Privacy Notice

The UK Employee Advice Centre is being established as a Community Interest Company limited by guarantee. This notice explains how we handle personal information while the Centre is in pilot setup. It will be updated once incorporation, ICO registration, insurance and final operational systems are complete.

1. Who is responsible for your information

The Centre is the intended controller for enquiries sent to [email protected]. Until incorporation and ICO registration are complete, administration may be supported by ProHearings only for setup, triage and operational support. We will not share your information with ProHearings for commercial representation or paid services unless you clearly consent to that referral.

2. Information we collect

We may collect your name, email address, telephone number, employer or former employer details, employment dates, pay information, workplace history, grievance or disciplinary information, settlement-agreement documents, tribunal papers, correspondence, and any documents you choose to send.

Employment disputes often involve sensitive information. You may choose to provide health, disability, mental-health, trade-union, whistleblowing, discrimination, criminal-allegation, safeguarding or family information. Please send only what is necessary for us to understand your question.

3. Why we use your information

We use your information to triage your enquiry, provide initial workplace guidance, keep a record of what we have been asked to consider, respond to complaints, manage conflicts of interest, and comply with legal, insurance, tax and safeguarding obligations.

4. Legal basis

We usually rely on legitimate interests to receive and respond to workplace enquiries, contract where you request a paid service, legal obligation where records must be retained, and explicit consent where special category information is processed for advice or referral purposes.

5. AI and digital tools

We reserve the right to use secure digital tools, including AI-assisted review tools, to help organise documents, summarise evidence, draft internal notes, and improve response speed. Human review remains responsible for client-facing advice. We do not use your documents to train public AI models, and we do not publish your information.

6. Sharing information

We do not contact your employer and do not share your information with your employer without your consent, unless legally required. We may share information with an external solicitor, adviser, insurer or barrister only where you ask us to do so or consent to that referral. We may also use email, hosting, storage and security providers needed to operate the service.

7. Storage and retention

During the pilot, enquiries are handled by email and secure local/cloud storage used for service administration. We keep enquiry records only as long as necessary for advice, audit, complaint, insurance and legal purposes. If you ask us to delete information, we will do so unless we need to retain limited records for legal, financial, regulatory, complaint-handling or defence reasons.

8. Your rights

You can ask for access, correction, deletion, restriction, objection, portability, and information about how your data has been used. Email [email protected] with “Data request” in the subject line.

9. Time limits

Sending us an enquiry does not pause Employment Tribunal, Acas, appeal, court or contractual deadlines. If your deadline is near, contact Acas or take independent urgent advice immediately.

10. Contact

Email: [email protected]. Phone: 0330 229 7242.