Privacy Policy
Last updated: 14 September 2026
Essensia Solutions Ltd respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, contact us, book a consultation, download or purchase a resource, subscribe to communications or use our services.
1. Who we are
Essensia Solutions Ltd is a company registered in England and Wales.
Company number: 15544886
Registered office: 60 Tottenham Court Road, Office 856, London, England, W1T 2EW
Email: info@essensiasolutions.com
Telephone: 03333390045
Website: essensiasolutions.com
For personal information that we collect and use for our own business purposes, Essensia Solutions Ltd will normally be the data controller.
Where we process personal information on behalf of a client, for example employee, worker, candidate or HR records supplied to us as part of an outsourced HR or compliance service, Essensia may instead act as a data processor. In those circumstances, the client will normally remain the data controller.
2. Information we may collect
Depending on how you interact with us, we may collect:
Contact and identity information, such as your name, email address, telephone number, job title and company name.
Enquiry and consultation information, including information you provide when contacting us, completing a form or booking a consultation.
Client and service information, including information necessary to provide agreed HR, compliance, business advisory, recruitment, training or operational services.
Where necessary for a client engagement and lawful to do so, information processed on behalf of a client may include employee or worker information, right-to-work records, immigration-related employment information, absence information, employment records or other information required for the agreed service.
We ask that you do not submit sensitive employee, health, immigration or other confidential personal information through our general website enquiry form unless we have specifically asked you to provide it.
Purchase and transaction information, including the products or services purchased, transaction details, order history and billing information. Complete payment-card details are normally handled by the relevant payment provider rather than Essensia.
Marketing information, including your communication preferences and records of consent, unsubscribe requests or marketing objections.
Technical information, which may include IP address, browser and device information, pages visited and information generated through permitted cookies or similar technologies.
Communications, including emails, correspondence, meeting information and other communications between you and Essensia.
3. How we collect information
We may collect personal information directly from you, through our website, contact forms, booking systems, purchases and downloads, email or telephone communications, business relationships, our clients, relevant third-party platforms or publicly available business sources where lawful and appropriate.
Where a client provides information about its employees, workers, candidates or other individuals to us, the client is responsible for ensuring that it is lawful to provide that information.
4. Why we use your personal information
We use personal information only where we have a lawful basis for doing so.
We may use it to respond to enquiries, provide quotations, take steps before entering into a contract, deliver agreed services, manage client relationships, administer bookings, fulfil digital-product orders, process transactions, maintain business records, comply with legal obligations, protect our systems and improve our services.
Depending on the activity, our lawful basis may be:
- performance of a contract or taking steps before entering into one;
- compliance with a legal obligation;
- our legitimate interests, where those interests are not overridden by your rights;
- consent, where consent is required; or
- another lawful basis permitted by applicable data-protection law.
Where we rely on legitimate interests, these may include responding to business enquiries, managing our client relationships, operating and protecting our business, improving our services and undertaking proportionate business-to-business marketing.
5. Marketing
We may send information about Essensia services, resources, events or business updates where we have an appropriate lawful basis.
Where consent is required, we will ask for it.
Submitting a general enquiry, downloading a resource or purchasing a product will not automatically be treated as consent to receive unrelated marketing communications.
Where we rely on consent, you may withdraw it at any time.
Where permitted by law, we may undertake proportionate business-to-business marketing based on legitimate interests, subject to applicable electronic-marketing rules and your right to object.
Every marketing email will provide an appropriate way to unsubscribe.
6. Client HR and workforce information
Some Essensia services involve processing personal information about employees, workers, job applicants, contractors or other individuals on behalf of business clients.
Where the client determines why and how this information is processed, the client will normally be the data controller and Essensia will act as a processor.
In those circumstances, we process information only as necessary to provide the agreed service, follow lawful client instructions and meet applicable contractual and legal requirements.
Additional data-processing provisions may be included in the relevant client service agreement or data-processing agreement.
7. Special category and criminal-offence information
Some HR engagements may require the processing of information that receives additional protection under data-protection law.
We will only process this information where there is an appropriate legal basis and, where required, an additional condition permitting the processing.
We do not ask visitors to provide this type of information through general website forms unless there is a specific and legitimate reason for doing so.
