HCI Data Ltd Privacy Policy

We respect your privacy and are committed to protecting your personal data. This privacy policy tells you about how we collect and use your personal data and the rights you have under data protection laws

Changes to this privacy policy

We keep our privacy policy under regular review. We will update the privacy policy from time to time to make sure it is up to date with the latest law and guidance and to reflect any changes to the way we use personal data. This version was last updated on 25th Ausgust 2024.

Third-party links on our website

If you click on a link on our website, it may take you to another website or an application run by a third party. Clicking links may allow third parties to collect or share your personal data. We do not control these third-party websites and applications and are not responsible for the way they collect and use your personal data. When you leave our website, we encourage you to read the privacy policy of every website or application you visi

What Data is Collected About You

Your personal data is any information about you that allows us to identify you. It does not include anonymous data which is information that has had all of the identifying details removed so that we no longer have any way of connecting the information to you. The type and amount of personal data that we collect and use about you will depend upon our relationship and interactions with you. If you do not login on our website or fill in any of our online forms, we do not collect any personal information. If you complete on of the forms on the website we will collect all that information that you volunterraly supply. To become a client of HCI Data Ltd we will require some personal data in order to provide services to you. The data we require is:

Identity Data

your title, first name and last name

Contact Data

your business or home address, email address, telephone numbers and (for businesses) position in the business

If we need to make a payment to you or your business, we will need your account number, sort code and account name.

Changes to your personal data

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes at any time during your relationship with us.

Sharing personal data about other people with us

Please do not share personal data about other people with us unless you have permission from the individual whose data you are sharing. If you share personal data about other people with us, please show them this privacy policy.

How We Collect Your Personal Data

Data collected from you

Most of the personal data we collect about you will come from you directly, for example, when you fill out our forms, communicate with us by telephone or email. This includes Identity Data and Contact Data Data that we collect is normally when you apply for a service or nothify us of a change of staff at your business.

Third parties or publicly available sources

We may aquire personal data about you from various third parties and public sources such as websites. In particular, staff and councillors (e.g. parish councils) may have their personal data on a public website.

How We Use Your Personal Data

Lawful basis for using personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract, we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and we have satisfied ourselves that using your personal data won't expose you to significant risks or have an unjustified negative impact on you.
• Where we need to comply with a legal obligation
• Where you have consented to our using your personal data

These are called "lawful bases of processing". The lawful basis we rely on will depend upon the purpose for which we are using your personal data. Please refer to the section on Purposes for which we will use your personal data to understand which lawful basis we rely on when using your personal data for different purposes.

Contract

Generally, we rely on contractual necessity as the lawful basis for processing your personal data.

Legiimate Interest

From time to time, a client may ask HCI Data Ltd to deal with a third party. We will collect the minimum amount of personal information about the third party (name, email address(es) and telephone number(s)) in order to deal with the third party.

Sharing Your Personal Data With Others

We may share your personal data with others as set out below.

People you nominate

such as a third party that would like your first hand description of a problem

Our third-party service providers

who need to access or use your personal data in order to provide services. This is very common with the registration of domain names where the personal details of the registrant is a requirement to holding a domain name.

Other external third parties

These can include credit reference agencies; fraud prevention agencies; HMRC and other tax authorities; regulators such as the the Information Commissioner's Office; law enforcement and crime prevention agencies; government bodies and agencies; payment processors such as BACS.

Keeping Your Personal Data Safe

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way or from being altered or disclosed without our authority. In addition, we limit access to your personal data to those employees and third parties who have a proper business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

How Long We Keep Your Personal Data

We will only keep your personal data for as long as we need it for the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may keep your personal data for longer than our usual retention period if we are dealing with a complaint regarding the management of your data or the way we have provided our products or services to you, are asked to do so by a government agency, regulator or law enforcement body or if we think that you may bring a legal claim against us or we may bring one against you. To decide how long we will keep your personal data, we consider the amount, nature and sensitivity of the personal data we hold, the potential risk of harm from any unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, as well as any applicable legal, regulatory, tax, accounting or other requirements.

Personal information that appears on invoices will be kept for at least six years in order to comply with HMRC tax requirements.

Your Legal Rights

You have a number of rights under data protection laws in relation to your personal data. These include the right to:

• Request access to your personal data. This is commonly known as a "data subject access request". This right enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of your personal data. This right enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This right enables you to ask us to delete or remove personal data where there is no good reason for us continuing to use it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data. This right applies where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it has an unfair impact on you. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override a negative impact on you.
• Request restriction of processing your personal data. This right enables you to ask us to suspend using your personal data in the following scenarios:
  • If you want us to establish the data's accuracy
  • Where our use of the data is unlawful but you do not want us to erase it
  • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims
  • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request transfer of your personal data. You have a right to ask that we transfer a copy of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Withdraw consent. If we are using your personal data on the lawful basis of your consent, you are entitled to withdraw your consent at any time. If you do so, we will stop that use of your data. Please note that although we will not continue to use your data once you withdraw consent, your withdrawal your withdrawal of consent does not make our use of your personal data before you withdraw consent illegal.

How to exercise your rights

If you wish to exercise any of the rights set out above, please contact us. The following information may help if you wish to exercise your rights:

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Your right to complain

If you are not happy with the way we have used your personal data you have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. You can find information about what the ICO does and how to contact it on its website at www.ico.org.uk. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.