Introduction
Embers HR Consulting Ltd ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we handle information when you visit our website or engage with our services.
Embers HR Consulting Ltd is a company registered in England and Wales. We operate in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Information We Collect
Apart from the free People & Performance Health Check and the private Client Portal described below, we do not collect, store, or process personal information through this website.
When you contact us directly via email or telephone, the information you provide (such as your name, email address, and the content of your communication) will be used solely for the purpose of responding to your enquiry and providing our consultancy services.
People & Performance Health Check
If you complete our free People & Performance Health Check, we collect:
- Your name, email address and business name
- Your answers to the 15 questions, and the score calculated from them
- If you ask for a complimentary People Strategy Review: any phone number or note you choose to add
- A short, anonymous label showing which event or link you came from (for example, a presentation QR code)
We use this to calculate your score, write and email your personalised results, and, if you request it, to arrange your review. We will not use your details for marketing unless you tick the optional box on the form saying you are happy to be added to our mailing list.
Mailing list (optional). If you tick that box, we will use your name and email address to send you the occasional newsletter or promotion. Our lawful basis is your consent, which we record (with the date and the wording you agreed to). The box is never ticked by default, and ticking it is not required to receive your results. You can withdraw consent and unsubscribe at any time by emailing us, and we will remove you from the list. Withdrawing does not affect any results or review you have already requested.
AI processing. To write your personalised feedback, your first name, your answers and your scores are sent to an AI service through the OpenRouter platform. We do not send your email address, surname or business name, and we only use providers that state they do not train on prompts. Your scores are always calculated by fixed rules, not by AI.
Retention. We keep health check responses for up to 24 months, unless you ask us to delete them sooner. The health check page does not use cookies or third-party analytics; we count visits and completions anonymously.
Client Portal
Clients of Embers HR Consulting Ltd can be invited to a private portal to download documents we share with them. Registration is by invitation only. If you are invited, we hold:
- Your name, work email address and the organisation you belong to
- A securely hashed version of your password (we can never see your password) and, if you turn it on, your two-step verification settings
- A record of the documents you download and of sign-in activity (date, time and IP address), kept for security and so we can see that the material you were sent has reached you
Documents are stored in encrypted form on our web server and are only available to the people we choose to share them with. The portal uses one essential session cookie to keep you signed in; it does not use advertising or analytics cookies. We keep portal records for as long as you have an account, and sign-in and download logs for up to 13 months. Ask us at any time to delete your account.
How We Use Your Information
Any information you provide through direct contact with us will only be used to:
- Respond to your enquiries and requests
- Provide our HR consultancy, coaching, and mentoring services
- Communicate with you regarding our professional relationship
- Fulfil our contractual obligations to you
Legal Basis for Processing
Where we do process personal information, our legal basis for doing so is typically:
- Contract: Processing necessary for the performance of a contract with you or to take steps at your request prior to entering into a contract
- Legitimate interests: Processing necessary for our legitimate business interests, such as responding to enquiries
- Consent: Where you have given clear consent for us to process your personal information for a specific purpose
Data Sharing
We do not sell, trade, or otherwise transfer your information to third parties. We may share information only in the following circumstances:
- With the service providers that help us run the health check (our web hosting, email delivery and the AI service described above), some of which may process data outside the UK under appropriate safeguards
- With your explicit consent
- To comply with legal obligations or respond to lawful requests from public authorities
- To protect our rights, privacy, safety, or property
Data Retention
We retain any personal information only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. When information is no longer needed, it is securely deleted.
Your Rights
Under UK data protection law, you have the following rights regarding any personal information we may hold about you:
- Right of access: You can request a copy of the personal information we hold about you
- Right to rectification: You can request that we correct any inaccurate information
- Right to erasure: You can request that we delete your personal information in certain circumstances
- Right to restrict processing: You can request that we limit how we use your information
- Right to data portability: You can request a copy of your information in a structured, commonly used format
- Right to object: You can object to our processing of your personal information in certain circumstances
To exercise any of these rights, please contact us using the details below.
Third-Party Links
Our website may contain links to third-party websites, such as LinkedIn or scheduling platforms. We are not responsible for the privacy practices of these external sites. We encourage you to read the privacy policies of any third-party websites you visit.
Security
We take appropriate technical and organisational measures to protect any information you share with us against unauthorised access, alteration, disclosure, or destruction.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. Any changes will be posted on this page with an updated revision date.
Contact Us
If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us at:
Embers HR Consulting Ltd
Email: emma@embershr.com
Telephone: +44 7500 936030
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have not been respected. You can contact the ICO at ico.org.uk.
Last updated: September 2026