1. Introduction

Privacy policy

  1. 1.1  We are committed to safeguarding the privacy of our website visitors and service users.
  2. 1.2  This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and service users; in other words, where we determine the purposes and means of the processing of that personal data.
  3. 1.3  We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website and services, we will ask you to consent to our use of cookies when you first visit our website.
  4. 1.4  In this policy, “we”, “us” and “our” refer to HFR Solutions designated Data Controller. [ For more information about us, see Section 13.]

2. Credit

2.1 This document was created using a template from SEQ Legal (https://seqlegal.com).

3. How we use your personal data

  1. 3.1  In this Section 3 we have set out:(a) the general categories of personal data that we may process;

    (b) in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;

    (c) the purposes for which we may process personal data; and

    (d) the legal bases of the processing.

  2. 3.2  We may process data about your use of our website and services (“usage data”). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is consent OR our legitimate interests, namely monitoring and improving our website and services.
  3. 3.3  We may process your account data (“account data”). The account data may include your name and email address. The source of the account data is you or your employer. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is consent OR our legitimate interests, namely the proper administration of our website and

business OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

  1. 3.4  We may process your information included in your personal profile on our website (“profile data”). The profile data may include your name, address, telephone number, email address, date of birth and employment details. The profile data may be processed for the purposes of enabling and monitoring your use of our website and services. The legal basis for this processing is consent OR our legitimate interests, namely the proper administration of our website and business OR the performance of a contract between you and us and/or taking steps, at you request, to enter into such a contract.
  2. 3.5  We may process your personal data that are provided in the course of the use of our services (“service data”). The service data may include courses undertaken and previous services provided. The source of the service data is you or your employer. The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is consent OR our legitimate interests, namely the proper administration of our website and business OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
  3. 3.6  We may process information that you post for publication on our website or through our services (“publication data”). The publication data may be processed for the purposes of enabling such publication and administering our website and services. The legal basis for this processing is consent OR our legitimate interests, namely the proper administration of our website and business OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
  4. 3.7  We may process information contained in any enquiry you submit to us regarding goods and/or services (“enquiry data”). The enquiry data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to you. The legal basis for this processing is consent.
  5. 3.8  We may process information relating to our customer relationships, including customer contact information (“customer relationship data”). The customer relationship data may include your name, your employer, your job title or role, your contact details, and information contained in communications between us and you or your employer. The source of the customer relationship data is you or your employer. The customer relationship data may be processed for the purposes of managing our relationships with customers, communicating with customers, keeping records of those communications and promoting our products and services to customers. The legal basis for this processing is consent OR our legitimate interests, namely the proper management of our customer relationships.
  6. 3.9  We may process information relating to transactions, including purchases of goods and services, that you enter into with us and/or through our website (“transaction data”). The transaction data may include your contact details,

your card details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely the proper administration of our website and business.

  1. 3.10  We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (“notification data”). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
  2. 3.11  We may process information contained in or relating to any communication that you send to us (“correspondence data”). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.
  3. 3.12  In addition to the specific purposes for which we may process your personal data set out in this Section 3, we may also process any of your personal data where such processing is necessary.
  4. 3.13  Please do not supply any other person’s personal data to us, unless we prompt you to do so.

4. Providing your personal data to others

  1. 4.1  We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
  2. 4.2  We may disclose your personal data to our suppliers or subcontractors insofar as reasonably necessary for the provision of our services.
  3. 4.3  Financial transactions relating to our website and services may be handled by our payment services providers, www.paypal.com OR www.sagepay.co.uk. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers’ privacy policies and practices at https://www.paypal.com/uk/home OR https://www.sagepay.co.uk/.

4.4 In addition to the specific disclosures of personal data set out in this Section 4, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

5. Retaining and deleting personal data

  1. 5.1  This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
  2. 5.2  Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
  3. 5.3  We will retain your personal data as follows:

(a) we will hold personal data and/or enquiry data for services provided indefinitely, allowing service users to verify such data at their request.

