Skip to main content

Legal

Privacy Policy

How we collect, use, and protect your information with the highest standards of data security and privacy.

Contact us

Last updated: September 20, 2025

1. Introduction

Dynamic HR ("we", "our", or "us") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store, and safeguard your personal information when you use our services or visit our website. It also sets out your rights under applicable data protection laws, including the UK GDPR, EU GDPR, and the Data Protection Act 2018.

2. Information We Collect

We may collect and process the following categories of personal data:

  • Identity and Contact Information: Name, address, email address, phone number.
  • Employment Information: Job title, employment history, performance data, HR-related records.
  • Financial Information: Bank details, salary and wage records, payment card information (where applicable).
  • Communications: Preferences, queries, correspondence, and interactions with our support team.
  • Technical Information: IP address, browser type, device identifiers, usage data, and cookies.
  • Sensitive Information (Special Category Data): Only where necessary and permitted by law (e.g., health or diversity information in HR processes).

3. How We Use Your Information

We process your personal data for the following purposes:

  • To provide and manage services, including HR management, payroll, and related solutions.
  • To process payments and financial transactions securely.
  • To communicate with you, including updates, service notifications, and relevant marketing (where consented).
  • To comply with legal obligations, including tax, audit, and employment law.
  • To improve our services, systems, and website functionality.
  • For AI-driven HR insights (where applicable), ensuring fairness, transparency, and accountability as per our AI Policy and Ethical Impact Assessment (EIA) Policy.

4. Legal Basis for Processing

We rely on the following lawful bases under the GDPR:

  • Contractual necessity: Where processing is required to deliver our services.
  • Legal obligations: Where processing is necessary to comply with the law.
  • Legitimate interests: Where processing supports our operations, provided your rights are not overridden.
  • Consent: Where required for optional communications, analytics, or certain HR processing activities.

5. Data Sharing & Third Parties

We may share your personal information with:

  • Service providers and suppliers who process data on our behalf (e.g., cloud hosting providers, payroll platforms).
  • Professional advisors, including auditors, accountants, and legal counsel.
  • Regulatory and government authorities where required by law.
  • Group companies within Dynascale, Dynamic HR, and ScaleMind AI (where applicable).

All third parties must comply with our Supplier / Third-Party Security Policy.

6. International Data Transfers

Where data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) or equivalent mechanisms.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, or as required by law. Retention schedules are managed in line with our Information Security Policy.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

  • Encryption in transit and at rest.
  • Role-based access controls aligned with our Access Control Matrix.
  • Daily database backups (5:00am GMT) in line with our Backup & Recovery Policy.
  • Regular audits under our Audit & Review Schedule.

9. Cookies and Tracking

Our website uses cookies and similar technologies to improve your browsing experience, analyse traffic, and personalise content. You can manage your cookie preferences through your browser settings.

10. Your Rights

Under data protection law, you have the following rights:

  • The right to access your personal data.
  • The right to rectify inaccurate or incomplete personal data.
  • The right to erase your personal data (the "right to be forgotten").
  • The right to restrict processing in certain circumstances.
  • The right to data portability.
  • The right to object to processing, including direct marketing.
  • The right to withdraw consent at any time, where consent is the legal basis.

To exercise these rights, please contact us at info@dynamichr.solutions.

11. Children's Data

Our services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children.

12. Complaints

If you are unhappy with how we handle your data, please contact us first so we can resolve the issue. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) in the UK, or your local supervisory authority.

13. Updates to this Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or business changes. Updated versions will be published on our website, with the effective date shown at the top.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:
Email: info@dynamichr.solutions