Privacy Notice

Introduction

This is the privacy notice of Clover HR Services (Holdings) Limited (‘Clover HR’, ‘we’, ‘our’, or ‘us’). We are a company registered in England and Wales, UK. Company number 13966253 and registered with the Information Commissioner’s Office with registration number: ZB122374. Our registered office is Grosvenor House, 11 St Pauls Square Birmingham B3 1RB.

We respect your privacy and are committed to protecting your personal data in accordance with the UK General Data Protection Regulation (“GDPR”), the Data Use and Governance Act 2025, the Data Protection Act 2018, and other applicable laws such as the Privacy Electronic Communications (EC Directive) Regulation 2003 (“PECR”).

This privacy notice is to inform you of how we use your personal data when you interact with us. Please review the sections that are relevant to you. We outline what personal information we collect, why we collect it, how we collect it, where we get it from, what we do with it, our lawful basis for using it, how we store it, who we share it with, how long we keep it, what rights you have, how to complain and how to contact us.

Unless otherwise stated in this notice, Clover HR is the controller for the personal information we use about you. When we refer to personal information, we also mean personal data. This is any information/data that can be used to identify you either on its own, or with other information we have access to.

This privacy notice does not create any contractual rights or obligations. We may change this privacy notice from time to time. If we make any significant changes in the way we treat your personal information, we will make this clear on the website or by contacting you directly.

If you have any questions about this privacy notice or any data protection related matters relevant to Clover HR, you can send an email to: privacymanager@cloverhr.co.uk

Who this privacy notice applies to

Individuals that are working with us when we conduct work on a client’s behalf within a client’s organisation or in collaboration with us on behalf of our client and are employed by a third-party which Clover HR does not control (‘Client Contract’).
Individuals who are trained or mentored by Clover HR, or anyone that is thinking of attending or does attend or take a training course either in person or online that is provided by Clover HR (‘Training’).
Anyone that registers or attends either an in person or online event being run by Clover HR (‘Events’)
Individuals we discover through our marketing activities as employees of prospective customers, or employees of existing customers when we know there is a renewal due for a particular product or service we offer (‘Marketing’).
Employees and associates of organisations that supply services to Clover HR (‘Suppliers’).
Individuals who are considering taking a role with us as either a full-time, part-time or work-experience member of Clover HR staff whilst we conduct recruitment activities (‘Recruitment’).
Users of our website (‘Website’).

1. Client Contract

What personal data do we collect?

When on-boarding a new client and managing the relationship with you, we will be the data controller for the following personal data:

Name, email, telephone number(s), social media handle(s), job title, employer, work address
Signature(s) on any contracts you have signed
Information including opinions

In the fulfilment of a contract we are undertaking on behalf of a client where we will be their data processor and may collect and use the following personal data:

Employee contact name, date of birth, gender, marital status, dependents, next of kin
Work/Personal email, work/Personal telephone number(s), social media handle(s), job title, employer, work address, salary, salary sacrifice, national insurance number
Associated employee number(s), work attendance, opinions of you from those that work with you, manage you, or employ you, disciplinary or grievance information, sickness, benefits, absence information, trade union membership, pension you may have
Your qualifications, work history and experience, start date, end date, immigration status, CV, compensation history, photographs or video of you, information held on software or hardware IT assets, copy of passport, drivers license and/or identity documents
References from previous employer, transcripts of meeting you’ve had, appraisals, performance reviews, reasons for termination or commendation, whether you have held or are holding a position as a director or owner of another company
Any relevant communications you have with us or have been shared with us by your employer or relevant individuals related to your employment

Information about your physical or mental health and any medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments
Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief
Personal information related to our internal equality and diversity monitoring policy (geographical location, organisation, socio-economic class, caring responsibilities, educational background);
Personal information related to the Equality Act 2010 inclusive of data known as ‘Protected Characteristics’ (age, disability, gender reassignment, marriage or civil partnership (in employment only), pregnancy and maternity, race, religion or belief, sex, sexual orientation), and
Relevant criminal records information.

