Privacy Notice
Last updated: 11 September 2026
1. About this privacy notice
Melford People Partners (“MPP”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This privacy notice explains how we collect, use, store and protect personal information when you:
Visit our website;
Contact us about our services;
Become, or consider becoming, a client;
Work with us as a supplier, adviser or business contact; or
Interact with us in connection with services we provide to a client.
Melford People Partners is the data controller for the personal information covered by this notice.
If you have any questions about this notice or how we use your information, please contact:
Email: hello@melfordpeoplepartners.co.uk
Website: www.melfordpeoplepartners.co.uk
2. Information we may collect
Depending on how you interact with us, we may collect:
Your name and contact details;
Your job title and the organisation you work for;
Information provided through our website contact form;
Emails, correspondence and records of conversations;
Information about the HR support or services you are seeking;
Client, supplier and contractual information;
Invoices, payment records and other financial information;
Technical information about your use of our website, including your IP address, browser type, device information and website activity;
Marketing preferences; and
Any other information you choose to provide.
Please avoid including sensitive personal information in the general website contact form unless it is necessary. If sensitive information is required, we will agree an appropriate and secure way for it to be provided.
3. How we collect information
We may collect personal information:
Directly from you when you contact us, submit a website enquiry or engage our services;
During meetings, calls and correspondence;
From the organisation you work for;
From clients where we are supporting an HR matter or project;
From publicly available professional sources, such as company websites or professional networking platforms;
Through website cookies and analytics technologies; and
From professional advisers, suppliers or referral partners where appropriate.
4. How and why we use personal information
We use personal information for the following purposes:
Responding to enquiries
We use the information you provide to respond to your enquiry, understand the support you require and arrange an initial conversation.
Our lawful basis is taking steps at your request before entering into a contract and our legitimate interest in responding to business enquiries.
Providing our services
We use personal information to establish, manage and deliver client engagements, communicate with clients and provide agreed HR support.
Our lawful basis is performance of a contract, taking steps before entering into a contract, compliance with legal obligations and our legitimate interest in delivering and managing our services.
Managing business relationships
We use contact and correspondence information to manage relationships with clients, prospective clients, suppliers, professional advisers and referral partners.
Our lawful basis is our legitimate interest in operating and developing our business.
Maintaining business and financial records
We retain appropriate records for invoicing, accounting, taxation, insurance, audit and regulatory purposes.
Our lawful basis is compliance with legal obligations and our legitimate interest in maintaining accurate business records.
Protecting our legal position
We may use and retain information where necessary to establish, exercise or defend legal claims, resolve complaints or protect our business and others.
Our lawful basis is compliance with legal obligations and our legitimate interest in protecting our legal rights.
Improving our website
With your consent where required, we use analytics information to understand how visitors use our website and to improve its content and performance.
Our lawful basis for non-essential analytics cookies is consent.
Marketing communications
Where permitted, we may use business contact information to provide occasional information about MPP services, insights or events that may be relevant to you.
We will rely on consent where required or our legitimate interest in developing relevant business relationships where the law permits. You can ask us to stop sending marketing communications at any time.
5. Special-category information
In providing HR services, we may occasionally handle information relating to health, disability, racial or ethnic origin, trade-union membership or other special categories of personal information.
We will only process this information where there is an appropriate lawful condition, which may include:
Employment, social security and social protection obligations;
Establishing, exercising or defending legal claims;
Reasons of substantial public interest; or
Explicit consent where appropriate.
We apply additional care and security to sensitive personal information.
6. Information processed for our clients
When MPP handles employee or candidate information while delivering services for a client, the client will usually be the data controller and MPP will act as a data processor on its behalf.
In those circumstances:
The client determines why and how the information is used;
We process it only for the agreed service and in accordance with documented instructions;
Appropriate confidentiality and data-processing arrangements apply; and
Requests concerning that information may need to be referred to the relevant client.
