Last Updated: November 2025
Foundations First HR ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our services or visit our website.
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Your Rights: You have important rights under data protection law. Please read this policy carefully to understand how we handle your information.
For the purposes of data protection law, the data controller is Katie Poniatowska, trading as:
Business Name: Foundations First HR
Email: hello@foundationsfirsthr.co.uk
Phone: 07920642438
Address: Bristol, United Kingdom
We may share your information with trusted third parties who help us operate our business:
All third-party providers are contractually bound to protect your data and use it only for the purposes we specify.
We may disclose your information if required by law, court order, or government request, or to protect our legal rights.
If we are acquired, merge with another company, or sell our assets, your information may be transferred to the new owner. We will notify you of any such change.
We will NEVER:
We retain your personal information for as long as necessary to provide services and comply with legal obligations:
| Information Type | Retention Period |
|---|---|
| Client contact information | 7 years after last service (tax/accounting requirements) |
| Contract and service records | 7 years after service completion (legal requirements) |
| Payment and invoice records | 7 years (HMRC requirements) |
| Marketing consent records | Until consent is withdrawn |
| Inquiry information (no service purchased) | 2 years from last contact |
| Website analytics data | 14 months |
After retention periods expire, we securely delete or anonymise your information.
We implement appropriate technical and organisational measures to protect your personal data:
Important: While we take security seriously, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your information.
Under UK GDPR, you have the following rights:
Right to Access
Request a copy of the personal data we hold about you
Right to Rectification
Request correction of inaccurate or incomplete data
Right to Erasure ("Right to be Forgotten")
Request deletion of your personal data (subject to legal retention requirements)
Right to Restrict Processing
Request limitation on how we use your data
Right to Data Portability
Receive your data in a structured, machine-readable format
Right to Object
Object to processing based on legitimate interests or for marketing purposes
Right to Withdraw Consent
Withdraw consent for processing where consent is the legal basis
Right to Complain
Lodge a complaint with the Information Commissioner's Office (ICO)
To exercise any of these rights, contact us at:
Email: hello@foundationsfirsthr.co.uk
Subject Line: "Data Protection Rights Request"
We will respond to your request within one month. If your request is complex, we may extend this by two additional months and will notify you.
Cookies are small text files stored on your device when you visit our website. They help us provide a better user experience.
You can control cookies through your browser settings. Note that disabling cookies may affect website functionality.
Learn more about managing cookies:
• Chrome • Firefox • Safari • Edge
We primarily store and process data within the UK. However, some of our service providers (e.g., cloud storage, email services) may process data outside the UK/EEA.
When we transfer data internationally, we ensure adequate protection through:
Our services are not directed at children under 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.
We will only send marketing communications if you have given consent or if you are an existing client (soft opt-in for similar services).
We may occasionally contact existing clients about relevant service updates or new HR resources. You can opt out of these communications at any time by emailing hello@foundationsfirsthr.co.uk with “Unsubscribe” in the subject line.
Note: You will continue to receive service-related communications (e.g., invoices, service updates) even if you unsubscribe from communications.
In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will:
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make changes:
We encourage you to review this policy periodically.
If you have questions about this Privacy Policy or how we handle your data, please contact us:
Email: hello@foundationsfirsthr.co.uk
Phone: 07920642438
Address: Bristol, United Kingdom
We are not currently required to pay a data protection fee to the ICO, as our data processing activities fall within the exemption categories. If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office:
Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk
Last Updated: November 2025