How we collect your personal data

As the data controller we collect your personal data in the fulfilment of a Client Contract in the following ways:

Where we have discovered you as part of our Marketing activities and work to target specific individuals to approach and you have subsequently engaged with us and signed a contract with us
Within documentation shared from a client or a third-party that has been requested or commissioned by the client to share such documentation with us
Within our work to establish the individuals we need to engage with as part of a client contract which may mean we have found your personal data in publicly accessible information on the internet including on social media sites
When you have made contact with us through our website or sent an email to us

As the data processor acting upon instruction from our client we collect your personal data in the fulfilment of a Client Contract in the following ways:

From our client which may also be your employer
From third party organisations relevant to the work we are doing as it relates to you and your employment
From reference agencies, employee background and security checking agencies, ID reference checking agencies and identification management agencies
From publicly available sources such as websites and social media including your comments and reactions

What we use your personal data for and the lawful basis

As a controller, our use of personal data will be in the management and maintenance of a Client Contract and the services purchased from Clover HR. For our use of personal data in this way, we will rely on our legitimate interest as a data controller in accordance with UK GDPR Article 6.1(f). Uses include:

Setting up meetings and communicating with you
Passing your personal data to other collaborating organisations as required by the client
Sharing relevant documentation with you which may contain personal data which belongs to you or others working on the Client Contract
Dispensing our professional opinion to you or those relevant to the Client Contract
Improving our service(s)
Record-keeping for the proper and necessary administration of our organisational processes
Preventing fraudulent use of our services
Exercising our legal rights, including to detect and prevent fraud and to protect our intellectual property

Where we are the data processor to our clients, we will use personal data upon their instruction in accordance with UK GDPR Article 28. Uses of your personal data on behalf of our client’s legitimate interest (UK GDPR Article 6.1(f)) may include one or more of the following:

For business management and planning, including accounting and auditing
Managing, providing or giving advice for staff training, management, HR record keeping, reporting, escalations, absences, grievances, disciplinaries, skills management, career development activities, personal improvement plans, terminations, and relevant legal disputes
Dealing with disputes involving you or other employees, interns, volunteers, workers and contractors
Employee surveys, travel administration and administration of promotions, transfers and secondments
Help reviewing and possibly monitoring your use of information technology and communications systems (including personal devices connected to our networks and databases) and the information they contain, including network traffic and usage data, for purposes that may include systems maintenance, security, compliance with legal requirements and implementation of internal policies and procedures and to enforce our client’s policies and help them protect against unauthorised access or data leakage
Identification purposes, providing a reference for you or acting on your behalf as an independent intermediary where it may apply

There may be scenarios where we are subject to a legal obligation to disclose or share your personal data, such as with law enforcement agencies, regulatory bodies or public authorities in order to prevent or detect crime. We will only ever disclose your personal data to these third-parties to the extent we are required to do so by law.

We may also share your personal data if we choose to sell, transfer, or merge parts of our business or our assets in the future. We may seek to acquire other businesses or merge with them. During any such process, we may share your data with other businesses. We will only do this if they agree to keep your data safe and private and must use your data in the same way as set out in this notice. This relates to any instance where the Clover HR merges or gets acquired by another organisation, and all documents including any personal data change ownership (organisational ownership).

All third-party service providers with whom we share your personal data are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

How long we keep your personal data

As the data controller, we will keep your personal data for 6 years once a Client Contract has come to an end unless there is a legal obligation to retain your personal data for longer.

As a data processor, we will keep your personal data for the duration of a Client Contract and either delete or return your personal data to our client at the time specified within the data processing agreement we have in place with them. If it is part of the contract of services we are delivering to a client we will advise the client they need to consider the following when deciding how long they should keep your personal (which we may also keep on their behalf):

Statutory records required to be kept by law
Documents required to assess the performance of a contract (including staff contracts)
Records that explain how we deliver our services and who receives them
Any obligation to be accountable and to demonstrate good governance
The need to defend legal claims or to take legal action
Administration records required to carry out and record their day-to-day business

If at any time you believe we are holding records for longer than necessary, you may have the right to ask us to erase that record. If you are concerned about how long we are keeping your information, then you should contact us on privacymanager@cloverhr.co.uk and give us the reasons for your concern and we will investigate the matter.

Training

What personal data do we collect?

