Privacy policy

Last updated: 26 May 2026

Who we are

HR Launch Box is a brand of Kinnin Technologies Ltd (company no. 15957357). Kinnin Technologies Ltd is registered with the UK Information Commissioner's Office (ICO) and is the data controller for personal information collected through our website and store.
Registered address: Studio 9, 50–54 St Paul's Square, Birmingham B3 1QS, United Kingdom. You can contact us at support@hrlaunchbox.com.

This Privacy Policy describes how we collect, use and disclose your personal information when you visit, use or make a purchase through our website, store and related services (the "Services"), or otherwise communicate with us. If there is a conflict between our Terms of Service and this Privacy Policy, this Privacy Policy controls with respect to the collection, processing and disclosure of your personal information.

Please read this Privacy Policy carefully. By using the Services, you acknowledge that you have read and understood it.

Personal information we collect

The personal information we collect depends on how you interact with us. It may include:
  • Contact details including your name, company, email, phone and billing address.
  • Account details including login, password and preferences.
  • Order and transaction data including items viewed or purchased, order numbers, delivery information and returns.
  • Payment information including method, status and processor references. Card details are handled securely by our payment provider; we do not store full card numbers.
  • Communications including messages you send us, for example support requests and consultation notes.
  • Document-generation inputs including the details you provide to personalise your documents, for example job title, salary and employee name.
  • Device and usage data including your IP address, browser, device type, pages viewed and cookie or analytics data (see "Cookies" below).
We collect information directly from you, automatically via cookies and analytics and from our service providers. If you enter third-party personal data (for example an employee's name for an offer letter), you confirm that you have a lawful basis to share that data with us and to instruct us to process it for document generation and related support.

How your document-generation inputs are handled

The details you enter to personalise your documents (your "personalisation inputs") are handled separately from our store checkout and scheduling systems. They are collected and stored by our specialist forms and document-generation provider, which stores form data within the European Economic Area, encrypted in transit and at rest. Our checkout and scheduling providers do not receive your personalisation inputs. These inputs are accessed by our team and, for consultant-led products, by our CIPD-qualified consultants, only where needed to generate and deliver your documents and provide support. Please do not include special category personal data or criminal offence data in free-text fields unless it is strictly necessary for the service you are requesting. Where such data is processed, we do so only where there is an appropriate lawful basis and, where required, an additional condition under applicable data protection law.

How we use personal information (and our legal bases)

We use personal information for:
  • Providing the Services (contract) to process orders and payments, generate and deliver documents, operate accounts, fulfil downloads, provide support and manage consultations.
  • Compliance (legal obligation) for record-keeping, tax and accounting and responding to lawful requests.
  • Improvement and security (legitimate interests) to keep our Services secure, prevent fraud or abuse, troubleshoot and improve the Services.
  • Marketing (consent or soft opt-in under PECR) to send updates about our own similar products or services where permitted; you can opt out at any time.
  • Cookies and analytics (consent where required) to understand usage and improve the experience.
Where we rely on consent, you can withdraw it at any time. This does not affect processing carried out before withdrawal.

Marketing

We only send marketing where permitted, either with your consent or under the soft opt-in for our own similar products to existing customers. You can unsubscribe via any marketing email or by contacting support. We do not use bought-in marketing lists.

Cookies

We use essential cookies to run the site and, with consent where required, analytics cookies to improve the Services. You can manage your preferences via our cookie banner or your browser settings. For details, see our Cookie Policy.

Our service providers

We use a small number of trusted providers to run our business, including a hosting and checkout provider, a payment provider, a scheduling provider for consultant-led products, a forms and document-generation provider, and an email and productivity provider. These providers generally process personal information on our instructions as our processors under written terms. In some cases, they may act as independent controllers for their own platform operations, security, fraud prevention, legal compliance or service improvement, in which case their own privacy notices also apply. Our checkout and scheduling providers do not receive your document-generation inputs.