There may be circumstances in which MPP acts as a separate or joint data controller. Where this applies, the respective responsibilities will be explained through the relevant engagement documentation or privacy information.
7. Who we share information with
We do not sell personal information.
Where necessary, we may share information with trusted service providers and advisers, including:
Squarespace, which hosts and supports our website;
Microsoft, which provides our business email and productivity services;
HubSpot, which provides our customer relationship management system;
Google, where consent has been provided for website analytics;
IT, cloud-storage and information-security providers;
Accountants, insurers, employment lawyers and other professional advisers;
Suppliers or associates involved in delivering an agreed service;
Government bodies, regulators, courts or law-enforcement authorities where required; and
A purchaser or successor if MPP undergoes a future business sale, transfer or restructuring.
Providers acting on our behalf are expected to protect personal information and use it only for the agreed purpose.
8. International transfers
Some technology providers may process or store information outside the United Kingdom.
Where information is transferred internationally, we will use an appropriate legal safeguard. This may include:
A UK adequacy regulation;
The UK International Data Transfer Agreement;
The UK Addendum to approved standard contractual clauses; or
Another safeguard permitted under UK data-protection law.
You may contact us for more information about the safeguards applying to your personal information.
9. How long we keep information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.
Our usual retention periods are:
General enquiries: Up to 24 months after our last meaningful contact;
Unsuccessful proposals or prospective-client records: Up to 24 months after the opportunity closes;
Client contracts, project records and business correspondence: Normally seven years after the client relationship or project ends;
Financial and taxation records: Normally six years after the end of the relevant financial year, or longer where legally required;
Marketing records: Until you unsubscribe, object or the information is no longer relevant;
Website analytics information: Up to 14 months, subject to your cookie choices; and
Client employee or candidate information: For the period agreed with the relevant client and documented in the applicable data-processing arrangements.
Information may be retained for longer where necessary to meet a legal obligation, respond to a complaint or establish, exercise or defend a legal claim.
10. Cookies and website analytics
Our website uses cookies and similar technologies.
Some cookies are essential for the website to function. Other cookies, including analytics cookies, help us understand how visitors use the website.
Non-essential cookies will only be used where you have provided consent through the website cookie banner. You can reject non-essential cookies or change your preferences at any time through the cookie settings available on the website.
Google Analytics may collect information such as:
Pages visited;
Time spent on the website;
Approximate geographic location;
Browser and device type; and
How visitors arrived at the website.
This information helps us understand website performance and improve our content. We do not use website analytics to make decisions that have legal or similarly significant effects on individuals.
11. Data security
We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is restricted to those who need it for a legitimate business purpose and who are subject to appropriate confidentiality obligations.
No internet-based system can be guaranteed to be completely secure. If we become aware of a personal-data breach, we will assess and manage it in accordance with our legal obligations.
12. Your rights
Depending on the circumstances, you may have the right to:
Request access to your personal information;
Ask us to correct inaccurate or incomplete information;
Ask us to delete your information;
Ask us to restrict how your information is used;
Object to certain uses of your information;
Request the transfer of information you provided in a portable format;
Withdraw consent where processing is based on consent; and
Complain to the Information Commissioner’s Office.
These rights are not absolute and may depend on the circumstances and lawful basis involved.
Your right to object
You have the right to object at any time to the use of your personal information for direct marketing.
You may also object where we rely on legitimate interests. We will stop processing the information unless we can demonstrate compelling legitimate grounds or need it to establish, exercise or defend a legal claim.
To exercise your rights, email hello@melfordpeoplepartners.co.uk. We may need to verify your identity before responding.
13. Automated decision-making
MPP does not currently use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects.
14. Complaints
We would welcome the opportunity to address any concern about how we have used your personal information. Please contact us first at:
hello@melfordpeoplepartners.co.uk
You also have the right to complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk
15. Changes to this notice
We may update this privacy notice when our services, systems or legal obligations change.
The latest version will always be published on our website, with the date of the most recent update shown at the top.