HR Doctor Assist Privacy Notice
Last updated: 29 September 2026
About this notice
This notice explains how we use personal information in HR Doctor Assist, our HR subscription service. It covers the assist.hrdr.co.uk website, including the chat on its home page and the customer portal. It also covers calls to the HR Doctor Assist AI voice line, 01782 288 414.
Our main website at www.hrdr.co.uk, our mobile app The HR Doctor and the free HR Health Check are covered by our website privacy notice.
We handle personal information fairly, lawfully and consistently.
Who we are
HR Doctor Assist is provided by Order Employment Services Limited ("we" or "us"), trading as The HR Doctor. We are registered in England and Wales, company number 14650595. Our registered office is Trent House, 234 Victoria Rd, Stoke-on-Trent ST4 2LW.
We are the controller for accounts, billing, enquiries, the website chat, calls to the voice line, security and analytics. We are also the controller for the advice we give customers, including in the portal chat. Each customer is the controller for the employee records it adds to the portal, including notes filed from a chat. We process those records on its instructions.
What we collect
- Your account. When you start a trial, we collect your name, business name, work email address, password, number of employees and chosen plan. We also record key account actions, such as inviting a colleague.
- Payment. Our payment provider takes card details on its own secure page, so we never receive your full card number. We receive your billing details and payment updates.
- Team members. An account owner who invites a colleague gives us the colleague's email address. We collect their name and password when they accept.
- Enquiries and bookings. Our contact, callback and appointment forms collect your name, contact details, business details and any message you write.
- The website chat. The chat is an AI assistant. It asks for your name and contact details first, and we keep the conversation so our team can follow up.
- The voice line. An AI voice assistant answers the line. Calls are recorded and transcribed, and the AI writes a summary and a short analysis of the call. We collect your phone number, the call time and length, and what you say, such as your name and business name. If you say you are an existing customer and give your business name, we may link the call to your account.
- Security. We use your IP address and keep technical and sign-in logs to protect accounts and block misuse.
To start a trial online, you need to give these account details and a payment card. If you would rather not use the chat or the AI voice line, email hello@hrdr.co.uk.
Please do not share anyone else's health or other sensitive details in the chat or on a call.
Why we use your information
| What we do | Our lawful basis |
|---|---|
| Run your account, subscription and payments | Our contract with you. Where the contract is with your business, and for team members, our legitimate interest in providing the service to your organisation. |
| Give customers HR advice, including in the portal chat and on calls | Our contract with you. Where the contract is with your business, our legitimate interest in advising it. |
| Answer and follow up enquiries, bookings, chats and calls | Our legitimate interest in answering you and keeping an accurate record. |
| Keep billing records | Our legal duties on tax and accounts. |
| Keep HR Doctor Assist secure and working | Our legitimate interest in preventing misuse. |
| Analytics cookies | Your consent. |
How we use AI
AI writes the replies in the website chat and the portal chat. Our AI provider's terms do not allow it to train its models on these conversations. In the portal, the AI receives the conversation you type, not your employee records. Please leave out details that identify an employee. If you file a chat on an employee's record, the AI summarises it as a note on that record. Our team can read portal chats and may reply to them.
The AI answers questions. It does not make decisions about people. We do not use automated decision-making or profiling with legal or similarly significant effects. Some account changes, such as closing an unpaid signup, happen automatically.
Employee records in the portal
If you are a customer, you decide which employee records to add and why, and you need your own lawful basis for them. Your account owner can download your portal records from the portal settings.
If your employer uses HR Doctor Assist, your records can include contact and job details, date of birth, and leave and absence, including sickness. They can also include cases, meeting notes, letters, documents and chat summaries. We receive them from your employer, which decides what is recorded. To see them or use your other rights, contact your employer. If you contact us, we will pass your request to your employer.
If someone mentions you in the chat or on a call, we use what they say to answer their question.
Who we share information with
We use service providers for:
- hosting and data storage
- payments
- email delivery
- AI
- call handling
- appointment booking
- our team's email, messaging and customer records
- website analytics, if you accept analytics cookies
Our payment, booking, analytics and call handling providers also use some information for their own purposes. Our call handling provider may use call data to improve its AI, after removing details that identify you.
We share information with professional advisers where they need it, and with authorities where the law requires it. We do not sell personal information.
Information sent outside the UK
We store HR Doctor Assist records in the UK. Some providers, such as those for AI, payments, call handling and email, hold or access information in other countries, including the United States. Where this happens, we rely on a safeguard recognised in UK law. Examples are adequacy regulations, the UK-US data bridge, and the ICO's international data transfer agreement or addendum. To ask for a copy of the safeguard that applies, email legal@hrdr.co.uk.
How long we keep information
- Portal data while you subscribe: you decide how long to keep each employee record. You can archive a record in the portal, and we will delete a record when you ask us to.
- After a subscription ends: 90 days, so the account owner can ask for a copy of the portal data. We then delete it.
- Unfinished signups, trials that end without a subscription, unaccepted invitations and removed team members' logins: 30 days.
- Enquiries, callback requests and bookings: 24 months after our last contact.
- Website chat conversations, and call transcripts and summaries: 12 months.
- Call recordings, and the payment and call updates our providers send us: 90 days.
- The record of key account actions: 24 months.
- Billing records: 6 years.
- Technical and security logs: a short period, after which they are overwritten or deleted.
- Sign-in records, and copies of enquiries in our team's email and messaging: as long as those tools are set to keep them.
Deleted information can stay in backups for a short time.
Your rights
You can ask for a copy of your information. You can also ask us to correct it, delete it, limit its use or send it to you in a portable form. You can withdraw consent at any time.
You can object at any time to our use of your information for direct marketing, and we will stop. You can also object where we rely on legitimate interests.
Some rights apply only in some situations. To use them, email legal@hrdr.co.uk. We may ask you to confirm who you are. We reply within one month, usually free of charge.
Complaints
If you are unhappy with how we have used your information, email legal@hrdr.co.uk first. We will acknowledge your complaint within 30 days and let you know the outcome. You can also complain to the Information Commissioner's Office, or call the ICO helpline on 0303 123 1113.
Cookies
Essential cookies and browser storage keep you signed in, keep the service secure, remember your cookie choice and keep a chat going. They do not need your consent.
On assist.hrdr.co.uk, we use analytics cookies only if you choose "Accept all" in the cookie banner. We do not run analytics in the customer portal. You can change your choice at any time through "Cookie settings" in the assist.hrdr.co.uk footer.
If you book an appointment online, our booking provider's calendar loads on the page under its own cookie notice.
Keeping information secure
Connections to HR Doctor Assist are encrypted. Access rules keep each customer's portal records separate from other customers', and the account owner decides which colleagues can use the portal. If a breach puts your information at high risk, we will let you know without undue delay. If a breach affects records we hold for a customer, we will let that customer know without undue delay.
Changes to this notice
We update this notice when HR Doctor Assist or the law changes, and the date at the top shows the latest version. If we make a significant change, we will email account holders.
Contact us
Email legal@hrdr.co.uk, or write to Order Employment Services Limited, Trent House, 234 Victoria Rd, Stoke-on-Trent ST4 2LW. For help with your account, email hello@hrdr.co.uk.
