law, where a dispute arises, where we need to establish or defend legal claims, or where there is another legitimate reason to retain them.
14. How we protect personal information
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.
These steps may include:
password-protected systems
restricted access to files and records
secure cloud storage
two-factor authentication where available
careful handling of HR case information
limiting access to people who need it
deleting or archiving information when it is no longer needed
No website, email system or online tool can be completely secure. Please take care when deciding what information to send to us electronically.
15. Your rights
You have rights under data protection law. These may include the right to:
be informed about how your information is used
access a copy of your personal information
ask for inaccurate information to be corrected
ask for information to be deleted in certain circumstances
ask us to restrict how we use your information
object to certain uses of your information
ask for your information to be transferred in certain circumstances
withdraw consent where we rely on consent
complain to the Information Commissioner’s Office
These rights are not absolute and may depend on the circumstances.
To exercise a right, contact us at [insert privacy/contact email].
We may need to verify your identity before responding.
16. Withdrawing consent and unsubscribing
If we rely on your consent, you can withdraw it at any time.
For email updates, use the unsubscribe link in the email or contact us directly.
Withdrawing consent does not affect anything we did lawfully before consent was withdrawn.
17. Complaints
If you are unhappy with how we use your personal information, please contact us first so we can try to resolve it.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.
Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113
18. Links to other websites
This website may link to other websites, including HRContracts.co.uk, PrimaryCareHR.co.uk, payment providers, form providers, government guidance and external resources.
We are not responsible for the privacy practices of other websites. You should read their privacy information before giving them personal information.
19. Changes to this notice
We may update this Privacy Notice from time to time.
The latest version will be published on this page with the date it was last updated.
20. Contact
For questions about this Privacy Notice or how your information is used, contact:
Thrive HR UK
Email: rosie@thrive-hr.uk
Website: https://www.thrive-hr.uk