International transfers

Some of the providers we use to run our store, process payments, schedule consultations and manage email and documents are based in or process data in countries outside the United Kingdom and the European Economic Area, including the United States. This means some of your personal information may be transferred to and processed in those countries. Your personalisation inputs are an exception: they are stored within the European Economic Area and accessed by us from the United Kingdom. Transfers between the UK and the EEA are permitted without additional safeguards, as each recognises the other as providing an adequate level of data protection. Where personal information is transferred outside the UK or EEA, we rely on appropriate safeguards, such as providers certified under the UK Extension to the EU–US Data Privacy Framework, the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or another recognised transfer mechanism, unless the transfer is to a country recognised by the UK as providing an adequate level of protection.

Security

We implement technical and organisational measures appropriate to the risk, such as encrypted transport and access controls. No system is perfectly secure and data sent over the internet may not be fully secure in transit, so please avoid sending highly sensitive information by email.

Retention

We keep personal information only as long as needed for the purposes described or to meet legal and operational requirements. Typical periods include:
  • Orders, invoices and tax records: up to 6 years.
  • Support enquiries: up to 24 months after last interaction.
  • Marketing contacts: until you unsubscribe or after a period of inactivity.
  • Document-generation inputs: retained for as long as needed to fulfil the associated order, provide any related support, handle follow-up queries or disputes, and meet applicable legal and record-keeping obligations, after which they are securely deleted or anonymised.
Where exact durations are not specified, we apply criteria based on necessity, legal requirements and risk.

Our role under data protection law

For visitors and customers of our store, we are the data controller and determine how and why your personal information is processed. Where we provide services to business partners who bring their own clients' personal data to us (for example accountants, HR consultants or white-label partners arranging documents for businesses they serve), we act as a processor for that client data and process it on the partner's instructions. Those arrangements are governed by our Data Processing Addendum.

How we share personal information

We share personal information only as needed to provide the Services, comply with law or protect our rights, including with:
  • Our service providers and processors, as described above.
  • Professional advisers (legal and accounting) and authorities where required.
  • A successor entity in connection with a business transfer, such as a reorganisation, merger or sale of part of our business.
We do not sell personal information.

Your rights (UK GDPR)

You may have the right to:
  • Access your personal information and obtain a copy;
  • Correct inaccurate data;
  • Delete data (in certain cases);
  • Port data to another provider (in certain cases);
  • Object to or restrict certain processing (where we rely on legitimate interests);
  • Withdraw consent where we rely on consent (for example marketing and non-essential cookies).
To exercise any of these rights, contact support@hrlaunchbox.com. We may need to verify your identity. You can authorise an agent to act on your behalf, in which case we may request proof of authority.

Complaints. You have the right to complain to the UK Information Commissioner's Office (ICO) at any time: ico.org.uk or 0303 123 1113. We would appreciate the chance to resolve your concerns first, so please contact us at support@hrlaunchbox.com, but you do not need to contact us before contacting the ICO.

Children

Our Services are intended for businesses and are not directed to children. We do not knowingly collect personal information directly from children. If you believe that a child has provided personal information to us, please contact us and we will investigate and delete it where required.

Third-party links

Our site may link to third-party websites. Their privacy and security practices are their own, so please review their policies.

Changes to this Policy

We may update this Policy from time to time. We will post the revised version with a new "Last updated" date and take additional steps if required by law.

Contact us

If you have any questions about this Privacy Policy or wish to exercise any of your rights, please email support@hrlaunchbox.com or write to Studio 9, 50–54 St Paul's Square, Birmingham B3 1QS, United Kingdom. For the purposes of applicable data protection laws, Kinnin Technologies Ltd (trading as HR Launch Box) is the data controller of your personal information collected through our website, store and related services.

Data controller: Kinnin Technologies Ltd (trading as HR Launch Box)
Company number: 15957357
Registered address: Studio 9, 50–54 St Paul's Square, Birmingham B3 1QS, United Kingdom
Email: support@hrlaunchbox.com