How HR Solved collects, uses, and protects your personal information
Reference: HRS-POL-PRIVACY-280626 · Version 3.0 · 28 June 2026
This Privacy Policy explains how HR Solved (“we”, “us”, or “our”) collects, uses, stores, and protects personal information when you visit hr-solved.uk, use our Workplace Issues Advisor chatbot, or otherwise use our services (the “Services”).
If you do not agree with this policy, please do not use our Services. If you have any questions, contact us at daniel@hr-solved.uk.
1. Who we are
HR Solved is the trading name of Solutions to Suit, a UK sole trader operated by Daniel White. HR Solved provides employment relations process guidance and AI-assisted decision support to UK businesses. We are not a law firm and do not provide legal advice.
2. Summary
- We collect account information (name, email, job title, employer name, phone number) and, where you use the Workplace Issues Advisor, case information about your own employees, which may include sensitive categories such as health data.
- Your chatbot interactions provide guidance, not decisions. You always remain responsible for the decisions you make about your own employees.
- If you are a subscriber, your case data is stored in a dedicated, access-restricted area that only you can see, unless you specifically ask us to look at it with you.
- We keep case data for 12 months after your account closes, then delete it, unless you ask us to delete it sooner.
- You have rights over your data, including access, correction, and erasure. Contact daniel@hr-solved.uk to exercise these.
3. What information we collect
3.1 Information you give us
When you register for an account or contact us, we collect your name, email address, job title, employer name, and phone number.
3.2 Case information (Workplace Issues Advisor)
When you use the Workplace Issues Advisor chatbot to work through an employment relations issue, we process the information you provide about that case. This will usually relate to one of your own employees and may include sensitive information such as health data, disciplinary history, or protected characteristics, where relevant to the situation you describe.
| Important: who decides. The Workplace Issues Advisor gives you guidance, relevant law, and a typical range of action – it does not make a decision about your employee, and it does not tell you what to do. You review its output and apply your own judgement before taking any action. You, not HR Solved, are responsible for the decision you make and for complying with your obligations as an employer, including your obligations under data protection law to your own employee. |
Before using the chatbot for a live case, you will be asked to confirm your understanding of this each time you start a new case, not just once at sign-up.
3.3 Payment data
Payment processing is handled entirely by Stripe. We do not store your full card details. See Stripe’s privacy notice at https://stripe.com/gb/legal/dpa.
3.4 Information collected automatically
Like most websites, we automatically collect technical information such as your IP address, browser type, device information, and pages visited, primarily to keep our Services secure and working properly.
4. How we store your case data
If you are a subscriber, your case data is stored in a dedicated, individually created data area that only your account can access. No other subscriber can see your data, and your data is never mixed with another subscriber’s.
| Daniel’s own access. Daniel White does not routinely access subscriber case data. He accesses it only when you specifically ask him to – for example, when you request a consultation or a review of a case. Each time this happens, we log when it happened, what was reviewed, and why, so there is always a clear record tied to your own request. |
5. How we use your information
- To provide the Workplace Issues Advisor and other Services you request.
- To create and manage your account.
- To respond to your enquiries and provide support.
- To send you service-related communications, and marketing communications where you have consented to receive them.
- To comply with our own legal and regulatory obligations.
6. Our legal basis for processing
We rely on performance of a contract to provide you with the Services you sign up for, your consent where you have given it (for example, for marketing emails, which you can withdraw at any time), and our legal obligations where applicable.
Where you use the Workplace Issues Advisor to discuss a case involving your own employee, you remain the data controller for your employee’s personal data; we act as a data processor on your instructions. You are responsible for establishing your own lawful basis, including an Article 9 condition where the case involves special category data such as health information.
7. Automated decision-making
We do not use the Workplace Issues Advisor, or any other part of our Services, to make decisions about you or your employees by automated means with legal or similarly significant effects. Every output is guidance for you to review; the decision and the action taken are always yours.
8. Who we share your information with
We share information with the following categories of third party, each bound by a contract that limits their use of your data to the purpose we specify:
- AI service providers (currently Anthropic, which powers the Workplace Issues Advisor chatbot)
- Cloud and data storage providers (currently Google Workspace)
- Payment processing (Stripe)
- Email and communications tools (currently MailerLite)
We do not sell your personal information, and we do not share it with third parties for their own independent marketing purposes.
9. How long we keep your information
| Retention period: We retain your case data for 12 months after your subscription ends, after which it is permanently deleted. We keep this data for this period so that, if you return to HR Solved, your historical case records are still available to you. You can ask us to delete your case data sooner at any time by emailing daniel@hr-solved.uk. |
We retain basic account and billing information for as long as your account is active, plus any further period required by law (currently up to 6 years for financial records).
10. How we keep your information safe
- Access to your data area requires authentication; it is not shared with or visible to other subscribers.
- Two-factor authentication is used on the accounts that administer subscriber data.
- We do not export your personal data to unmanaged devices or storage as a matter of routine practice.
No method of storage or transmission is 100% secure. We use reasonable and proportionate measures appropriate to a business of our size, and we review these as we grow.
11. Your rights
Under UK GDPR, you have the right to:
- Request access to the personal information we hold about you.
- Request correction of inaccurate information.
- Request erasure of your information, including case data, ahead of the standard retention period.
- Object to or restrict certain processing.
- Withdraw consent at any time, where we rely on consent.
- Complain to the ICO if you believe we have not handled your data lawfully: https://ico.org.uk/make-a-complaint/.
To exercise any of these rights, email daniel@hr-solved.uk. We will respond within one calendar month, as required by UK GDPR.
| If a request concerns your employee’s data: Where a request relates to case data about your own employee rather than your own account, you remain the data controller for that data. We will assist you in locating and providing the relevant information, but the employee’s request should generally be directed to you as their employer in the first instance. |
12. Cookies
We use cookies to keep our website secure and working properly, and, where you consent, for analytics. You can control cookies through your browser settings; doing so may affect some site functionality.
13. Children
Our Services are intended for business use by adults acting in a professional capacity. We do not knowingly collect data from individuals under 18.
14. Changes to this policy
We may update this policy from time to time. The “Last updated” date at the top will always reflect the current version. We encourage you to review it periodically.
15. Contact us
HR Solved
Data Protection Officer: Daniel White
Rugby, Warwickshire, UK
Email: daniel@hr-solved.uk