Privacy Policy

Iceberg HR Solutions is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, disclose, and protect personal data when you interact with our online platform, engage with our services, or communicate with us. As a human resources consulting and recruitment firm, we handle sensitive information with the utmost care and in compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

1. Information We Collect

We collect various types of information, including personal data, to provide and improve our HR consulting and recruitment services.

• Information You Provide Directly: This includes data you submit when inquiring about our services, applying for positions, creating an account, or communicating with us. This may include:
  • Personal identifiers (e.g., name, address, email address, phone number, date of birth).
  • Professional or employment-related information (e.g., resume/CV, cover letter, work history, educational background, professional licenses, skills, salary expectations).
  • Financial information (e.g., bank details for payroll, only when necessary for service delivery and with explicit consent).
  • Sensitive personal data (e.g., health information for accommodations, diversity data for reporting purposes) collected only with explicit consent and for specific, lawful purposes.
• Information We Collect Automatically: When you visit our site, we may automatically collect certain information from your device, including:
  • IP address, browser type, operating system.
  • Pages viewed, time spent on pages, referral sources.
  • Cookies and similar tracking technologies (please refer to our Cookie Policy for more details).
• Information from Third Parties: We may receive information about you from other sources, such as:
  • Professional networking sites (e.g., LinkedIn).
  • Recruitment partners or previous employers for references, with your explicit consent.
  • Publicly available sources.

2. How We Use Your Information

We use the information we collect for various purposes, primarily to deliver our HR consulting and recruitment services.

• Talent Acquisition: To evaluate your suitability for job opportunities, match you with client needs, and facilitate the recruitment process.
• Employee Relations & HR Strategy: To provide HR advisory services, manage employee data for clients, and develop strategic HR plans.
• Payroll Management: To process payroll, benefits, and tax deductions accurately and efficiently, only when engaged for this service.
• Training & Development: To administer training programs, track progress, and facilitate professional development.
• Communication: To respond to your inquiries, provide updates on our services, and send relevant information.
• Service Improvement: To analyze trends, understand how our site is used, and enhance the user experience and service offerings.
• Legal Compliance: To comply with legal obligations, resolve disputes, and enforce our agreements.

3. Legal Basis for Processing Personal Data (GDPR)

We process your personal data under the following legal bases:

• Consent: Where you have given explicit consent for specific processing purposes (e.g., for sensitive data, or sharing your CV with clients). You have the right to withdraw consent at any time.
• Contractual Necessity: Where processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract (e.g., to provide recruitment services or payroll management).
• Legal Obligation: Where processing is necessary for compliance with a legal obligation to which we are subject (e.g., tax, employment law, or social security obligations).
• Legitimate Interests: Where processing is necessary for our legitimate interests or those of a third party, provided these do not override your fundamental rights and freedoms (e.g., improving our services, preventing fraud, maintaining security of our systems).

4. Disclosure of Your Information

We may share your personal data with third parties in the following circumstances:

• Clients: For recruitment and staffing services, we will share your professional information (CV, qualifications, relevant experience) with prospective employers/clients, typically with your prior consent.
• Service Providers: We work with third-party service providers who assist us in operating our business (e.g., IT support, payroll processors, background check providers, HR software solutions). These third parties are contractually bound to protect your data and only process it according to our instructions.
• Legal and Regulatory Authorities: We may disclose information if required by law or in response to valid requests by public authorities (e.g., a court order, government audit).
• Business Transfers: In the event of a merger, acquisition, or asset sale, your personal data may be transferred to the acquiring entity.

5. International Data Transfers

As our operations may involve international clients or service providers, your personal data may be transferred to, and processed in, countries outside of the United Kingdom or the European Economic Area (EEA). When such transfers occur, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the European Commission or the UK Information Commissioner's Office, or through reliance on adequacy decisions, to ensure your data receives a similar level of protection.

6. Data Security

We implement robust technical and organizational security measures to protect your personal data from unauthorized access, disclosure, alteration, and destruction. These measures include encryption, access controls, secure servers, and regular security assessments. While we strive to protect your personal information, no method of transmission over the internet or method of electronic storage is 100% secure.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. The specific retention periods vary depending on the type of data and the context of its use. For example:

• Candidate data for recruitment purposes is typically retained for a reasonable period, even if not immediately successful, to consider for future opportunities, unless you request deletion.
• Data related to contractual obligations is retained for the duration of the contract plus any statutory retention periods.

8. Your Data Protection Rights (GDPR)

Under GDPR, you have the following rights regarding your personal data:

• Right to Access: You have the right to request a copy of the personal data we hold about you.
• Right to Rectification: You have the right to request correction of inaccurate or incomplete personal data.
• Right to Erasure (Right to Be Forgotten): You have the right to request the deletion of your personal data under certain conditions.
• Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data under certain conditions.
• Right to Object to Processing: You have the right to object to our processing of your personal data under certain conditions.
• Right to Data Portability: You have the right to request that we transfer the data we have collected to another organization, or directly to you, under certain conditions.
• Right to Withdraw Consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us using the details provided below. We will respond to your request within one month.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal data from a child without parental consent, we will take steps to delete that information.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the new policy on our site and updating the "last updated" date. We encourage you to review this policy periodically.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

Iceberg HR Solutions
Floors Road, UK, G76 0PB
phone: +447911837667

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been infringed.