Name, age, email address, telephone number, home address/location, gender, ethnicity, whether you have a disability
If relevant, employment history, employer, job title, CPD credits you will receive, training history, background and reasons for taking the training
Any personal information you volunteer about yourself within a training session or in communications with us, and
Where applicable within the nature of the training being delivered:
- Identification
- Dietary requirements, and
- An image of you

How we collect your personal data

We will collect personal data from Trainees in a variety of ways. We may collect personal data about you in the following ways:

From yourself within an enquiry over email or within a form we control on our website or our social media locations
From yourself upon becoming a member staff at Clover HR
From your employer who has provisioned our training for you
From yourself within verbal or digital communications or conversations (in-person / online / telephone) you have had with us or with a training partner organisation on your employer’s or our behalf, and
From yourself via an online form or survey we have sent you

What we use your personal data for and the lawful basis

As a controller providing training directly to you, the lawful basis we will rely on is the obligations of a contract you have entered into in accordance with UK GDPR Article 6.1(b) i.e. we could not provide you with training if we did not use your personal data as it would be relevant to the training you attend. The uses of your personal data under these circumstances will be, but are not limited to:

Process your order to attend training with us and send you reminders for attendance
Provide you training materials and access to any physical or digital locations as they are appropriate for the training
To inform any certification or regulatory bodies or update any continuous professional development bodies as they relate to the training you attend
Inform any employers and retain copies of certificates and proof of attendance which may need to be shared with you again in the future

It is our legitimate interest (UK GDPR Article 6.1(f)) to use your personal data in the following ways:

Monitor attendance and follow up on any non-attendance
To send you a follow-up questionnaire so we might improve our training
Offer refunds or vouchers to attend another training session as may be appropriate
To send you a reminder about any training renewals you need to do
To send you marketing materials about similar training we offer after you have attended one of our training sessions

How long we keep your personal data

As a data controller, we will keep your personal data for at least 2 years after the training has completed unless there is a statutory or legal reason for us to keep your personal data for longer.

If we are providing training on behalf of a client (as a data processor), we will keep your personal data for 6 months after the duration of the client contract or for at least 6 years after you are no longer employed by our client, or whichever is sooner.

Events

What personal data do we collect?

When we set up or you sign up to an event we are running we will collect one or more of the following categories of your personal data:

Name(s), Email Address, Phone number
Job Title, occupation, place of work, employer
Areas of interest
Opinions you have expressed to us which are relevant to an event
Publicly available personal information (e.g. from websites and social media platforms)
Social media handles and publicly expressed content
Videos of you where you are in the background when you attend an in-person event we are recording
Videos of you or Podcasts recordings of you where you are acting as a speaker for our work or being interviewed on or off camera either as an invited guest or as an attendee of an event
Accessibility and/or dietary needs/preferences (in relation to events management)
If applicable, payment details managed by a third-party payment provider

How we collect your personal data

When you register or sign up for the event on our website or via direct contact from yourself
When we communicate with you to request direct feedback from you which may be via email, direct message, unified communications or a social media platform
From events location/space service providers to accommodate for any needs or requirements
When we record you at an event either foreground or background depending on the circumstances of the recording taking place
External event registration locations
Where relevant, when we take payment from you

We sometimes use third party providers to manage event registrations and sign-ups, edit and possibly transcribe recorded footage and to take payments where required. These third parties gather further personal information on our behalf.

We also gather statistics around email opening, clicks, event attendance, engagement levels and events management using industry standard technologies to help us monitor and improve our communications work.

We maintain Data Processing Agreements with all third-party providers where personal data is being collected and processed on our behalf.

What we use your personal data for and the lawful basis

The reasons we use your personal data for our events depends on how we capture your personal information. If you have signed up to an event, the use of your personal data will be within the obligation of a contract (UK GDPR Article 6.1(b)). These uses will include:

To register you and send you the invitation you to attend the event which may be in-person or online
To manage your data in context of an event which may mean taking payment, alerting you to issues, reviewing your application to the event and sending you updates about the event
To allow for accessibility and dietary needs/requirements

It is our legitimate interest (UK GDPR Article 6.1(b)) to use your personal data in relation to our events to:

Transcribe audio captured from any recorded interviews, workshops or focus groups we have with you as a participant
Gather opinions from you on the success of the event which can help us improve our events
Use in promotional collateral and material as still images or videos where we have either sought your permission to do so or you have verbally agreed have an ad hoc photo taken or to participate in an on-camera interview at an event you are attending (you may appear in the background and be recognisable)

If you no longer want to receive event communications from us, you can unsubscribe from our mailing list at any time by please clicking the unsubscribe link, at the bottom of our emails or by emailing privacymanager@cloverhr.co.uk detailing your name and email address and indicating that this is in relation to the unsubscribing.

