Welcome to Peak PEO Limited, accessible from www.peakpeo.com. Our commitment to your privacy and data security is paramount. This policy provides detailed information on how we use cookies to enhance your browsing experience, the types of cookies we use, and how you can manage your preferences.

Legal Basis for Processing

When you voluntarily provide your work details, such as name, email, and company name, to establish communication and receive information about our services, PeakPEO processes this data based on your consent. By submitting your personal data through our contact forms or other communication channels, you are giving us permission to process your data for the purpose of responding to your inquiries and providing you with relevant information about our services. You have the right to withdraw your consent at any time.

PeakPEO will retain personal data collected based on consent for a period of from the date of collection. After this period, the data will be securely deleted or anonymised, unless there is a legal requirement to retain it for a longer duration. If you wish to withdraw your consent at any time, please contact us using the information provided in the “Data Controller Information” section above. We will promptly act upon your request and cease processing your personal data based on consent.

Data Controller Information

Peak PEO Limited is the data controller responsible for your personal data collected through www.peakpeo.com. For any privacy-specific concerns or queries, you can contact us via:

● Email: sales@peakpeo.com

Data Processors

PeakPEO engages several third-party data processors to support our business operations, including HubSpot, Microsoft Outlook, Slack, and Asana. We have executed appropriate data processing agreements with each of these processors to ensure that personal data is handled securely and in accordance with GDPR requirements. We regularly review our processors to verify their ongoing compliance with data protection standards.

Each of our data processors handles personal data in accordance with their respective privacy policies and the terms of our data processing agreements. HubSpot, our primary CRM and marketing automation platform, collects and stores contact information, such as names and email addresses, which is used to manage our customer relationships and send relevant communications. Microsoft Outlook processes email communications, while Slack and Asana are used for internal collaboration and project management, potentially containing limited personal data. We have reviewed the privacy practices of each processor to ensure they align with our commitment to data protection.

Data Subject Rights

Under the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018, you have several rights concerning your personal data:

• Access: You can request access to your personal data.
• Rectification: You have the right to have inaccurate personal data corrected.
• Erasure: In certain circumstances, you can request the deletion of your personal data.
• Restriction: You have the right to request the restriction of processing your personal data.
• Data Portability: You can ask for a copy of your personal data in a machine-readable format.
• Objection: You can object to the processing of your personal data.
• Automated Decision Making and Profiling: You have the right not to be subject to decisions based solely on automated processing.

Data Retention Policy

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. After this period, your personal data will be irreversibly destroyed.

At PeakPEO, we retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. The specific retention periods for personal data depend on the context and purpose of processing.

Marketing and Communication Purposes:
Personal data collected based on consent for marketing and communication purposes will be retained for a period of 2 years from the date of the last interaction or engagement with the individual. After this period, the data will be securely deleted or anonymised, unless the individual has provided fresh consent for continued processing.

Contract Fulfilment:
Personal data processed in connection with a contract or service agreement will be retained for the duration of the contract and for a period of 6 years following its termination or expiry. This retention period aligns with the statutory limitation period for contract claims in the UK, ensuring that we can address any legal claims or disputes that may arise.

Legal Obligations:
Where personal data is processed to comply with legal obligations, such as tax or accounting requirements, we will retain the data for the period specified by the relevant laws. In the UK, this typically means retaining personal data related to tax and accounting for a period of 6 years from the end of the financial year in which the transaction occurred.

Consent Withdrawal:
If you withdraw your consent for processing, we will cease processing your personal data and delete it within a reasonable time, unless there is another legal basis for continued processing or retention.

In all cases, after the applicable retention period has expired, personal data will be securely deleted or anonymised in accordance with our data destruction processes. We regularly review our data retention practices ensuring compliance with legal requirements and best practices.

How to Complain

If you have any concerns about our use of your personal data, you can make a complaint to us at sales@peakpeo.com. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

What Are Cookies?

Cookies are small text files placed on your device to enhance your website experience. They help us improve our site functionality, understand how you interact with our site, and provide content tailored to your interests.

Use of Cookies on Our Site

We employ cookies for several purposes:

• Essential Operations: Necessary for website functionality, enabling secure navigation and use of our services.
• Performance and Analytics: Collect anonymous data on site usage, helping us optimise user experience and website performance.
• Advertising: Used to deliver advertisements more relevant to you and your interests, and to track the efficiency of advertising campaigns.

Cookie Consent

When you first visit our website, you will be presented with a cookie consent banner. This banner allows you to choose whether to accept or reject non-essential cookies, such as those used for analytics and advertising purposes. Essential cookies, which are necessary for the website to function properly, will be set regardless of your choice. By clicking “Accept” on the cookie consent banner, you are giving us permission to set non-essential cookies on your device.

Managing Your Cookies

To manage your cookie settings, simply click on the small cookie icon located in the bottom left corner of our website. This action opens the preferences section, where you can adjust your settings for Analytical and Advertising cookies as described. After making your selections, save your changes to immediately affect your browsing experience. This feature ensures you have control over the types of cookies that are active during your visits to our site.

Cookies We Use

Below is a detailed table of the cookies deployed on our site, including their names, domains, purposes, durations, and types:

Cookie Name	Domain	Description	Duration	Type
ga*	.peakpeo.com	Google Analytics sets this cookie to store and count page views.	1 year 1 month 4 days	Analytics
_ga	.peakpeo.com	Google Analytics sets this cookie to track site usage for analytics report, assigning a unique visitor ID.	1 year 1 month 4 days	Analytics
.hubspot.com	Supports Cloudflare Bot Management.	1 hour	Necessary
_cfuvid	.hubspot.com	Set by HubSpot’s CDN provider for rate limiting policies.	Session	Necessary

International Data Transfers

PeakPEO does not transfer personal data outside of the EU/UK. All data is securely stored on Microsoft’s OneDrive and within European HubSpot data centres. These providers ensure that personal data remains within the EU/UK and is protected by appropriate technical and organisational measures in compliance with GDPR and UK data protection law.

In the event that PeakPEO begins transferring personal data outside of the EU/UK, we will promptly inform our users and obtain their explicit consent where required. We will ensure that any international data transfers are carried out in compliance with applicable data protection laws, such as the GDPR and the UK Data Protection Act 2018. This may involve implementing appropriate safeguards, such as Standard Contractual Clauses (SCCs) or relying on adequacy decisions, to ensure that personal data remains protected when transferred to third countries.

Data Security Measures

At PeakPEO, we take the security of personal data seriously. All employees use VPNs that track individual traffic to monitor for any unauthorised access or data breaches. Additionally, we employ extra anti-virus software to prevent data leaks and provide regular IT training to our staff to help them identify and avoid phishing attempts. These technical and organisational measures, combined with our commitment to data protection best practices, help safeguard the personal data entrusted to us

More Information

For further clarity or inquiries about our cookie practices, please contact us via:

● Email: sales@peakpeo.com

We regularly review and update our Privacy and Cookie Policy to reflect current practices and legal requirements, ensuring transparency and compliance.

For further clarity or inquiries about our privacy practices, please do not hesitate to contact us via the provided email address. We are committed to protecting your privacy and ensuring the security of your personal data.

Review Policy

This Privacy and Cookie Policy was last reviewed and updated on 2024-04-02. We conduct regular annual reviews to ensure that our policy remains compliant with current data protection legislation and best practices.