Privacy Policy

Last updated · May 2026

Aspen HR is committed to protecting your personal information and being transparent about how it is used. This policy explains what data we collect, why we collect it and your rights under UK data protection law.

Who we are

Aspen HR is operated by Claire Nolan, a sole trader. For the purposes of UK data protection law, Claire Nolan (trading as Aspen HR) is the data controller for any personal information you share with us.

You can contact us by email at claire@aspenhr.co.uk.

What personal data we collect

When you get in touch with us — whether through the contact form on this website, by email or by any other means — we may collect:

Your name
Your email address
Your phone number (if provided)
The name and nature of your business
Any other information you choose to share in your message

If you become a client, we may also hold additional information necessary to deliver our services, including details about your employees and HR matters. Any such information is shared directly with us as part of our working relationship.

How we use your information

We use your personal data to:

Respond to your enquiry and discuss how we might be able to help
Provide HR and administrative support services where we have agreed to work together
Manage our ongoing working relationship, including invoicing and communication
Meet any legal or regulatory obligations that apply to us

Legal basis for processing

We process your personal data on the following legal grounds:

Legitimate interests — when responding to an initial enquiry, we have a legitimate interest in being able to communicate with potential clients
Contract performance — where we are providing services to you under an agreement
Legal obligation — where we are required to retain certain information to comply with UK law (for example, for tax and accounting purposes)

How long we keep your data

If you get in touch but we do not go on to work together, we will retain your contact details for up to 12 months before securely deleting them.

If you become a client, we will keep records relating to our engagement for up to 6 years following the end of our working relationship. This is in line with HMRC record-keeping requirements.

Who we share your data with

We do not sell or share your personal information with third parties for marketing purposes.

We may share data with trusted service providers that help us run our business — for example, email and document software. These providers only process data on our behalf and are required to handle it securely.

We may also disclose information where required to do so by law.

Keeping your data secure

We take reasonable steps to protect your personal information from loss, misuse or unauthorised access. Communications are handled via secure email, and documents are stored using reputable cloud-based tools with appropriate security controls.

Your rights

Under UK GDPR, you have the right to:

Access the personal data we hold about you
Request that inaccurate data is corrected
Ask us to delete your data (subject to any legal obligations to retain it)
Restrict how we use your data in certain circumstances
Object to processing based on legitimate interests
Request a copy of your data in a portable format

To exercise any of these rights, please contact us at claire@aspenhr.co.uk. We will respond within one month.

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

Cookies

This website may use essential cookies to ensure it functions correctly. We do not use tracking or advertising cookies. If this changes, we will update this policy and ask for your consent where required.

Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated date at the top.

If you have any questions about this policy, please get in touch at claire@aspenhr.co.uk.