Updated: 8 September 2026

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At HR Ninjas, community and trust sit at the heart of what we do. That includes being clear about what happens to your personal information when you join our communities, register for an event, sign up for our updates or otherwise interact with us.

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This Privacy Notice and our Community & Registration Terms explain:

• what information we collect;

• why we collect it;

• how we use and protect it;

• when we may share it;

• how our sponsored events work;

• how our Facebook and WhatsApp communities operate;

• how our email and WhatsApp communications work; and

• the choices and rights you have.

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These terms apply to interactions with HR Ninjas through www.thehrninjas.co.uk, our registration forms, Facebook communities, WhatsApp communities and chats, HR Ninjas events, social events and email communications.

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1. Who we are

HR Ninjas is operated by The HR Ninjas Limited, company number 12346966, registered in England and Wales.

Registered office:

2A The Quadrant
Epsom
England
KT17 4RH

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For data protection questions or requests, contact:

support@thehrninjas.co.uk

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In most circumstances, The HR Ninjas Limited is the data controller responsible for deciding how and why your personal information is used.

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Where information is shared with one of our partners and that partner uses it for its own purposes, the partner may become a separate data controller and its own privacy notice will apply.

 

PART ONE – OUR PRIVACY NOTICE

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2. The information we collect

Depending on how you interact with HR Ninjas, we may collect information including:

• your first and last name;

• email address;

• mobile telephone number;

• job title;

• employer/company name;

• location or regional community;

• LinkedIn profile or other professional information where relevant to membership verification;

• Facebook profile details made available to us when you request to join one of our Facebook communities;

• WhatsApp profile information made available through WhatsApp;

• event registration and attendance information;

• communications and correspondence you send to HR Ninjas;

• community membership information;

• preferences relating to newsletters, WhatsApp updates and partner communications;

• survey, competition or feedback responses;

• photographs or video captured at HR Ninjas events where applicable;

• technical information associated with your use of our website, such as cookies, device information and website analytics; and

• records of the permissions or marketing preferences you have given us.

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We only ask for information that we reasonably need for the relevant purpose.

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3. How we collect your information

We may collect personal information when you:

• visit the HR Ninjas website;

• complete a form on our website;

• request to join an HR Ninjas Facebook group;

• register to join an HR Ninjas WhatsApp Community or Chat;

• provide information through Facebook or WhatsApp;

• register for or attend a local Meet Up, national event or other HR Ninjas event;

• register for an event sponsored or supported by an HR Ninjas Partner;

• sign up to Ninjas News or another email list;

• opt in to receive WhatsApp communications;

• contact us directly;

• enter a competition or giveaway;

• complete a survey or feedback form; or

• otherwise engage with HR Ninjas.

We may also check publicly available professional information, such as your LinkedIn profile, where this is reasonably necessary to verify that you meet the membership criteria for one of our professional communities.

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4. Why we use your information

We may use your personal information to:

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Manage our communities

This includes:

• reviewing and verifying requests to join;

• confirming that members meet our joining criteria;

• adding members to the appropriate Facebook or WhatsApp community;

• contacting applicants where we need further information;

• administering community membership;

• maintaining the safety and integrity of our communities;

• enforcing our community rules; and

• managing complaints, concerns or moderation issues.

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Administer events

This includes:

• processing registrations;

• confirming places;

• sending practical event information;

• managing waiting lists;

• communicating changes or cancellations;

• understanding attendance;

• keeping attendees safe;

• obtaining feedback; and

• administering events with venues, hosts and event partners where appropriate.

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Keep you updated

Where you have subscribed or where otherwise permitted by law, we may send information about:

• HR Ninjas news;

• community updates;

• events and Meet Ups;

• webinars;

• HR opportunities and jobs;

• member resources;

• offers and discounts;

• surveys and research;

• content from HR Ninjas Partners; and

• other HR Ninjas activities we think will be useful and relevant to our community.

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Improve HR Ninjas

We may use information and aggregated statistics to:

• understand how our communities are being used;

• understand attendance at events;

• improve our website, communications and services;

• measure engagement;

• plan future events and community activity; and

• understand what matters to the HR community.

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Where possible, reporting and analysis will use aggregated or anonymised information rather than identifying individual members.

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5. Our lawful bases for processing

UK data protection law requires us to have a lawful basis for processing personal information.

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Depending on the circumstances, we may rely on:

Consent

For example, where you:

• subscribe to Ninjas News;

• opt in to receive marketing or newsletter messages by WhatsApp;

• agree to receive direct marketing from an HR Ninjas Partner; or

• provide another specific optional permission.

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You can withdraw consent at any time.

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Contract or steps connected with a contract

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Where processing is necessary to provide something you have requested, including registering you for certain events or services.

