SMA HR Limited Privacy Policy

Our Commitment to Privacy

SMA HR Ltd is committed to protecting the privacy of all personal information provided through our website and in the course of undertaking business or contact with us.

This Privacy Policy describes the types of personal information we collect, how we use it, with whom we share it, and the choices you can make about our use of the information. We also describe the measures we take to protect the security of the information and how you can contact us about our privacy practices.

We use the information to provide you with the service you require; usually an outsourced human resource function, hr consultancy, training, development such as coaching or recruitment. On the basis of the information provided we will offer advice and support in good practice and legally compliant ways of managing people.

Why does SMA HR Ltd process personal data?

We may process personal information about you in different ways depending on our relationship with you.

Provision of contract – We need to process data on behalf of our customers to deliver the service we provide to them as an individual (for example providing job opportunities) or as an organisation.

Legal – In some cases, we need to process data to ensure that we are complying with our legal obligations.

Legitimate interest – Where you have researched, enquired about or have signed up to communications about our products or services.

Equal Opportunities – Where SMA HR Ltd processes other special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief, this is done for the purposes of equal opportunities monitoring at the request of the customer. Any data collected for these purposes will be anonymised and expressed consent will be sought, which can be withdrawn at any time.

Personal information we hold

The information we collect, hold or you may choose to provide can include any of the following (but isn’t limited to) and can depend on the services we provide:

First name, surname, title, date of birth, gender, national insurance number, nationality, marital status, next of kin, dependants
Address, email, phone numbers, emergency contact
Banking details
Terms and conditions of employment including remuneration, benefits, pension, working pattern
Ethnic origin, sexual orientation, religion or belief, medical or health conditions
Entitlement to work in UK, information about criminal records, references
Qualifications, skills, experience, employment history
Attendance at work, holidays, sickness, family leave, etc.
Performance and conduct at work; disciplinary or grievance; performance assessments or development plans
Medical or health conditions

This information may be collected or provided to us by customers in a variety of ways. For example, data might be collected through application forms, CVs or resumes; obtained from passports or other identity documents such as driving licences; from forms completed at the start of or during employment; from correspondence whether by email, post, fax or telephone; or through interviews, meetings or other assessments.

In some cases, we may collect personal information from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law.

Who has access to data?

SMA HR Ltd may share personal data with third parties in order to perform their duties as agreed with customers or candidates.

Personal information will only be accessed by parties who have a legitimate need, including our members of staff and third parties who publicise, provide systems for or deliver HR Consultancy, recruitment, payroll, marketing, IT, training, invoicing or events, if access to the data is necessary for performance of their roles.

How does SMA HR Ltd protect data?

We take the security of your data seriously. We have internal policies, controls and technology in place to ensure that personal data is protected, not lost, accidentally destroyed, misused or disclosed, and is only accessed as required to deliver our agreed activities and duties.

Where SMA HR Ltd engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and Company measures to ensure the security of data.

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

This website uses Google Analytics, a web analytics service provided by Google, Inc. Google stores the information collected by the cookie on servers in the United States and the transfer of the data to servers in the USA is governed by the EU-US Privacy Shield framework. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. More information about Google’s compliance with GDPR can be obtained from their website https://privacy.google.com/businesses/compliance.

How long does SMA HR Ltd keep the data?

We retain personal information for as long as we reasonably require it for legal or business purposes. In determining data retention periods, the Company takes into consideration the data retention minimum requirements, local laws, contractual obligations, and the expectations and requirements of our customers and suppliers. When we no longer need personal information, or when you request us to delete your information, where this is legal, we will securely delete or destroy the information.

Your Rights

We respect your right to access and control your information, and we will respond to requests for information and, where applicable, will correct, amend, or safely delete your personal information.

As the subject of personal data held about you, you have:

The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling.

If you would like a copy of the information held about you please email hr@sharonabbott.co.uk requesting a Subject Access Request Form. If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.

Before providing data to you, we will ask for proof of identity and sufficient information about your interaction with us so that we can locate any relevant data.

If you would like to exercise any of these rights in relation to your personal information, please contact us at hr@sharonabbott.co.uk.

Automated decision-making

We do not process any information based on automated decision making. We may use an Automated Talent System called Hireful or job boards such as Indeed.co.uk. Both use automatic decision-making software based around questions relating to the role advertised. You can find Hireful and Indeed’s privacy policies on their websites.

Updates to our Privacy Notice

This Privacy Policy was updated on 23rd June 2025 and may be updated periodically and without prior notice to you to reflect changes in the law and/or SMA HR Ltd’s privacy practices.

Your right to complain to the data privacy supervisory authority.

Without prejudice to any other administrative or judicial remedy you might have, you have the right to lodge a complaint with the UK’s Information Commissioner if you consider that SMA HR Ltd have infringed applicable data privacy laws when processing personal information. In the UK the Information Commissioner’s Office can be contacted using the following link: https://ico.org.uk/.

How to Contact Us

If you have any questions or comments about this Privacy Notice, our privacy practices or if you would like us to update information or preferences you provided to us, please email us at hr@sharonabbott.co.uk, or write to us at:

Director
SMA HR Ltd
4 Cooks Vennel

Hemel Hempstead

Hertfordshire

HP1 3JB