Website Privacy Policy - The Little HR Department (Trading name of Astraea HR Limited)
Last updated: July 2026
The Little HR Department (“we”, “our”, “us”) is the trading name of Astraea HR Limited. We take your privacy seriously and are committed to handling all personal information lawfully, fairly, and transparently.
This Privacy Policy explains what information we collect when you use our website or interact with us, how we use it, who we share it with, and your rights under UK data protection law.
1. Who We Are
Astraea HR Limited (trading as The Little HR Department)
Company number: 12073106
Registered office: Unit 11, Riverside Park, Farnham, Surrey GU9 7UG
Email: hello@thelittlehrdepartment.com
We act as a data controller for information collected through our website and for our internal business operations.
We may act as a data processor on behalf of our business clients when providing outsourced HR services.
2. The Information We Collect
We may collect the following personal data depending on how you interact with us:
Information you provide:
· Newsletter sign-ups
· Contact form enquiries
· Resource downloads
· Event and Training registrations
This may include: name, email address, phone number, company name, job title, enquiry details, marketing preferences.
Information from business clients:
· Business contact information, service details, contract details.
Employee data processed on behalf of clients:
· Employee contact details, employment records, HR case information, HR documents. This may include senstive data related to health, criminal convictions etc..
Website analytics:
· IP address, device information, browser type, pages visited, access times.
3. How We Use Personal Data
We use your data to:
· Respond to enquiries
· Provide information about our services
· Manage client relationships
· Send newsletters and updates (you may unsubscribe)
· Deliver HR services and advise to clients
· Support HR processes and investigations
· Analyse and improve website performance
4. Lawful Bases for Processing
We rely on:
· Legitimate interests – e.g. responding to queries, maintaining CRM data, to access tools which allow us to run our business
· Contract – e.g. being able to meet our contractual obligation to clients.
· Legal obligation – e.g. right to work checks, helping clients meet statutory obligations
· Consent e.g. for newsletters
Where we act as a processor, the client determines the lawful basis.
5. Cookies
Our website uses cookies to enable functionality, improve performance, and analyse usage. You can control cookies through your browser settings.
6. Who We Share Personal Data With
We only share personal data, when necessary, with trusted providers, including:
Website & communication tools:
· Squarespace (global processing including the US)
· Newsletter or CRM providers (MailChimp)
HR & business systems:
· Breathe HR: EU data hosting (London)
· Hireful: EU hosting, or, where outside of EU, countries approved by the UK Government Directly or via a Uk-US data bridge, or via contracts that ensure compliance with GDPR requirements, e.g. Standard Contract Clauses.
· ClickUp: primarily US-based hosting, some external processing with EU region. Click-up ensure all data held is fully compliant with GDPR regulations. All sub-processors are subject to Data Processing Agreements with ensured compliance with GDPR.
· Microsoft 365: international transfers under GDPR safeguards
· Adobe: global transfers under SCCs and adequacy mechanisms
Other 3rd party providers, vendors or consultants, such as:
· IT Support service providers, payment providers, and administrative providers
· Government bodies and regulators as required, e.g. HMRC, fraud preventions
· Advisors such as lawyers, accountants, auditors
· Associates (third party HR Associates who we may use to provide additional client support from time to time)
We will ensure that there are appropriate confidentiality agreements in place, and that where data is shared with suppliers, vendors or consultants, they are obligated to manage all data in line with GDPR requirements.
We do not sell your data.
7. International Data Transfers
Some providers process data outside the UK/EU.
We ensure lawful safeguards including:
· Standard Contractual Clauses (SCCs) which ensure that data is processed and managed at GDPR standards
· Adequacy decisions (e.g., UK-US Data Bridge), which meet UK Government requirements to confirm they have adequate data protection standards in place and are therefore data can be shared.
· Transfer Impact Assessments where required.
8. How Long We Keep Data
We retain data only as long as necessary:
· Website enquiries: varied dependent on nature of query, but no longer than necassary
· Newsletter subscribers: until you unsubscribe
· Client & HR records: based on legal requirements and instructions
· Business records: typically, up to 6 years
9. How We Protect Your Data
Safeguards include:
· Secure hosting
· Access controls
· Encryption (where applicable)
· Confidentiality and training for employees
· Data processing agreements
10. Your Rights
You have the right to:
· Access your data
· Correct inaccuracies
· Request deletion
· Object to processing
· Withdraw consent
· Request portability
11. Complaints
You have the right to complain to the ICO if you believe that there has been a breach of the data protection legislation in how we have handled your personal data. Equally you may also complain to us directly.
How to raise an issue with us - complaints should be emailed to hello@thelittlehrdepartment.com - Please put “Data protection complaint” into the title of your email so that we can quickly identify that a complaint is being made to us to ensure that we are able to respond in a timely way. In this email please confirm:
1) Your name
2) Your contact email and phone number
3) The reason for your complaint
4) Any data or evidence you have related to your complaint
4) Any other information that may aid us in fully investigating your concerns
If you are unable to use email for some reason you may also contact us via phone. Please call 01252 882928 - as we use a 3rd party service to ensure that we have phone cover at all time, you will need to provide them with a name and contact telephone number, requesting that someone call you back regarding a data protection complaint. Someone from our team will then call you back as soon as possible.
Identity - We may need to verify your identify before we are able to fully respond to you. If this is the case then we will let you know what we need and the best way for us to receive this.
Complaints on others behalf - If you are raising a complaint on behalf on someone else, we will need to confirm you have the authority to act on their behalf in this matter. It is likely we will need formal approval from the person. Where there is such approval, we will also need to be able to verify their identity. What is required will depend on the situation, and the basis on which you are acting.
Questions on complaints and complaints process - if you have any questions on our complaints under data protection legislation, please email these to hello@thelittlehrdepartment.com
12. Updates to This Policy
We may update this Privacy Policy from time to time. The latest version will always be published on our website.
Contact: hello@thelittlehrdepartment.com
You may also complain to the ICO at www.ico.org.uk