 

Legitimate interests

We may rely on our legitimate interests where it is reasonable, proportionate and something you would reasonably expect.

This may include:

• administering and protecting our professional communities;

• verifying that applicants meet our membership criteria;

• communicating with you about an event you have registered for;

• preventing misuse of our communities;

• analysing and improving our services;

• maintaining appropriate business records; and

• communicating with business contacts where permitted by law.

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Where we rely on legitimate interests, we consider our interests alongside your privacy rights.

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Legal obligations

We may process information where we are required to do so by law.

 

6. Facebook Community membership

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HR Ninjas operates private Facebook communities for in-house HR professionals.

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When you request to join, we may ask you to provide information including:

• your name;

• email address;

• job title; and

• company/employer.

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We use this information to:

• check that you meet our membership criteria;

• protect the professional integrity of the community;

• administer your membership;

• communicate with you about your membership where necessary; and

• better understand the professional make-up of the HR Ninjas community.

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We may also review professional information available through your Facebook profile and/or publicly available sources such as LinkedIn where needed to verify your eligibility.

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Providing these details does not automatically subscribe you to HR Ninjas marketing emails unless we clearly tell you otherwise and have an appropriate lawful basis to do so.

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You are invited to subscribe to Ninjas News and email updates as part of the joining process and advised you can unsubcribe at anytime. 

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Facebook is operated independently by Meta. Your use of Facebook is also governed by Meta’s own privacy terms and policies.

Information that you post or share inside an HR Ninjas Facebook community may be visible to other members of that community.

Although our groups are private and professionally moderated, members should never share information that they do not have permission to disclose. This is particularly important when discussing employees, colleagues, clients, employment cases or confidential workplace matters.

Where appropriate, members should anonymise details before posting.

 

7. WhatsApp Communities and Chats

HR Ninjas operates professionally managed WhatsApp Communities and Chats, including Regional Communities, Local Meet Up Chats, event chats and specialist HR chats.

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When you request to join, we may collect:

• your name;

• mobile number;

• email address;

• your job title;

• your company name;

• your company size;

• your company industry;

• location or community requested;

• professional information required for verification; and

• your communication preferences.

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We use this information to:

• process your application;

• verify your eligibility;

• add you to the requested WhatsApp Community or Chat;

• administer the community;

• send information necessary for the operation of the community; and

• contact you if we need to verify your application.

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Where we cannot verify your details from the information provided, we may contact you by WhatsApp and/or review or contact you through your LinkedIn profile.

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Visibility of your information on WhatsApp

WhatsApp is a third-party platform operated by Meta.

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Depending on WhatsApp’s functionality and your own privacy settings, information such as your:

• telephone number;

• WhatsApp display name;

• profile photograph; and

• other profile information

may be visible to other members of a Community or Chat.

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By choosing to participate, you acknowledge that other participants may therefore be able to see certain information about you.

Please check your own WhatsApp privacy settings before joining if this is a concern.

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Community messages

Where you register for a specific HR Ninjas WhatsApp Community or Chat, we may send messages reasonably connected with the operation of that community, including:

• joining information;

• community administration;

• Meet Up information;

• event updates;

• important changes; and

• messages necessary to manage the community.

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WhatsApp newsletters and promotional messages

Receiving HR Ninjas WhatsApp newsletter is optional.

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Where required, we will ask you to positively opt in before sending these communications.

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You can withdraw your permission at any time by following the instructions provided in our messages, contacting us or asking us to stop.

Leaving a WhatsApp Chat or Community does not necessarily withdraw a separate marketing permission you have previously given us, so please tell us if you also want to stop receiving direct messages or newsletters.

 

8. Email newsletters – Ninjas News

You can choose to subscribe to HR Ninjas email communications, including Ninjas News.

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Our emails may include:

• HR Ninjas updates;

• events and Meet Ups;

• HR jobs;

• webinars;

• resources;

• member benefits;

• surveys;

• competitions;

• offers;

• information and content from our Partners; and

• other information relevant to the HR Ninjas community.

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We may use information about email delivery, opens and interactions to understand the effectiveness of our communications and improve what we send.

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You can unsubscribe at any time using the unsubscribe link in our emails or by contacting us.

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Unsubscribing from Ninjas News does not automatically remove you from HR Ninjas Facebook groups, WhatsApp Communities or event registrations.

 

9. HR Ninjas events

When you register for an HR Ninjas event, Meet Up or social event, we use your information to administer your registration and participation.

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This may include sending:

• confirmation emails;

• reminders;

• venue information;

• joining instructions;

• safety or accessibility information;

• changes to the event;

• follow-up information directly connected to the event; and

• requests for feedback.

