Privacy Policy

Effective Date: January 2025
Website: https://profile-hrc.com
Contact Email: ceo@profile-hrc.com

Profile HRC (“we,” “our,” “us”) is committed to protecting your privacy and safeguarding your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website or use our services. We comply fully with the UK Data Protection Act 2018, the UK GDPR, and any other applicable data protection regulations.

By using our website or engaging with our services, you agree to the terms set out in this Privacy Policy.

1. Who We Are

Profile HRC is a UAE-based consultancy delivering HR, compliance, accounting, tax, and business advisory services tailored to UK companies and aligned with UK laws and regulations. Our registered website is https://profile-hrc.com.

If you have questions regarding how your data is handled, please contact our Data Protection Officer at ceo@profile-hrc.com.

2. What Information We Collect

We may collect the following categories of personal and business information:

a) Information You Provide Directly

• Name, job title, company name

• Email address, telephone number, postal address

• Employment details for HR-related services

• Financial information when engaging accounting or tax services

• Documents submitted through our client portal or contact forms

b) Information Collected Automatically

When you visit our website, we may automatically collect:

• IP address and browser type

• Device type and operating system

• Pages visited and browsing behaviour

• Cookies and analytics data (see Section 9 on Cookies)

c) Sensitive Data (if applicable)

For HR and compliance services, we may process sensitive categories of data, such as:

• Employee disciplinary or grievance records

• Health and safety information

• Limited financial or tax identifiers for compliance purposes

We only collect this information where strictly necessary and with appropriate safeguards in place.

3. How We Use Your Information

Your data is used solely for legitimate business purposes, including:

• To provide HR, compliance, accounting, and tax services as requested

• To respond to enquiries and provide customer support

• To manage client relationships and maintain records

• To prepare contracts, policies, and handbooks for compliance purposes

• To process payments and issue invoices

• To meet legal and regulatory obligations under UK law

• To improve our website, services, and user experience

• To send newsletters, updates, and marketing communications (only if you have opted-in)

4. Legal Basis for Processing

We process your personal data on the following legal grounds under the UK GDPR:

• Contractual necessity: To perform services you request.

• Legal obligation: To comply with UK employment law, HMRC, Companies House, and other regulators.

• Legitimate interests: To improve services, maintain records, and ensure website security.

• Consent: Where we rely on marketing communications, newsletters, or use of cookies.

5. Sharing Your Information

We respect your confidentiality. Your information will never be sold. However, we may share data with:

• Service providers and partners assisting with payroll, accounting software, or IT hosting.

• Regulators and authorities (HMRC, Companies House, HSE, Employment Tribunal) where legally required.

• Professional advisors such as auditors, legal counsel, or tax consultants.

• Third-party payment processors for secure transactions.

We ensure all third parties comply with strict confidentiality and data protection standards.

6. International Data Transfers

As we are based in the UAE but provide services to UK companies, your data may be processed outside the UK. In such cases, we ensure that:

• Data is transferred using secure, GDPR-compliant safeguards.

• Standard Contractual Clauses (SCCs) or equivalent protections are applied.

• Transfers are limited to what is necessary for service delivery.

7. Data Retention

We retain your data only as long as necessary:

• Client contracts and financial records: 6 years (to comply with UK tax law).

• HR compliance documentation: As required under UK employment law.

• Marketing data: Until you withdraw consent.

• Website analytics: Typically 12–24 months.

When no longer required, your data will be securely deleted or anonymised.

8. Your Rights

Under the UK GDPR, you have the right to:

• Access your personal data

• Correct inaccurate or incomplete data

• Erase data (“right to be forgotten”)

• Restrict processing in certain cases

• Object to processing based on legitimate interests or direct marketing

• Data portability — request a copy in a structured, machine-readable format

• Withdraw consent at any time (for marketing or cookies)

To exercise these rights, contact us at ceo@profile-hrc.com. We will respond within 30 days.

9. Cookies & Analytics

Our website uses cookies to improve functionality and analyse user behaviour.

• Essential cookies: Required for website functionality.

• Analytics cookies: Track how visitors interact with the site (e.g., Google Analytics).

• Preference cookies: Store your language or region.

• Marketing cookies (if used): Track engagement for targeted advertising.

You can manage or disable cookies through your browser settings at any time.

10. Data Security

We take data security seriously. Measures include:

• Encrypted data storage and transfers (SSL/TLS).

• Secure access controls and firewalls.

• Regular monitoring for cyber threats.

• Limited access granted only to authorised staff.

In the event of a data breach, we will notify affected individuals and the UK Information Commissioner’s Office (ICO) within legal timeframes.

11. Marketing Communications

We may send newsletters, updates, or offers if you have opted-in. You can unsubscribe anytime by clicking the “unsubscribe” link in emails or contacting us directly at ceo@profile-hrc.com.

12. Third-Party Links

Our website may contain links to external sites. Please note that we are not responsible for the privacy practices of third parties. We encourage you to review their policies before providing personal data.

13. Children’s Privacy

Our services are designed for businesses and professionals. We do not knowingly collect or process data from children under 16 years of age.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with the “Effective Date” updated. Significant changes may also be communicated via email.

15. Contact Us

If you have any questions, requests, or concerns about this Privacy Policy, please contact:

Profile HRC
📧 Email: ceo@profile-hrc.com
🌐 Website: https://profile-hrc.com