Privacy & Cookies
Last updated: 2 November 2026
Privacy Policy
Who we are
HR Huddle is a brand of Vanilla Recruitment (UK) Ltd, which is responsible for the personal information used to operate HR Huddle.
Company number: 05753665
Registered office: 42 Coventry Road, Market Harborough, Leicestershire, LE16 9BZ
Email: insights@hrhuddle.co.uk
This policy explains how we handle personal information when you visit our website, become a member, receive our emails, attend events, access resources, make purchases or contact us.
Information we collect
Depending on how you interact with us, we collect information such as:
Your name, email address, job title and organisation.
Membership details and account information.
Event registrations, attendance and contributions.
Order, billing and payment confirmation details.
Enquiries, correspondence and feedback.
Photographs, video, audio and contributions captured during events.
Technical information, such as your IP address, device, browser and website activity.
Communication preferences and cookie choices.
We generally receive this information directly from you or through the platforms you use to interact with HR Huddle, such as our website, event booking service and webinar platform.
Please avoid including identifiable or sensitive information about employees or other people in HR enquiries or event discussions.
How and why we use information
We use personal information to:
Set up and administer membership and access to resources.
Process purchases and provide customer support.
Manage event bookings, attendance and event communications.
Respond to questions and feedback.
Send HR Huddle news, insights, invitations and resource updates.
Produce event recordings and share relevant event content.
Understand and improve our website, communications and services.
Protect our website and community against fraud or misuse.
Meet legal, accounting and regulatory obligations.
Where information is needed to provide a particular service, we identify this when collecting it. Without that information, we may be unable to create an account, fulfil an order or process a booking.
Our lawful bases
We rely on the following lawful bases, depending on the activity:
Contract: where information is necessary to provide services you request, such as membership access, purchases or event bookings.
Legitimate interests: for running and protecting HR Huddle, responding to enquiries, improving our services and documenting or promoting relevant community activities. We consider the impact on individuals and balance these interests against their rights.
Consent: where required for marketing, optional cookies, tracking technologies or particular uses of images and recordings.
Legal obligation: where processing is necessary to meet legal requirements.
Where we rely on consent, you may withdraw it at any time. This does not affect processing carried out lawfully before withdrawal.
Emails and marketing
We use Squarespace for membership and service communications and Mailchimp for email campaigns.
Our emails may include HR insights, community news, event invitations and resource updates. We send marketing where we have the permission or other lawful basis required by applicable law.
Membership does not automatically give us permission to send unrelated Vanilla Recruitment marketing. Where we send such communications, we ensure we have an appropriate lawful basis and meet any applicable consent requirements.
You can unsubscribe from marketing using the link in the email or by contacting insights@hrhuddle.co.uk.
You may still receive necessary service messages, such as password resets, purchase confirmations or information about an event you have booked.
Event photography and recordings
We take photographs at live events and record some online sessions. Recordings may include attendees’ names, images, voices, questions and other contributions.
We notify attendees about recording and photography before or at the event. Event content may be made available through our member resources or used on our website, emails and social media to share insights and promote HR Huddle, as explained in the relevant event notice.
We consider the purpose, context and reasonable expectations of attendees when deciding how to use this material. Where consent is required, we obtain it.
If you would prefer not to be photographed or included in a recording, please tell the organiser before the event or recording begins so we can discuss available arrangements. You can also contact us about material already published.
Who we share information with
We use service providers to deliver HR Huddle, including:
Squarespace: website hosting, membership accounts, forms and online shop.
Mailchimp: email campaigns and subscription management.
Eventbrite: event registrations and booking administration.
Zoom: online events and recordings.
Stripe: payment processing.
These services receive the information needed for their functions. Some also process information for their own purposes, as explained in their privacy notices.
We may share relevant information with professional advisers or authorities where necessary to meet legal obligations, obtain advice or protect legal rights.
We do not treat event registration or membership as permission to pass contact details to speakers or sponsors for their own marketing.
International processing
Some providers operate internationally and may process personal information outside the UK, including in the United States.
Where we make a restricted international transfer, UK data protection law requires an appropriate transfer arrangement, such as applicable UK adequacy regulations or approved contractual safeguards.
Contact us if you would like information about the arrangements applying to your data or how to obtain a copy of relevant safeguards.
How long we keep information
We retain personal information for as long as reasonably necessary for the purpose for which it was collected.
When deciding how long to keep it, we consider:
Whether you remain a member or otherwise interact with HR Huddle.
Whether information is needed to provide support or resolve an enquiry.
Whether event content remains relevant to our resources or communications.
Legal, accounting and regulatory requirements.
Any complaint, dispute or legal claim.
Your preferences and applicable data protection rights.
We review retained information and delete or anonymise it when it is no longer needed.
If you unsubscribe, we may retain a minimal suppression record to ensure we respect your choice.
Security
We use appropriate technical and organisational measures to protect personal information. Access is limited to those who need it to carry out their work.
Your rights
Depending on the circumstances, you may have the right to:
Obtain a copy of your personal information.
Correct inaccurate or incomplete information.
Request deletion.
Restrict or object to processing.
Receive certain information in a portable format.
Withdraw consent where processing relies on it.
You can object to direct marketing at any time.
To make a request, email insights@hrhuddle.co.uk. We may need to verify your identity.
You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.
External platforms
Links to external websites, social media groups and other services are subject to those organisations’ own privacy policies. Please review their notices when using them.
Cookie Policy
What cookies are
Cookies are small files stored on your device when you visit a website. Similar technologies, such as pixels and local storage, can also store or access information on your device.
These technologies can support website functions, remember preferences, measure activity and help assess marketing.
How we use them
Our website uses Squarespace. Depending on the features enabled and your choices, the website may use:
Essential technologies
These support functions such as security, member login, shopping baskets and remembering privacy choices. Consent is not required where a technology is strictly necessary to provide a service you request.
Analytics technologies
Squarespace analytics and, where enabled, Google Analytics help us understand website visits and improve content and navigation.
Advertising technologies
Where enabled, the Meta Pixel helps measure advertising effectiveness and may support relevant advertising on Facebook and Instagram.
Embedded content technologies
Embedded services, such as YouTube videos, may use cookies or similar technologies when the content is enabled or played. Providers may receive technical information about your device and interaction with the content.
The technologies present depend on the features currently enabled. We seek consent before using optional technologies where required by law.
Cookie information and duration
Some cookies last only for your browsing session. Others remain until they expire or are deleted. The duration depends on the particular technology and its purpose.
Information about providers’ cookies and related technologies is available here:
Managing your choices
Use our cookie banner to accept or decline optional cookies or manage the available categories.
You can revisit your choices through the website’s Cookie Settings control. Withdrawing consent affects future use; it does not undo information already processed lawfully.
You can also delete or block cookies through your browser. Blocking essential cookies may affect features such as login or checkout.
Accepting cookies does not subscribe you to marketing emails.
Changes and contact
We may update this page as our services and data practices change. The date at the top shows when it was last updated.
For questions about privacy, cookies or your information, contact insights@hrhuddle.co.uk.