8. Digital resources and ecommerce
Where you download or purchase a resource through the Essensia website, we may process information necessary to:
- create and fulfil your order;
- provide access to the relevant files;
- send order or download confirmations;
- maintain transaction records;
- provide customer support;
- deal with refunds or disputes where applicable; and
- comply with accounting, tax and legal requirements.
Our ecommerce, payment or file-delivery providers may also process information needed to complete the transaction.
9. Who we share information with
We do not sell personal information.
Where necessary, we may share information with service providers that help us operate our business, such as website and hosting providers, ecommerce providers, payment processors, email and communications services, appointment-booking systems, email-marketing providers, cloud and IT providers, accounting systems and professional advisers.
Our current technology environment may include providers such as Hostinger, Google Workspace, TidyCal, EmailOctopus and payment providers connected to our ecommerce systems. Hostinger provides the infrastructure that hosts our website and processes ecommerce transactions for downloadable resources. Where a transaction or download is handled by a third-party provider, that provider will process the information needed for the transaction or delivery in line with its own terms and privacy notice.
We may also disclose information to regulators, courts, law-enforcement agencies, government bodies or other organisations where legally required.
Where a subcontractor or professional partner is required to deliver an agreed service, appropriate information may also be shared where lawful and necessary.
10. International transfers
Some technology providers we use may process or make information accessible outside the United Kingdom.
Where this amounts to a restricted international transfer under UK data-protection law, we will take reasonable steps to ensure an appropriate transfer mechanism is in place.
This may include UK adequacy regulations, approved contractual safeguards or another mechanism permitted by UK data-protection law.
11. How long we keep information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet relevant contractual, tax, accounting, regulatory or legal requirements.
As a general guide:
General enquiries: normally up to 12 months after the last meaningful contact where the enquiry does not become an engagement.
Client and contractual records: normally up to six years following the end of the relevant relationship where this is appropriate for legal, contractual, tax or accounting purposes.
Orders and transaction records: normally retained for the applicable accounting and legal retention period.
Information processed for clients: retained according to the relevant client agreement and processing instructions.
Marketing information: retained while relevant to the marketing relationship. We may retain suppression information after you unsubscribe so that we can continue respecting your preference.
Specific information may be retained for longer where necessary to establish, exercise or defend legal claims or meet another legal requirement.
12. Cookies and similar technologies
Our website may use cookies and similar technologies.
Technologies that are strictly necessary may operate without consent where permitted by law.
Where consent is legally required for analytics, advertising, tracking or other non-essential technologies, they should not be activated until the required consent has been obtained.
13. Security
We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.
No online system can be guaranteed to be completely secure, so users should take appropriate care when sending confidential information electronically.
14. Your rights
Depending on the circumstances, you may have rights relating to your personal information, including the right to:
- be informed about how your information is used;
- request access to your information;
- request correction of inaccurate information;
- request deletion in certain circumstances;
- request restriction of processing;
- object to certain processing;
- request data portability where applicable;
- withdraw consent where processing relies on consent; and
- exercise rights relating to certain automated decisions.
These rights are not absolute and do not apply in every circumstance.
To exercise a data-protection right, contact info@essensiasolutions.com.
We may need to confirm your identity before acting on a request.
15. Data-protection complaints
If you are concerned about how Essensia Solutions Ltd has handled your personal information, you can raise a data-protection complaint with us.
Email info@essensiasolutions.com and, where possible, use Data Protection Complaint as the subject.
We will acknowledge receipt of the complaint within 30 days.
We will take appropriate steps to investigate the complaint, keep you informed where appropriate and communicate the outcome without undue delay.
You also have the right to complain to the Information Commissioner’s Office.
Further information is available at the ICO website.
16. Third-party websites
Our website may link to third-party booking platforms, payment services, social-media platforms or other websites.
Those organisations are responsible for their own privacy practices where they act as independent controllers. You should review the privacy information provided by the relevant service.
17. Children
Our website, professional services and business resources are not directed primarily at children.
We do not intentionally collect children’s personal information through the general website.
18. Changes to this Privacy Policy
We may update this Privacy Policy when our services, technology, providers or legal obligations change.
The latest version will appear on this page together with the date it was last updated.
19. Contact us
Essensia Solutions Ltd
60 Tottenham Court Road
Office 856
London
W1T 2EW
Email: info@essensiasolutions.com
Telephone: 03333390045