Privacy Policy

foundhr is the trading name of foundhr LLP, company registration number SO308426, and will be referred to as ‘foundhr’, ‘we’, or ‘us’ throughout this policy. This policy explains what personal information we collect across our business and website, why we need it, and how we keep it safe. 

foundhr is the data controller responsible for your personal information when you visit our website, get in touch with us or use any of our services. If you have any questions about this policy or how we handle your data, you can get in touch with us at hello@foundhr.co.uk.

foundhr is the data processor if a client gives us your personal information as part of fulfilling a contract with them. Any request regarding this data should be directed to the data controller - which is likely your employer.

What information we collect

We may collect the following information:

  • Contact and identity details: your name, email address, phone number, job title and company name.

  • Service and enquiry details: information you share with us when asking about our work, company information and anything needed to fulfill a project contract.

  • Financial and payment information: billing addresses, invoice records, payment histories and bank details.

  • Website usage data: technical information like your IP address, browser type, device information, pages visited, time stamps and how you move around our website.

Payments and Invoicing

We handle online purchases and custom client work slightly differently.

Online Purchases

If you buy a standard service or subscription directly on our website, your payment and billing details are securely handled by our website host, Squarespace, and our payment processor, Stripe.

Project or Retainer Invoicing

For tailored client work, we generate invoices directly. We manage your billing details and payment history through our business bank, Starling Bank, and our internal systems, Google Workspace, to deliver your contract and keep our financial records accurate.

Why we use your data

Answering your enquiries

When you email us or use a contact form, we use your name, contact details, and message under our legitimate interests so we can answer your questions and run our business smoothly.

Delivering HR services

When you become a client, we use your contact details, company specs, and project info under contractual necessity to deliver the work we agreed on. Any sensitive data provided in the course of delivering these services will be treated as confidential under the terms of our agreement with the data controller.

Invoicing and payments

We process your billing address and payment details under contractual necessity (to process your order) and legal obligation (to keep proper financial records).

Keeping accounting records

We retain transaction histories and financial records under a legal obligation to comply with HMRC requirements.

Sending news and updates

We use your name and email address based on your consent (if you opted in) or our legitimate interests (to share relevant HR updates with existing clients). You can opt out anytime.

Website analytics

We collect technical device and usage data based on your consent when you accept our website cookie banner.

Who do we share your information with?

We’ll never sell your personal data - we only share it with trusted partners who help us run foundhr, or when the law requires it.

Our software and service partners

Squarespace (website hosting), Google Workspace (email, document storage and business administration), Starling Bank (business banking and invoice processing), Stripe (online payment processing).

Specialist advisors

If a client contract calls for additional support or services, we may work alongside trusted external partners like employment lawyers or mediators. We will always let you know before bringing a third party on board.

Legal and tax authorities

We might have to share information with HMRC, law enforcement, or regulatory bodies where we’re legally obliged to.

International Data Transfers

While we don’t share your data internationally, some of our software tools (like Google Workspace, Squarespace and Stripe) store data on secure cloud servers outside the UK.

We make sure we only work with platforms that rely on UK-approved safeguards, such as International Data Transfer Agreements or the UK Extension to the EU-US Data Privacy Framework.

Security and Retention

We’re committed to ensuring that your information is secure in our systems, and we only hold onto your information for as long as necessary.

Client & Financial Records

We keep financial records for 6 years after the end of the relevant tax year to comply with HMRC requirements. We keep client records for the length of contract, plus appropriate retention to cover any additional liability. 

We expect clients to keep their own records for their own retention purposes.

General Enquiries

We keep general enquiries for up to 2 years after our last communication.

Marketing Lists

We keep marketing information until you ask us to remove you or unsubscribe.

Your rights to your data

As we hold and process your data, you have a number of rights that can inform what we do with it:

  • You can ask us for a copy of the information that we hold about you.

  • You can correct any inaccurate information we hold about you.

  • You can request that we erase any of your information - please note that any legal requirements to keep this data would override this right, but we’ll let you know if that applies to any data if this is requested.

  • You have the right to ask us to pause or restrict how we use your data.

  • You can opt out of marketing messages at any time, either by letting us know or by unsubscribing in the emails themselves.

  • You can object to any processing based on legitimate interests.

  • You can ask us to export the data you gave us in a clean, digital format so you can move it to another service.

To exercise any of these rights, please get in touch with us at hello@foundhr.co.uk and we’ll respond within a month.

Cookies and Links

Browser cookies

Our website uses essential cookies to make the site load securely. We also use performance cookies to see how people use the site so we can improve it. You can accept or decline the optional cookies via our cookie banner, and you can manage or block cookies through your browser settings. 

Links to other sites

Our website might link out to other resources from time to time. We don’t control external websites, so please check their individual privacy policies when visiting them. 

Complaints

If you have any concerns about how we handle your data, please contact us first at hello@foundhr.co.uk so we can try to fix things.

If you are still unhappy, you have the right to contact the UK's data protection regulator:

Information Commissioner’s Office (ICO)

Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

foundhr LLP fully complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We review this policy from time to time to keep it up to date.

Last updated: September 2026