Privacy Policy

This privacy policy explains how Elev8edHR Ltd (“we”, “us”, “our”) collects and uses personal data when you use our website and services, including our AI-powered HR assistant, Evii™

It also explains how we process personal data that you supply to us when you:

• visit our website
• create an account
• use Evii™
• download resources
• contact us
• subscribe to updates or communications

Elev8edHR Ltd is the Data Controller for the personal data you supply to us.

Our details:
Elev8edHR Ltd
Company number: 16665064
Email: hello@elev8edhr.co.uk

What personal data we collect

The personal data we collect depends on how you interact with us.

We may collect personal data when you:

• visit our website
• complete forms or sign up for an account
• download resources
• subscribe to emails or updates
• use Evii™, our AI-powered HR assistant
• engage with us for HR support services

This may include:

• name
• email address
• business name
• contact details
• login credentials
• IP address
• usage data relating to Evii
• information you choose to input into Evii

How we use your personal data

When you visit our website, we collect limited technical information such as your IP address. This information is processed anonymously to understand website usage and improve our services.

When you complete forms or create an account, we use your data to:

• provide access to our services
• deliver resources you request
• manage subscriptions and accounts
• communicate with you about our services
• provide customer support

The table below sets out how we use personal data and our legal basis for doing so under the UK GDPR and Data Protection Act 2018.

Purpose	Legal basis
Providing access to Evii™ and online services	Article 6(1)(b) – performance of a contract
Managing subscriptions and user accounts	Article 6(1)(b) – performance of a contract
Responding to enquiries and support requests	Article 6(1)(f) – legitimate interests
Sending service-related communications	Article 6(1)(f) – legitimate interests
Sending marketing communications (where opted in)	Article 6(1)(a) – consent
Improving website and service performance	Article 6(1)(f) – legitimate interests
Legal, regulatory and compliance obligations	Article 6(1)(c) – legal obligation

Use of Evii™ (AI-powered HR assistant)

Evii™ is an AI-powered HR assistant provided through the CustomGPT.ai platform. Evii™ is designed to provide HR guidance and information in a secure, transparent, and GDPR-compliant manner.

How Evii™ processes data

When you use Evii™, you may choose to input information relating to HR scenarios, workplace questions, or organisational situations. Evii™ processes this information solely to generate responses and provide guidance during your session.

Evii™:

• does not make automated decisions about individuals
• does not replace legal advice
• is intended to support informed HR decision-making

Users should avoid entering unnecessary personal data about identifiable individuals where possible.

GDPR compliance and data protection

The platform used to provide Evii™ (CustomGPT.ai) is fully compliant with UK GDPR and EU GDPR requirements. It applies strict data protection standards to safeguard user information, including:

• encryption of data in transit (SSL)
• encryption of data at rest (256-bit AES)
• strict access controls to prevent unauthorised access
• secure system architecture designed to minimise data exposure

Only the minimum data necessary to operate the service is processed.

User consent and transparency

From the point of first interaction, users are provided with clear information about how their data is processed. Where required, consent is obtained for data collection and processing in line with applicable data protection laws.

Users can manage cookie preferences and withdraw consent at any time through their browser or device settings.

Data subject rights

Users retain full rights under UK GDPR in relation to personal data processed through Evii, including the right to:

• access personal data
• request correction or deletion
• restrict or object to processing
• request data portability

Requests can be made by contacting us at [privacy@elev8edhr.co.uk]. Where Evii™-related data is processed via our AI platform provider, we will coordinate with them as required to fulfil data subject requests.

Personal data is deleted or anonymised when it is no longer required.

Third-party processing

Evii is delivered using trusted, GDPR-compliant third-party service providers that support essential services such as hosting and infrastructure.

These providers act only on our instructions and are subject to appropriate data processing agreements. Evii does not share data with other chatbots or services, and each chatbot instance is private and accessible only to authorised users.

Data breaches

In the unlikely event of a personal data breach affecting Evii™, appropriate steps will be taken in accordance with UK GDPR, including notification to relevant authorities and affected users where required.

Further information

Further details about the AI platform’s data protection and security practices can be found in its published privacy and security documentation at https://www.iubenda.com/privacy-policy/45263214 and the security principles at: https://customgpt.ai/security/. 

Use of the Contract Generator

When you use the Elev8edHR Contract Generator, we collect and process information you provide in order to generate employment contracts and related documentation.

This may include:

• employer and business details
• role information
• employment terms and conditions
• other information necessary to generate the requested document

We use this information solely for the purpose of:

• generating the requested contract
• delivering the document to you
• maintaining records where required for operational or legal purposes

Form responses submitted through the Contract Generator are stored securely using third-party platforms, including Airtable. Generated documents may be stored securely within Elev8edHR’s internal document storage systems (such as Google Drive).

All data is:

• encrypted in transit and at rest
• accessible only to authorised personnel
• processed in accordance with UK GDPR and the Data Protection Act 2018

We do not sell or share this data with third parties for marketing purposes.

You should avoid entering unnecessary personal or sensitive information (such as special category data) when using the Contract Generator.

Data Retention

Personal data collected through the Contract Generator is retained only for as long as necessary to:

• provide the requested service
• meet legal or regulatory obligations
• resolve queries or disputes

You may request access to, correction of, or deletion of your personal data at any time by contacting us at support@elev8edhr.co.uk.

Third-Party Processors

We use trusted, GDPR-compliant third-party service providers to support our services, including:

• Airtable (data capture and storage)
• Google Drive (secure document storage)

These providers act as data processors and process personal data only in accordance with our instructions and applicable data protection law.

Special category data

We do not intentionally collect special category personal data (such as health information, racial or ethnic origin, or trade union membership) through our website or Evii.

If you choose to provide such information, it will only be processed where necessary and in accordance with applicable data protection laws.

Data sharing

We do not sell personal data to third parties.

We may share personal data with trusted third-party service providers who support our business operations, such as:

• website hosting
• analytics providers
• payment processors
• email and communications platforms

All third-party providers are required to process data securely and only for specified purposes under appropriate data processing agreements.

How long we keep your data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements.

Retention periods vary depending on the nature of the data and our legal obligations. Data that is no longer required is securely deleted.

Your rights

Under UK data protection law, you have the right to:

• be informed about how your data is used
• access the personal data we hold about you
• request correction of inaccurate data
• request deletion of your data
• restrict or object to processing
• request data portability
• object to automated decision-making

To exercise your rights, please contact us at [privacy@elev8edhr.co.uk].

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
https://ico.org.uk

Cookies

We use cookies and similar technologies to improve website functionality and analyse usage.

This may include analytics tools such as Google Analytics. You can control cookie settings through your browser and cookie preferences.

For more information, please see our Cookies Policy.

Links to other websites

Our website may contain links to external websites. This privacy policy applies only to Elev8edHR. Please review the privacy policies of any third-party sites you visit.

Updates to this policy

We may update this privacy policy from time to time. The latest version will always be available on our website.