Privacy Policy

Last updated: 6 November 2026

Who we are

This website is run by 4 HR Solutions Limited, a company registered in England and Wales (company number 15747247). Our registered office is C/O Sempar, Office 2.026, Innovation Centre 7, Keele University, Keele, Staffordshire, ST5 5NU.

We are the data controller for the personal information we collect through this website. That means we decide how and why it is used, and we are responsible for looking after it.

If you have any questions about this policy or how we use your information, contact us:

• Email: richard@4hrsolutions.co.uk
• Phone: 01952 976797
• Post: 4 HR Solutions Limited, Innovation Centre 7, Keele University, Keele, Staffordshire, ST5 5NU

What this policy covers

This policy explains what personal information we collect when you use our website, contact us or complete our free online audit, how we use it, who we share it with and the rights you have. It does not cover the HR, health and safety or training services we provide under contract to clients. Those are covered by the terms we agree with each client.

Information we collect

When you contact us or request a callback

If you fill in a contact or callback form, email us or call us, we collect the details you give us. This is usually your name, email address, phone number, company name and the details of your enquiry.

When you complete the free 4HR Audit

Our free online audit lets you assess your organisation’s HR, health and safety, or learning and development arrangements. When you complete it, we collect:

• your name, job title, company name, business email address, phone number (optional), number of employees and sector
• which assessment you chose and your answer to each question (Yes, Partly, No or Not applicable)
• the scores calculated from your answers
• the date and time you gave consent

The audit is about your organisation’s working practices. Please don’t include personal information about individual employees in your answers.

Information collected automatically

Like most websites, our web server records basic technical information when you visit, such as your IP address, browser type and the pages you view. We use this to keep the website running and secure. We also use your IP address for a short time to stop the audit form being misused, for example by limiting repeated submissions.

How we use your information and our legal basis

• To respond to your enquiry or callback request. We do this because it is in our legitimate interests to reply to people who contact us, or because you have asked us to take steps before entering into a contract.
• To show you your audit results, email you a copy and have a 4HR consultant contact you to discuss them. We do this based on the consent you give when you submit the audit. You can withdraw that consent at any time by contacting us.
• To recommend relevant services and, if you ask, send you a proposal or quotation. We do this because it is in our legitimate interests to follow up on your audit, or because you have asked us to take steps before entering into a contract.
• To keep our website secure and working properly. We do this because it is in our legitimate interests.
• To meet our legal obligations, for example keeping business records or responding to lawful requests from authorities.

The 4HR Audit

When you submit the audit, your results appear on screen and we send a copy to the email address you give us. Your answers and contact details are sent securely to the relevant 4HR consultant and stored in our website’s admin area, so we can follow up within the time we state.

Your score is calculated automatically from your answers. Nobody makes a decision about you based on that automated calculation alone. A consultant always reviews your answers with you before recommending anything.

The audit is an initial self-assessment based on your own answers. It is not a formal audit, legal advice, compliance certification or health and safety inspection.

Marketing

Agreeing to receive your audit results and a follow-up call does not sign you up for marketing. We will only send you general marketing emails if you have separately agreed to them, and you can unsubscribe at any time.

Who we share your information with

We do not sell your personal information. We only share it with:

• the companies that host our website and deliver our emails, who process it on our behalf and only on our instructions
• IT and website support providers who help us maintain the website, where they need access to do their job
• professional advisers such as accountants, insurers and lawyers, where necessary
• regulators, law enforcement or other authorities, where the law requires it

Anyone who processes personal information for us must keep it secure and use it only for the purposes we set.

Transfers outside the UK

Some of our service providers may store or process information outside the UK. Where this happens, we make sure it is protected by an adequacy decision or by appropriate safeguards such as the UK International Data Transfer Agreement or standard contractual clauses.

How long we keep your information

• Enquiries and callback requests: up to 2 years from our last contact with you, unless you become a client.
• Audit submissions: up to 2 years from the date you submit them, unless you become a client.
• Client records: for as long as we provide services to you, and then for up to 6 years to meet our legal, tax and insurance obligations.
• Website server logs: for a short period in line with our hosting provider’s standard settings.

When we no longer need your information, we delete it or anonymise it.

How we keep your information secure

We use appropriate technical and organisational measures to protect your information, including encrypted connections (HTTPS), restricted access to our website’s admin area and login protection. Only people who need your information to do their job can see it.

Cookies and similar technologies

We keep cookies and similar technologies to a minimum. We do not use analytics or advertising cookies.

• Essential cookies: WordPress sets cookies when someone logs in to manage the website. These aren’t set for ordinary visitors.
• Browser storage for pop-ups: if you close our audit pop-up, your browser stores a small note so we don’t keep showing it to you. This stays on your device and isn’t used to identify you.
• Embedded content: our homepage uses a YouTube video in privacy-enhanced mode, which limits the information YouTube collects. Our reviews are displayed using a service called Shapo. These services may collect basic technical information, such as your IP address, when the content loads, under their own privacy policies.

You can control or delete cookies and stored data through your browser settings.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you
• ask us to correct information that is wrong or incomplete
• ask us to delete your information
• ask us to restrict how we use your information
• object to us using your information based on our legitimate interests
• ask us to transfer your information to another organisation
• withdraw your consent at any time, where we rely on consent

To use any of these rights, contact us using the details above. We will respond within one month. There is usually no charge.

Complaints

If you’re unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection, at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.