Privacy Policy

Last updated: 25 September 2026.

Who we are

Employee Passport Limited operates employeepassporthub.com. This notice explains how we use information provided through this website, including enquiries, manager’s guide requests, free workplace reviews and demo bookings.

For privacy questions or requests, email sales@epl-hub.com, call 01244 735061, or write to 23 Newgate Street, Chester, CH1 1DE.

Information you give us

Depending on the form you use, we collect your name, email address, telephone number, company, company size, service or resource choice, appointment details and the information you include in your message. We use these details to respond to you, deliver a requested guide, discuss a free review or arrange your demonstration.

Please do not include employee medical information, identification documents or confidential case files in an initial website enquiry. Contact us first to agree how any necessary documents should be shared.

Why we use your information

We use business enquiry and request information for our legitimate interests in responding to people who contact us, providing requested information and administering business communications. Where you personally request steps towards a contract with us, or enter one, we may process information necessary for those steps or that contract. We also use information where necessary to meet applicable legal obligations and to protect the security of our website.

Guides, reviews and marketing choices

Requesting a guide, review or demo allows us to contact you about that request. It does not by itself subscribe you to our newsletter. Where you choose the optional newsletter subscription, we rely on your consent for that subscription.

You can object to direct marketing at any time. Use the unsubscribe link in a marketing email or email sales@epl-hub.com. You may withdraw newsletter consent at any time; this does not affect processing carried out lawfully before withdrawal.

Services used to handle requests

Our website uses WordPress and Elementor forms, and Amelia for demo booking. We use Brevo for marketing communications. Information necessary to handle a request may be available to the team members and service providers involved in website hosting, email, appointment administration, customer communications and technical support.

A service provider’s role and the location in which information is processed depend on the service and its terms. Contact us for information about the providers, processing locations and transfer arrangements relevant to your enquiry. This notice does not promise that every service stores or accesses information only in the UK.

How long information is kept

Our retention principle is to keep personal information only for as long as necessary for the purpose for which it is held, including any applicable legal obligations. UK data protection law does not provide one maximum retention period for every type of information. A legal requirement to keep a particular record does not justify keeping unrelated information indefinitely.

Retention depends on why information is held. For enquiries, guide requests, reviews and bookings, relevant considerations include whether the request is still open, the need to record what was agreed or supplied, any resulting client relationship, and applicable legal or dispute requirements. Marketing preferences and suppression records may need to be retained so that an unsubscribe or objection continues to be respected.

Contact us to ask about the retention period applicable to your information or to request deletion. We will explain any reason that prevents us from deleting particular records. Website enquiries and records stored by an employer in the EPL Hub are different categories and may have different retention arrangements.

Cookies and similar technologies

Cookies are small files stored by your browser. Similar technologies can send information about visits and interactions to service providers. Our website uses WordPress, has Google Analytics connected through Site Kit, and includes a Google tag and Google Ads conversion tracking. Analytics helps measure website use; advertising measurement helps assess responses to advertising.

Cookie information for these services

The names and lifetimes below describe the providers’ standard cookies for the services identified on this website. They are not a complete scan of cookies stored on your device. Whether a cookie is set, and its actual expiry, depends on the feature used, consent, browser behaviour and configuration.

• WordPress login: wordpress_test_cookie checks whether cookies work when the login page is used. wordpress_logged_in_[hash] and wordpress_sec_[hash] support authenticated access. These relate to signing in; ordinary visitors do not need to log in to read our public pages. Login-cookie duration depends on the session and login settings.
• Google Analytics: _ga distinguishes visitors and _ga_<container-id> maintains session state. Google documents a default lifetime of two years; settings and browser limits can alter this.
• Google Ads: cookies beginning _gcl_ help measure actions following advertising interactions. Google documents a 90-day lifetime for this cookie family. A Google Ads conversion tag was identified on this website.

For current provider details, see WordPress cookie information, Google’s cookie information and Google’s privacy policy. Cookie lifetime is separate from how long a provider retains information collected using that cookie.

Your choices and embedded content

You can inspect, delete or block cookies through your browser settings. Blocking login cookies may prevent signing in. Browser settings and this notice do not themselves constitute consent to advertising cookies. Google also provides controls through My Ad Center.

Maps, videos or other embedded content, where present, may connect to another provider and be subject to its privacy information. External links take you to websites with their own policies. Contact sales@epl-hub.com with questions about cookies or tracking on this website.

Your rights

Depending on the circumstances and lawful basis, you may have rights to access your personal information, correct it, request its deletion, restrict its use, object to processing or receive information in a portable form. These rights are not absolute. Send requests to sales@epl-hub.com. We may need information to verify that we are responding to the correct person.

You can also complain to the Information Commissioner’s Office.

EPL Hub hosting and employee records

The EPL Hub software is hosted in Microsoft Azure’s UK West region in the United Kingdom. This software-hosting statement is separate from the arrangements for this public website, email and marketing services.

If your employer has entered information about you into the EPL Hub, contact your employer about its use of those records. The employer’s privacy notice and the applicable service and data-processing agreement explain the relevant responsibilities. This website notice does not replace those documents, occupational-health privacy information or a supplier hosting agreement.

Changes to this notice

We may update this notice when website activities or arrangements change. The date above identifies the current version. For questions about a change or your information, please contact us.