How long we keep your personal data

As a data controller, we will keep your personal data for at least 2 years after the event has finished or until you tell us to delete your personal data.

If we are providing an event on behalf of a client, we will keep your personal data for the duration of the contract with the client or until the client tells us to delete the data used for an event.

Marketing

What personal data do we collect?

Name(s), Email Address, Phone number
Job title, occupation, place of work, employer
Opinions you have expressed to us which are relevant to a project
Publicly available personal information (e.g. from websites and social media platforms)
Social media handles and publicly expressed content

How we collect your personal data

Collection of your personal information within Marketing work will be via one or more of the following ways:

When you become our client or partner
When you register or sign up to the Clover HR mailing list, website, events, newsletters or publications on our website or our social media locations or via direct contact from yourself
From publicly available sources which include from the internet and social media accounts
During our work to monitor content and communications with us via each of the platforms and technologies we employ in our Marketing work
From individuals who have referred you to us and you are aware we are going to make contact with you
From events providers where Clover HR has participated as an expert in an event they are running ensuring they have provided you with a privacy notice related to the event and passed your details on to us so we might follow up with you

Clover HR maintains Data Processing Agreements with all third-party Marketing services providers where personal data is being collected and processed on Clover HR’s behalf.

What we use your personal data for and the lawful basis

If you are not a client, and not in negotiation with us to become a client and haven’t attended a training we have put on, we will collect your consent (UK GDPR Article 6.1(a)) to send you information about Clover HR and our services
Based on your consent we will add you to the Clover HR marketing list to send you our newsletter and relevant materials including our latest news, blogs, updates, event details, and any offers we may be running
It is our legitimate interest (UK GDPR Article 6.1(f)) to grow our business and we will compile a list of people to identify if you are a relevant contact in an organisation we are targeting from publicly available information on websites and social media accounts
To request referral to other relevant marketing contacts you may have awareness of where you have gained their permission
We are legally obliged under the UK GDPR Articles 13-23 to identify you in our data lists and take any required actions where we have received a data subject rights request from you
We have a legitimate interest (UK GDPR Article 6.1(f)) to ask you if we can use your personal data in promotional collateral and material as still images or videos where we have either sought your permission to do so or you have verbally agreed have an ad hoc photo taken or to participate in an on-camera interview at a Clover HR event you may be attending (you may also appear in the background and be recognisable)
To help us improve upon previous marketing work and activities we will rely on our legitimate interest as a controller (UK GDPR Article 6.1(f))

Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our business, including our products and services, we will ask for your consent to use your personal data.

Wherever possible, we aim to obtain your explicit consent to process this information, for example, we ask you to agree to our use of non-essential cookies when you access our website.

If you have given us explicit permission to do so, we may from time to time pass your name and contact information to selected associates whom we consider may provide services or products you would find useful.

If you no longer want to receive marketing communications from us, you can unsubscribe from our mailing list at any time by please clicking the unsubscribe link, at the bottom of our emails or by emailing privacymanager@cloverhr.co.uk detailing your name and email address and indicating that this is in relation to the unsubscribing.

How long we keep your personal data

When you are already a Clover HR client or have been a Clover HR client in the past, we will keep your personal data for at least 6 years.

Where you are a prospective client, if you have provided consent for us to use your information for our Marketing work, we will retain your information until you have not interacted with us for at least 2 years at the time we conduct our annual audit of our Marketing lists or until you withdraw that consent, whichever is earliest.

Also, if we are confident that you no longer wish to receive emails from us, we will take you off our mailing list and delete your information. You may withdraw your consent at any time.

Suppliers

What personal data do we collect?

