Hartman HR and Mediation Ltd
Privacy Policy

Last updated: 22 August 2026

Hartman HR and Mediation Ltd (“we”, “us”, “our”) is committed to protecting the privacy and security of your personal data. This policy explains what personal data we collect, why we collect it, how we use it, who we share it with, how long we keep it, and the rights you have over it. It applies to visitors to our website and to individuals involved in the HR, mediation and investigation services we provide.

Data controller. Hartman HR and Mediation Ltd, registered in England and Wales, company number 16154747, is the data controller for the personal data described in this policy.

You can view our Information Commissioner’s Office (ICO) registration certificate on our website.

1. Who to contact about your data
   

We do not employ a formal Data Protection Officer, as one is not required for the size and nature of our business. Instead, all data protection queries, requests and concerns should be directed to:

Laura Hartman, Founder and Director
Email: Laura@Hartman-HR-and-Mediation.co.uk
Telephone (including WhatsApp): 07359 974613

If you are unhappy with how we have handled your personal data, you also have the right to complain to the ICO at ico.org.uk or by calling 0303 123 1113.

2. What personal data we collect
   

Website visitors: when you browse our website we may collect technical information (such as your IP address, browser type and pages visited) via cookies and similar technologies, as set out in Section 7 below.

Contact form enquiries: when you use our contact form we collect your name, email address, and the content of your message, so that we can respond to you.

Clients and mediation participants: for HR consultancy, mediation and investigation work we typically collect your name, job title, work email address and employer, along with any information you or your organisation share with us that is relevant to the matter (which may include sensitive information disclosed as part of a mediation or investigation).

We do not collect more information than we need, and we will always be clear with you if we ask for something beyond what is described above.

3. How we use your data and our legal basis
   

We only use personal data where we have a lawful basis to do so under the UK GDPR:

Operating and improving our website (technical/usage data via cookies) — legitimate interests, or consent for non-essential cookies.
Responding to contact form enquiries (name, email, message content) — legitimate interests, or steps taken at your request prior to entering a contract.
Delivering HR, mediation and investigation services (name, job title, work contact details, matter-related information) — performance of a contract, and legitimate interests in providing effective mediation/HR services.
Meeting legal and regulatory obligations (client and case records) — legal obligation.
Where we rely on legitimate interests, we have considered that this processing is proportionate, does not override your rights, and is necessary for the effective running of our website and services. Where we rely on consent (for example, for non-essential cookies), you may withdraw that consent at any time, as described in Section 7.

4. Who we share your data with
   

We do not sell your personal data. We may share it with the following categories of recipient, only where necessary:

IT and website service providers who host our website and process enquiries on our behalf, under appropriate data processing agreements.
Professional advisers (such as our accountant or insurer) where necessary for the running of our business.
Other parties to a mediation, but only where you have agreed to this as part of the mediation process, and only to the extent agreed.
Regulators, courts or law enforcement, where we are legally required to do so.
Our website may contain links to, or embedded content from, third-party sites such as LinkedIn or WhatsApp. We are not responsible for the privacy practices of these third parties, and we encourage you to review their own privacy policies.

We do not transfer personal data outside the UK. If this changes, we will update this policy and ensure appropriate safeguards are in place.

5. How long we keep your data
   

Website cookies: as set out in our cookie list (Section 7); generally no longer than 24 months.
Contact form enquiries that do not lead to further work: 3 months from the date of your enquiry, then deleted.
Client and case records (HR, mediation, investigation): 1 Month to allow time for client to save copies

We do not keep personal data indefinitely by default. We delete it once it is no longer needed. If you would like your data deleted sooner, please contact us using the details in Section 1 and we will consider your request in line with Section 6 below.

6. Your rights
   

Under the UK GDPR, you have the following rights in relation to your personal data. To exercise any of these rights, contact us using the details in Section 1.

Right to be informed — to know how and why we use your personal data (this policy).
Right of access — to ask us for a copy of the personal data we hold about you.
Right to rectification — to ask us to correct inaccurate or incomplete data.
Right to erasure — to ask us to delete your personal data, where there is no overriding reason for us to keep it.
Right to restrict processing — to ask us to limit how we use your data in certain circumstances.
Right to data portability — to ask us to provide your data in a portable format, or transfer it to another organisation, where processing is based on consent or contract and carried out by automated means.
Right to object — to object to processing based on legitimate interests, including profiling.
Rights related to automated decision-making — we do not carry out automated decision-making or profiling that produces legal or similarly significant effects on you.
Some rights are not absolute and may not apply in every case — for example, we may need to retain certain mediation or client records to comply with a legal obligation, to establish or defend legal claims, or because other parties to a mediation have a legitimate interest in the record being kept. Where we cannot fulfil a request, we will explain why.

7. Cookies
   

Cookies are small text files placed on your device to collect standard internet log information and visitor behaviour information. We use the following categories of cookies:

Functional (essential) — required for the website to operate correctly. Duration: session.
Preferences — remember your settings and choices. Duration: up to 12 months.
Statistics — help us understand how visitors use the site, so we can improve it. Duration: up to 24 months.
Marketing — only used where you have given consent. Duration: up to 24 months.
You can accept, reject or manage non-essential cookies using the consent banner on our website at any time. You can also set your browser to refuse cookies; further general information is available at www.allaboutcookies.org. Blocking some cookies may affect how parts of the website function.

Some pages may embed content from other websites (for example, LinkedIn). This behaves in the same way as if you had visited the other website directly, and that website may collect data about you, use cookies, and monitor your interaction with the embedded content. We do not control this and recommend reviewing the relevant third party’s own privacy policy.

9. Keeping your data secure

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or alteration, including restricting access to personal data to those who need it, and using reputable, secure third-party providers to host our website and communications.

10. Changes to this policy

We may update this policy from time to time, for example to reflect changes in the law or in how we operate. The “last updated” date at the top of this page shows when it was last revised. We encourage you to check this page periodically.

11. Contact us

If you have any questions about this policy or how we handle your personal data, please contact:

Laura Hartman, Hartman HR and Mediation Ltd
Email: Laura@Hartman-HR-and-Mediation.co.uk
Telephone (including WhatsApp): 07359 974613