Privacy policy

Last updated: July 2026

Our Commitment to Privacy

When you engage with Clarity HR Studio, you trust us with your information. We take that responsibility seriously. We collect only what we need, we protect it carefully, and we are transparent about how it is used.

1. Who We Are

Clarity HR Studio is a trading name operated by Clarity HR Studio Ltd, a business providing HR document templates and bespoke HR consultancy services to businesses across England and Wales.

We are registered with the Information Commissioner's Office (ICO) as a data controller.

• Email: hello@clarityhrstudio.co.uk
• Website: clarityhrstudio.co.uk
• ICO Registration Number: C1976396

2. The Roles We Play

Data Controller (our website, templates and marketing): We control the data you provide when you browse our website, place an order, make an enquiry, or subscribe to our mailing list. We determine the purpose and means of processing.

Data Processor (bespoke client engagements): When you engage our HR consultancy services and share employee data with us, we process that information on your behalf and under your instructions. We will only use employee data for the purpose you have engaged us for. Where required, we will enter into a Data Processing Agreement (DPA) with you.

3. The Personal Data We Collect

Depending on how you interact with us, we may collect:

• Contact details: name, email address, phone number, job title, and business name.
• Account and purchase details: billing address, items purchased, order history, invoices and receipts.
• Communications: emails, messages, enquiries, and notes from consultancy calls or meetings.
• Marketing preferences: what you subscribe to and your consent choices.
• Website usage and cookies: IP address, device/browser information, pages viewed.
• Employee information (bespoke clients only): personal data about your employees shared for HR advice purposes only.

4. How We Collect It

• Directly from you: via our website checkout, enquiry forms, email, or telephone.
• Automatically: via our website and cookies when you browse.
• From third-party tools: payment processors and email platforms share only the minimum data necessary.

5. Why We Use Your Data — Lawful Bases (UK GDPR)

• Contract (Article 6(1)(b)): to process your order, deliver digital downloads, and provide booked consultancy services.
• Legal obligation (Article 6(1)(c)): to comply with HMRC financial record-keeping requirements (6-year retention).
• Legitimate interests (Article 6(1)(f)): to respond to enquiries, run and improve our business, and prevent fraud.
• Consent (Article 6(1)(a)): for optional marketing emails and non-essential cookies. You may withdraw consent at any time.

6. How We Use Your Data

• To fulfil your order and deliver digital products.
• To provide bespoke HR consultancy services.
• To send order confirmations, receipts, and service communications.
• To send marketing emails (opted-in subscribers only — unsubscribe at any time).
• To respond to enquiries and provide customer support.
• To improve our website and services using analytics.

7. Who We Share Your Data With

We share data only where necessary with trusted third-party service providers:

• Shopify Inc. — our e-commerce platform.
• Sky Pilot — our digital file delivery application.
• Shopify Payments and PayPal — for secure payment processing. We do not store card details.
• Calendly — for booking consultancy appointments.
• Email marketing platform — for newsletters and marketing emails to opted-in subscribers.

We do not sell your personal data to any third party.

8. International Transfers

Some third-party providers may process data outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement (IDTA) or UK Addendum to the EU Standard Contractual Clauses (UK SCCs).

9. How Long We Keep Your Data

• Client and financial records: 6 years (HMRC obligations).
• Consultancy records: 6 years from the date the engagement concludes.
• General enquiries with no resulting order: up to 12 months.
• Marketing contacts: until you unsubscribe or following 24 months of inactivity.

10. Security

We use appropriate technical and organisational measures to protect your personal data, including access controls, secure disposal practices, and limited access. Our third-party providers maintain equivalent standards. In the event of a data breach, we will notify you and the ICO where required by law.

11. Cookies

Our website uses cookies to enable core functionality and understand how our site is used. Where consent is required, we will ask before placing non-essential cookies. You may manage consent at any time through your browser settings.

12. Third-Party Links

Our website may contain links to third-party websites with their own privacy policies. We are not responsible for their content or practices.

13. Children

Our services are intended for business owners and HR professionals and are not directed at children under the age of 13.

14. Your Rights Under UK GDPR

• Right of access: to request a copy of the data we hold about you.
• Right to rectification: to ask us to correct inaccurate data.
• Right to erasure: to ask us to delete your data where applicable.
• Right to restrict processing: to limit how we use your data.
• Right to object: including to legitimate interests processing or direct marketing.
• Right to data portability: to receive your data in a machine-readable format.
• Right to withdraw consent: at any time, without affecting prior lawful processing.
• Right to complain to the ICO: if you are unhappy with how we have handled your data.

To exercise any of these rights, contact us at hello@clarityhrstudio.co.uk. We will respond within one calendar month.

15. How to Make a Complaint

If you are unhappy with how we have handled your data, please contact us first. You also have the right to complain to the ICO:

• Website: ico.org.uk/make-a-complaint
• Telephone: 0303 123 1113