The type of personal information we collect from you will depend on the product or service you are supplying to us and the context in which we interact with you. In general, this will include, but is not limited to:

Name and job title
Contact information including the company/organisation you work for, telephone numbers and email addresses, where provided
Payment information
Information that you provide to us as part of scoping or providing services to us
Relevant information as required by any applicable Know Your Client and/or Anti-Money Laundering regulations (which may include request for identity information such as passports and information collected from publicly available sources e.g. Companies House)

How we collect your personal data

We have gathered your information in one or more of the following ways (the list is non-exclusive):

When you have approached us to become supplier
An industry or business event we are both attending
When you or the organisation you work for has submitted a proposal to become a supplier and/or entered into a contract of work with us
Where it is given to us by one of our business partners or related associates or employees
Publicly facing websites including social media during our review of applicability to provide a service to us
When you communicate with us or submit information via our website
Referral from an organisation you already act as a supplier

What we use your personal data for and the lawful basis

We use your personal data in the context of you or the organisation you work for and is providing a service to us which is . Personal data will be used for the following purposes (the list is non-exhaustive):

Review your applicability to provide your services to us
Conduct business operations with you
Request feedback from you
Conduct Equality, Diversity and Inclusion monitoring activities
Resolve queries or complaints
Provide you access to digital or physical infrastructure as appropriate
Prevent or detect fraud or money laundering including fraudulent payments
Establish, defend, or enforce legal claims or regulatory investigations
Contact you to agree on a contract or a purchase order with you
Process the payment of invoices, expense claims or relevant claims

Processing your (“Data Subject”) personal data is necessary for the performance of a contract to which you are a party, or in order to take steps at the request of the Data Subject prior to entering into a contract.

How long we keep your personal data

We will only keep personal information for as long as it is needed to fulfil the purpose for which it was collected.

Recruitment

What personal data do we collect?

Where you have applied for a job or work experience with us we will collect the following personal data. This list is non-exclusive:

Contact details such as name, title, addresses, telephone numbers, and personal email addresses
Preferred method of contact
Copies of driving licence, passport, birth certificates and proof of current address, such as bank statements and council tax bills
Notice period, preferred start date,
Evidence of how you meet the requirements of the job, such as application forms, CVs, covering letters, references, assessment outputs, employment history, academic qualifications/history, professional training/certifications, skills, and work experience or internships
Evidence of your current and/or future work eligibility status, immigration status, including visa type, and visa expiry date
Diversity and equal opportunities monitoring information – this can include information about your race or ethnicity, religious beliefs, sexual orientation, disability and other ‘special category data’ information about your health, including any medical needs or conditions
Other information required for some applications
If you contact us regarding your application, a record of that correspondence including, but not limited to, the content and attachments of emails
Details of your use of our recruitment tools and services, such as your candidate profile, the source of your application, the date/time, the role(s) you applied for, salary history/expectations, alerts for vacancies, the status of your application and updates on how it moves forward
Derived data about you, that is, data that includes our staff’s opinion of you such as, but not limited, to the stages you complete of the recruitment process and those you do not, records of interviews, interview notes/feedback, assessment feedback, rejection stage, rejection reason, and job offer details

We may also collect, store and use the “special categories” of more sensitive personal information including, but not limited to:

Information about your physical or mental health, or disability status
Information about your health and medical conditions for health and safety reporting purposes
Criminal records information
Personal information related to the Equality Act 2010 inclusive of data known as ‘Protected Characteristics’ (age, disability, gender reassignment, marriage or civil partnership (in employment only), pregnancy and maternity, race, religion or belief, sex, sexual orientation)
Personal information related to our internal equality and diversity monitoring policy (geographical location, organisation, socio-economic class, caring responsibilities, educational background)

How we collect your personal data

We have gathered your personal data in one or more of the following ways:

Via publicly available sources such as social media, where we have identified you as an individual we would like to approach as a good fit for employment, work experience or internship at Clover HR
From a reference of a sectoral relevant individual where they have gained permission from you to be introduced to us
From a current or former employee where they hold a previously established relationship with you and sharing your personal information with Clover HR would not be unexpected
From yourself via a recruitment web advert we have developed which may also mean we have received your personal data via a recruitment platform or website
From a recruiter, recruitment agency or other applicant tracking system or recruitment website
From yourself where you have responded to an advert on our website, completed our contact us page on our website or sent an unsolicited prospective email to us
From publicly available websites and social media platforms
From former employers and people named by candidates as references
Where relevant, the Disclosure and Barring Service (DBS)