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We may share information with organisations helping us deliver the event where reasonably necessary, such as venues, event platforms, suppliers, Volunteer Hosts or delivery partners.

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They should only receive the information reasonably required for their role.

 

10. Sponsored social events and Partner events

Some HR Ninjas events are made possible through the support of our Partners.

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Where an event is sponsored, we will clearly identify the sponsoring Partner when you register.

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We may tell you as part of the registration process that certain registration information will be shared with the named event sponsor.

Where this applies, we will explain this before you submit your registration.

Information shared may include information such as:

• name;

• job title;

• company; and

• business email address,

depending on what is reasonably required for that event.

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We will not provide more information than is reasonably necessary for the stated purpose.

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Partner marketing is separate

Registration for a sponsored event does not automatically mean you have agreed to join the Partner’s marketing database.

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Where a Partner would like to contact attendees separately about its products, services, news or future events, we will provide a separate optional opt-in.

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For example:

☐ Yes, I’d also like to hear from [Partner Name] about their news, resources, events, products and services. I understand that my details will be shared with [Partner Name] for this purpose and their privacy policy will apply.

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This box will not be pre-selected.

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Choosing not to opt in to the Partner’s marketing should not prevent you from attending the event unless we clearly explain a legitimate reason otherwise.

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Once your information has been shared with a Partner following your marketing consent, that Partner is responsible for the way it subsequently processes that information and for managing any unsubscribe or data rights requests relating to its marketing.

 

11. Photographs and video at events

We love capturing the brilliant HR Ninjas community in action.

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Photography and/or filming may take place at some HR Ninjas events.

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Where this is happening, we will take reasonable steps to make attendees aware.

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Images may be used for purposes including:

• HR Ninjas social media;

• our website;

• Ninjas News;

• event galleries;

• future event promotion; and

• promoting the HR Ninjas community.

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Where practical, please speak to a member of the HR Ninjas team if you would prefer not to appear in photographs or video.

Where we arrange individual interviews, testimonials, posed photography or other content focused specifically on you, we may seek additional permission where appropriate.

 

12. Partners and third parties

We work with selected HR Ninjas Partners to support the community and provide events, resources and benefits.

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We do not automatically provide our general HR Ninjas membership or newsletter database to Partners for their own marketing.

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We may share personal information:

• where you have specifically agreed to it;

• where we have clearly explained that sharing is part of a particular event or activity;

• with organisations processing information on our behalf;

• where necessary to provide a service you have requested;

• where required by law; or

• where another lawful basis allows us to do so.

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When asking for consent for a Partner to market directly to you, we will identify the organisation wherever practicable rather than simply referring to an unnamed group of “partners”.

 

13. Our service providers

We use third-party technology and service providers to help operate HR Ninjas.

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These may include providers supporting:

• website hosting and forms;

• databases and CRM systems;

• email communications;

• event registration;

• analytics;

• payment processing where applicable;

• file storage;

• Facebook;

• WhatsApp; and

• other administrative or communication services.

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This currently includes services provided by organisations such as Wix and Meta, where relevant to your interaction with us.

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These organisations may process personal information on our behalf or, in some circumstances, act as independent controllers.

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Their own privacy notices may also apply.

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14. International transfers

Some of the technology providers we use are international organisations and may process or store personal information outside the United Kingdom.

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Where UK data protection legislation requires safeguards for an international transfer, we will take reasonable steps to ensure appropriate safeguards are in place.

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15. How long we keep information

We do not keep personal information indefinitely simply because we have collected it.

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How long we retain information depends on why it was collected.

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For example:

• newsletter and marketing preferences may be retained while you remain subscribed, together with sufficient suppression information after you unsubscribe so that we can respect your preference;

• WhatsApp and community membership information may be retained while you remain part of the relevant community and for a reasonable period afterwards where needed for administration, safety or record keeping;

• event registration records may be retained for a reasonable period following an event for administration, reporting and legitimate business purposes;

• consent records may be retained for as long as reasonably necessary to demonstrate when, how and what you agreed to;

• complaints, moderation and safeguarding records may be retained for longer where necessary to protect our community or respond to legal issues.

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We periodically review the information we hold and delete, anonymise or securely dispose of information we no longer need.

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16. Keeping your information safe

We take reasonable organisational and technical measures to protect personal information from:

• unauthorised access;

• loss;

• alteration;

• misuse; or

• inappropriate disclosure.

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No online system can be guaranteed to be completely secure, but we take reasonable measures appropriate to the information we hold.

