Privacy Policy

1. Introduction

Hire People.ai (a trading name of FFR Limited, registered as Flat Fee Recruiter Limited) is committed to protecting and keeping confidential the information that we collect and that you provide to us, subject to certain responsibilities as set out below.

We ask that you read this Privacy Statement carefully as it contains important information about how and why we collect, store, use and share personal information, your rights in relation to your personal information, and how to contact us if you have a complaint.

FFR Limited (trading as Hire People.ai) is an online recruitment business registered in England and Wales.

FFR Limited (trading as Hire People.ai) collects and uses certain personal professional information about you. When it does, it is regulated under the General Data Protection Regulation (GDPR), by the Information Commissioner's Office (ICO), and is responsible as a controller for that personal information. Our registration number on the Data Protection Register is ZA270962.

2. Who This Privacy Statement Is For

The information outlined in this Privacy Statement covers the personal data of visitors to this website, clients who use our services, potential customers, suppliers or third parties who have either shown an interest in our business or that we have identified as having a legitimate interest due to their recruiting habits.

This Privacy Statement is not for job seekers or candidates who are interested in vacancies that we may advertise on behalf of our clients. Please visit flatfeerecruiter.co.uk/privacy-policy-job-seeker/ to read the Privacy Statement for Job Seekers.

The client is the Data Controller for candidate data under the GDPR, meaning that such party controls matters such as Personal Data collected for candidates as well as the determination of the purposes and means of the processing. FFR Limited (trading as Hire People.ai) is the Data Processor for candidate data.

3. The Kind of Personal Data We Collect

Hire People.ai may collect the personal details from individuals but will only rely on such a ground where an assessment has been performed balancing the interests and rights involved and the necessity of the processing in order to provide our services, products and features to you.

Most of our services do not require any form of registration, allowing you to visit our site without telling us who you are. However, some services may require you to provide us with Personal Data (such as your name, email address, company name and phone number). In these situations, if you choose to withhold any Personal Data requested by us, it may not be possible to respond to your query.

You may also provide us with information by corresponding with us by phone or email. This includes information you provide when you register for an account, request a quote, or enter into a contract for the supply of services.

The personal information that we collect is minimal and may include your name, job title, business address, business email, company registration number, company and/or mobile phone number, financial and credit card information, and other information that enables us to communicate, deliver our service and process payment.

4. How We Use the Information We Collect

We use the information that we collect in several ways to provide our service and operate the Hire People.ai platform:

4.1 Communications

We send messages regarding technical notifications and service updates. You can fully control what notifications and updates you want to receive. We may also send administration and service-related messages that are part of the service.

We may send you messages or call you regarding new product features, promotional offers or helpful tips on using the platform, and to offer training and support. Subject to applicable local laws and requirements, we will not seek your consent when sending marketing materials. If you are not happy about this, you can opt out of these messages and calls at any time.

We may use third-party software to assist with the processing of our marketing communications, but we will ensure confidential agreements are in place and will never disclose your information to third parties for their own marketing purposes.

We may use your company name or logo for public relations purposes; however, this information is not linked to any personally identifiable information. Where we do have your explicit consent, or you have given us a public review, we may use your name and other information in our marketing collateral.

4.2 Operations

We use the information to allow our clients to advertise and recruit using the features of the Hire People.ai platform. We also use the information to operate, maintain, enhance and provide all the features of the service.

4.3 Payments and Billing

We collect payment and billing data from Hire People.ai customers for the fulfilment of payments for the service.

4.4 Improvements and Analytics

We use the information to understand and analyse the trends, preferences and service requirements of our customers in order to improve our service and develop new products and features.

5. How We Collect Your Personal Data

There are three main ways in which we collect your personal data:

5.1 Directly from You

As we are both working towards the same goal — to help you attract the best candidates for your vacancies — we will receive data directly from you in two ways:

• Where you have proactively contacted us (usually by phone or email).
• Where we contact you, either by phone, post or email, or through our business development activities more generally.

5.2 Personal Data Received from Other Sources

In accordance with applicable local laws and requirements, we may seek additional information about you or other staff members from other sources, usually for market research and intelligence purposes. These sources may include:

• Delegate lists at relevant industry events.
• Third-party market research and data providers.
• Online research.

5.3 Personal Data Collected from Our Website (Cookies and IP Addresses)

We use IP addresses to analyse trends, administer the site, track users' movements, and gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.