What we use your personal data for and the lawful basis

We use your personal data in the recruitment process for employment or work experience at Clover HR in the following ways:

To reply to you about the position you have applied for or inquired about
To approach you as a good fit for employment or work experience
To check you are the right candidate for the role
To move your application forward including making changes in applicant tracking systems or dedicated recruitment-based software and websites
To receive a reference from a sectoral relevant individual where they have gained permission from you to be introduced to us
To send you notifications for other job, work experience or maybe internship vacancies
To inform you about the status of your application
To gain your permission to retain your personal data for longer than statutory requirements where you have not been successful but we would like the opportunity to invite you to apply again in the future or notify you about upcoming roles that might be suitable

Please be reassured that Clover HR limits access to your recruitment personal data to those who have a genuine need to access it:

the recruiting manager for the role in question
interviewers/assessment reviewers for the role in question
the director of the team where the role in question sits
the director of finance and resources who has final authority for appointment (note that there may be overlap between the people in those positions)

We maintain a reserve list of candidates who met our requirements but were not successful in securing the specific post they applied for. We’ll ask for your permission to be added to this list. We will refer to the list when other roles are advertised and will contact you if you match the role. We will ask for your permission before putting you forward for the role.

If you are successfully recruited, we will upload your details to our digital systems. We will also share your data for statistical analysis (it will be anonymised first) if we are required to do so by law – for example, by court order, or to prevent fraud or other crime.

For the purposes of reporting on and improving the effectiveness and efficiency of our recruitment systems and processes, we may retain a handful of personal data points about you (the source of your application, the stage you reached in the process, and the overall reason you were rejected), however, none of these data points are personally traceable to you.

We process personal data throughout the recruitment application process based on different legal bases:

Contract: Processing your data is necessary to move your application forward before signing a contract of work. This concerns employment or pre-employment checks.
Legal: Complying with applicable law with regard to personal data necessary to satisfy our legal and regulatory obligations, including with regard to public health and workplace safety, entitlement to work and when applicable security checks.
Legitimate Interest: Evaluating your application and to manage our relationship with you, to ensure that we recruit appropriate employees, and to evaluate and maintain the efficacy of our recruiting process more generally. We will also process your personal data to invite you to participate in projects which may be, or similar to, surveys, questionnaires, events, interviews or other research projects where the work we are conducting is for societal benefit.

How long we keep your personal data

We will only keep personal information for as long as it is needed to fulfil the purpose for which it was collected.

We will store your information for the duration of the recruitment process. Where you have not been successful, we shall retain your personal data for up to 6 months in accordance with the UK Limitation Act 1980. We will only retain your personal data longer than 6 months where we have gained your permission to do so.

If you have been successful in the recruitment process, we will provide you with an Employee Privacy Notice outlining the retention period of your personal information.

Website

What personal data do we collect?

When you visit our website, we will collect the following information about you:

Information about the device used to access our website, your visits and use of the website including your IP address, internet log information, location, browser type and version, referrer and activity, and details of visitor behaviour patterns
We record your activity and preferences when visiting our website through the use of cookies (see the section on “Cookies” below)
IP address, operating system and browser information

How we collect your personal data

We collect data about you from your device and via third-party website analytics services such as Google Analytics and cookies (see section on Cookies below) when you visit our website. We do not make, and do not allow our Google Analytics settings to make any attempt to find out the identities of those visiting our website.

What we use your personal data for and the lawful basis

The personal information we collect when you visit our website goes toward helping us:

Monitor the website and keep it secure, it helps us understand how we might improve the website through numbers of visits, visitor patterns and behaviour
Promote and develop services and grow our organisation
Run our organisation, provide administration and IT services, ensure network security, and prevent fraud
To keep our website updated and relevant, to develop our organisation, and to inform our marketing strategies
To add you to Marketing activities contact lists where you have indicated your consent for us to do so
Answer any enquiries you submit to us via the website inclusive of information submitted requesting a Clover HR employee be a speaker at an industry related event

We process the personal data of visitors to our website based on our legitimate interest as the data controller.