 

17. Your data protection rights

Depending on the circumstances, UK data protection law may give you the right to:

• ask what personal information we hold about you;

• obtain a copy of your information;

• correct inaccurate information;

• ask us to delete information;

• ask us to restrict the way information is used;

• object to certain uses of your information;

• withdraw consent;

• request transfer of certain information; and

• raise a concern about how your information is being handled.

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You have an absolute right to object to the use of your personal information for direct marketing.

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To exercise your rights, contact:

support@thehrninjas.co.uk

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We may need to verify your identity before completing certain requests.

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You also have the right to raise a concern with the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

 

PART TWO – COMMUNITY & REGISTRATION TERMS

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18. Joining HR Ninjas

HR Ninjas is primarily a professional community for people working in in-house HR and related roles.

Membership is not automatic.

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We may:

• verify applications;

• ask for additional information;

• decline applications where our joining criteria are not met;

• remove accounts or members that no longer meet our criteria; and

• take reasonable steps to protect the integrity and safety of the community.

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Providing inaccurate or misleading information when applying may result in your application being declined or your membership being removed.

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19. Community behaviour

By participating in an HR Ninjas Facebook or WhatsApp community, you agree to:

• follow the relevant community rules;

• behave professionally and respectfully;

• protect confidential information;

• respect other members’ privacy;

• avoid sharing another person’s personal information without appropriate permission;

• avoid using community membership to spam, scrape or mass-contact other members;

• avoid harvesting member names, email addresses, phone numbers or other details;

• avoid unsolicited sales approaches where these breach our community rules; and

• follow reasonable instructions given by HR Ninjas administrators or Volunteer Hosts.

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Community membership is provided at our discretion.

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Serious or repeated breaches may result in removal without notice.

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20. Peer-to-peer information and advice

HR Ninjas provides spaces where HR professionals can exchange ideas, experiences and peer-to-peer support.

Content shared by members represents the views of the individual contributor unless explicitly stated otherwise.

HR Ninjas does not guarantee that information, recommendations or advice shared by members is:

• legally correct;

• complete;

• appropriate for your organisation; or

• suitable for a particular situation.

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Members remain responsible for their own professional decisions and should obtain appropriate specialist advice where required.

 

21. Events and Meet Ups

Registration does not always guarantee attendance where an event has limited capacity.

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We may:

• operate waiting lists;

• set eligibility requirements;

• change the venue, timings, speakers or format;

• cancel or postpone events;

• refuse admission where reasonably necessary; or

• remove attendees whose behaviour puts others at risk or materially affects the event.

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We ask members to cancel places they can no longer use wherever possible so that they can be offered to another Ninja.

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22. Volunteer Hosts

Some HR Ninjas Meet Ups and community activity are supported by Volunteer Hosts.

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Hosts help facilitate the community but are not automatically employees or authorised representatives of HR Ninjas.

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Members should treat Hosts respectfully and follow reasonable instructions relating to the safe and effective operation of Meet Ups and community Chats.

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23. WhatsApp participation

By asking to join an HR Ninjas WhatsApp Community or Chat, you acknowledge that:

• WhatsApp is operated independently of HR Ninjas;

• your phone number and certain profile information may be visible to other participants;

• other participants may be able to contact you through WhatsApp;

• you are responsible for your own WhatsApp privacy settings; and

• WhatsApp’s own terms and privacy policies also apply.

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HR Ninjas must not be held responsible for another member making unauthorised use of information that they obtain independently through WhatsApp, although breaches of our community rules should be reported to us and may result in removal.

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24. Communications

Providing contact details for community administration or an event does not necessarily mean you have agreed to receive all HR Ninjas marketing communications.

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Where separate consent is required for:

• email marketing;

• WhatsApp marketing; or

• Partner marketing,

we will provide a separate choice.

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You can change your preferences at any time.

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25. Intellectual property and community content

HR Ninjas branding, website content, graphics, written materials and other content created by us are protected by intellectual property law and must not be commercially reproduced without permission.

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Members retain responsibility for content they submit.

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By voluntarily submitting content to HR Ninjas for publication, such as a testimonial, community story, photograph or contribution, you give us permission to use that content for the purpose for which it was submitted and related HR Ninjas communications, subject to any specific agreement made with you.

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26. Changes to these terms

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We may update this page from time to time where:

• our services change;

• technology changes;

• our Partners or suppliers change;

• legal requirements change; or

• we need to clarify how HR Ninjas operates.

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The latest version will be published on our website with an updated effective date.

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Where a change significantly affects how we use personal information, we will take reasonable steps to bring it to the attention of affected individuals.

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27. Contact us

Questions about privacy, your information or these terms can be sent to:

The HR Ninjas Limited
Email: support@thehrninjas.co.uk

Registered office:

2A The Quadrant
Epsom
England
KT17 4RH

Company number: 12346966