The Hire People.ai website also collects cookies — small files downloaded to your device when you visit our website (if you allow). This enables the site's systems to recognise your browser and capture certain information for normal website functions and analytics, including counting visitors and their behaviour. The cookies we use do not identify any personal data.

We may engage third-party service providers to assist us in better understanding our site visitors. These service providers are not permitted to use the information collected on our behalf except to help us conduct and improve our business. Cookies are also used to store current session and login information for the Hire People.ai recruitment platform.

6. How Your Data May Be Shared with Third Parties

FFR Limited (trading as Hire People.ai) is the sole owner of the information collected directly from you, from this website or by third-party suppliers or websites that we subscribe to. We will not sell or rent this information to others.

If we are working on your vacancies in conjunction with other professionals advising you — including HR Consultants or Employment Lawyers — we will assume, unless you notify us otherwise, that we may share and disclose relevant personal data to them if we feel it is appropriate and necessary.

We will share your company name with candidates who apply for your role at the point of application. Your email address (used to access the recruitment system) will be shared with candidates when you choose to communicate with them about your vacancy.

There may also be occasions where we are under a legal duty to share personal information with law enforcement or other authorities such as the Legal Ombudsman, the Information Commissioner's Office, and ACAS. Some of our client files may be audited strictly confidentially by external auditors or consultants to ensure we meet our legal, quality and financial management standards.

We may also disclose information to HM Land Registry, HM Revenue and Customs and other government agencies, as well as to our professional indemnity insurers and financial auditors if required.

7. How We Store Your Data

Hire People.ai uses technical, physical, and administrative security measures to reduce the risk of loss, misuse, unauthorised access, disclosure or modification of your information. We endeavour to ensure your data is transmitted to us using best-practice approaches. Please note that any data you transfer to us is at your own risk.

All IT providers we use are subject to strict confidentiality agreements with FFR Limited and we ensure they meet GDPR obligations in relation to the service they provide to us.

All personal information that we collect or that you provide to us is kept in the UK. We will not transfer any of your personal data to another country outside of the EEA unless you specifically instruct us to do so.

We limit access to your personal information within our business to those who have a genuine business reason to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We have procedures in place to deal with any suspected data security breach and will notify you and any applicable regulator where we are legally required to do so.

8. How Long Your Personal Data Will Be Kept

We will digitally hold your personal data — including your name, company name, company address, business contact details, and your history and notes of conversations — for a period of time depending on the nature of your relationship with Hire People.ai, but for no more than 7 years since your last engagement with us.

After this period, your data record will be deleted, unless we contact you to confirm other arrangements or you contact us to request your file at an earlier date.

To meet our regulatory requirements, we may be required to retain basic information about you — including your name, company name and company address — on our database for a longer period of time.

9. Your Choices

We respect your privacy rights and provide you with reasonable access to the personal or professional data that we may hold on you. If you wish to amend or access any data, or request that we delete information about you, you may contact us and your request will be processed.

You may also update, correct or delete your account information and preferences at any time by accessing your account settings page on the Hire People.ai recruitment platform.

Please note that while changes you make will be reflected in active user databases instantly or within a reasonable timeframe, we may retain some information you submit for backups, archiving, prevention of fraud and abuse, analytics or legal obligations.

At any time, you may object to the processing of your personal data on legitimate grounds, except where otherwise permitted by applicable law.

If you would like to exercise any of these rights, please email, call or write to Lis Wilson, who is responsible for data protection compliance at FFR Limited. Please provide sufficient information to identify you and specify the information to which your request relates.

10. Making a Complaint

We hope that we can resolve any query or concern you raise about our use of your information.

The GDPR also gives you the right to lodge a complaint with the Information Commissioner's Office (ICO), which is the supervisory authority for data protection in the UK. They may be contacted at www.ico.org.uk or by telephone on 0303 123 1113.

11. Children's Online Privacy

We do not knowingly collect any information from anyone under 13 years of age. Our website, products and services are directed to people who are at least 13 years old or older.

12. Changes to This Notice

We may change this notice from time to time. When we do, we will inform you via our website or by direct communication with you if there is a substantial change.

13. Contacting Us

Please contact Lis Wilson if you have any questions about this notice or the information we hold about you.

If you would like this notice in a different format, please let us know.