Cookies we use tell us how you use the site and what pages you have visited. We request your consent for the use of cookies when you first visit our website. You can opt to refuse cookies that are not necessary, and you are able to update cookie collection preferences through browser settings (see the section on “Cookies” below).

How long we keep your personal data

We will only keep personal information for as long as it is needed to fulfil the purpose for which it was collected.

Depending on your reason for visiting the website and how you decide to interact with our website will determine the amount of time we retain your personal information outlined above. You are able to delete Cookies (see the section on “Cookies” below).

Use of Artificial Intelligence (AI)

Clover HR does not use any AI when it processes your personal data and maintains a strict policy that it will never add any of your personal data to any AI models and will not allow any AI systems to train on your personal data.

Where there is a legitimate purpose for the use of AI using your personal data within its operations Clover HR will make direct contact with you within a reasonable period of time and update this privacy notice so that it remains accountable to any changes of use of your personal data.

Automated decisions made using your personal data

Other than when Clover HR may be using a recruitment software in which criteria has been specified within the software to make a decision based on specific information as a way to qualify potential recruitment candidates for suitability for a role we are advertising, or we are using a similar technical system on behalf of a client, Clover HR does not make any automated decisions using your personal data.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with professional services). In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.

Children’s data

Clover HR does not collect or use any children’s data for any reason.

Data sharing and international data transfers

Your personal data will be stored with specific third-party services for the minimum period necessary to perform activities with your personal data.

Where appropriate, we may share your personal information with our professional advisers including our lawyers and auditors, project partners, industry experts, and local and central government departments where it is strictly necessary. It is also possible that we may be required to share your data to comply with applicable laws or with valid legal processes, such as in response to a court order.

Whenever we transfer your personal data out of the UK, we work toward ensuring a similar degree of protection afforded to you were the data based in the UK by implementing one or more following contractual, technical or organisational safeguards:

Having the default data location based in countries that have been deemed to provide an adequate level of protection for personal data by the UK (the UK also recognises the European Commission list of adequate countries. For further details, see European Commission: Adequacy of the protection of Personal Data in non-EU countries)
Specific contracts/agreements approved by the UK which give personal data the same protection it has in the UK. For further details, see UK International Data Transfer Agreements. We will also assess in-country standards as part of this process
Specific agreements may also include non-disclosure, data processing and memorandum of understanding
Implementation of further security measures including multi-factor authentication and providing a virtual desktop via a virtual private network (VPN) for access to sensitive information

Cookies

As you interact with our website, we automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies to enhance your experience of our website.

Our website uses cookies for collecting user information which may include IP address, operating system, and browser information. We use persistent cookies to track returning visitors. They expire after 12 months and enable us to compare website traffic from month to month.

Cookies are text files, which identify a user’s computer to our servers. Cookies in themselves do not identify the individual user, just the computer used. You can learn more about cookies by visiting http://www.allaboutcookies.org/.

You can manage and delete cookies through your web browser. Each browser manages cookies differently, but you can learn more about cookie settings in the most common browsers using the links below:

You can also prevent your data from being used by Google Analytics by using the Google Opt-out Browser Add-on, available at this link.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy notice applies only to the Clover HR website and Clover HR services. When you visit other websites, please refer to their privacy notice(s).

Your data protection rights

You have the following rights in respect of your personal data:

Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances including where we are processing your data based on consent.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at privacymanager@cloverhr.co.uk if you wish to make a request.

Complaints

You have the right to complain if you consider that we have not complied with the data protection law when handling your Personal Data. We will acknowledge receipt of your complaint within 30 days, investigate the matter without undue delay, and keep you informed of the progress and outcome. If you wish to complain please use the contact details given below under “How to contact us and our Data Protection Officer”. We will do our best to resolve the matter to your satisfaction.

If you are not satisfied with the outcome of your complaint, you can complain with the relevant supervisory authority. The supervisory authority in the UK is the Information Commission who can be contacted online at:

Or by telephone on 0303 123 1113

For supervisory authorities in other countries within the EU see the link below:

https://edpb.europa.eu/about-edpb/about-edpb/members_en

This privacy notice was last updated in June 2026.