  1. 5.4  In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the following criteria:
    1. (a)  the period of retention will be determined based on previous services provided.
    2. (b)  we will periodically review the data we hold to ensure accuracy and compliance.
  2. 5.5  Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

6. Amendments

  1. 6.1  We may update this policy from time to time by publishing a new version on our website.
  2. 6.2  You should check this page occasionally to ensure you are happy with any changes to this policy.
  3. 6.3  We may notify you of significant changes to this policy by email.

7. Your rights

7.1 In this Section 8, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

  1. 7.2  Your principal rights under data protection law are:
    1. (a)  the right to access;
    2. (b)  the right to rectification;
    3. (c)  the right to erasure;
    4. (d)  the right to restrict processing;
    5. (e)  the right to object to processing;
    6. (f)  the right to data portability;
    7. (g)  the right to complain to a supervisory authority; and
    8. (h)  the right to withdraw consent.
  2. 7.3  You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.
  3. 7.4  You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
  4. 7.5  In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: [the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed]. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: [for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims].
  5. 7.6  In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the

protection of the rights of another natural or legal person; or for reasons of important public interest.

  1. 7.7  You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
  2. 7.8  You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.
  3. 7.9  You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.
  4. 7.10  To the extent that the legal basis for our processing of your personal data is:
    1. (a)  consent; or
    2. (b)  that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,

    and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

  5. 7.11  If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
  6. 7.12  To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
  7. 7.13  You may exercise any of your rights in relation to your personal data by written notice to us OR by email.

8. About cookies

Cookies do lots of different jobs, like letting you navigate between pages efficiently, storing your preferences, and generally improving your experience of a website. Cookies make the interaction between you and the web site faster and easier.

  1. 8.1  A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
  2. 8.2  Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
  3. 8.3  Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
  4. 8.4  Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. Many websites do this whenever a user visits their website in order to track online traffic flows. We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs.

9. Cookies that we use

9.1 We use cookies for the following purposes:

  1. (a)  authentication – we use cookies to identify you when you visit our website and as you navigate our website
  2. (b)  status – we use cookies to help us to determine if you are logged into our website
  3. (c)  personalisation – we use cookies to store information about your preferences and to personalise the website for you
  4. (d)  security – we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally
  5. (e)  analysis – we use cookies to help us to analyse the use and performance of our website and services
  6. (f)  cookie consent – we use cookies to store your preferences in relation to the use of cookies more generally

Cookies used by HFR Solutions.co.uk

The following cookies are used on www.hfrsolutions.co.uk PHPSESSID – end of session – site session tracking

exp_last_activity – 1 year – site session tracking exp_last_visit – 1 year – site session tracking exp_tracker – end of session – site session tracking exp_csrf_token – end of session – site session tracking exp_perpage – 6 months – site session tracking hide_cookie_popup – 1 year – hides cookie policy __utma – 2 years – google analytics

__utmb – 30 minutes – google analytics __utmc – single request – google analytics __utmt – 10 minutes – google analytics __utmz – 6 months – google analytics

10. Cookies used by our service providers

  1. 10.1  Our service providers use cookies and those cookies may be stored on your computer when you visit our website.
  2. 10.2  We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy/.
  3. 10.3  Please note that during your visits to our website you may notice some cookies ‘Third Party cookies’ that are not related to directly to us. When you visit a page with content embedded from YouTube, Linkedin or one which has a “Share” button, you may be presented with cookies from these websites. We have no control of these cookies and you should check the third-party websites for more information about these

11. Managing, Disabling and Removing Cookies

11.1 Most browsers allow you to refuse to accept cookies and to delete cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer.

If you prefer, it is possible to disenable some or all cookies, or even to delete cookies that have already been set. You can block cookies by going into your browsers control panel/preferences.

The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

  1. (a)  https://support.google.com/chrome/answer/95647?hl=en (Chrome);#
  2. (b)  https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website- preferences (Firefox);
  3. (c)  http://www.opera.com/help/tutorials/security/cookies/ (Opera);
  4. (d)  https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer- delete-manage-cookies (Internet Explorer);

(e) https://support.apple.com/kb/PH21411 (Safari); and

(f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

For further information and advice on how to disable your cookies or delete them, please visit the following website – www.aboutcookies.org. Alternatively, you can refer to the help guide for the browser/s you use for further guidance.

  1. 11.2  Blocking all cookies will have a negative impact upon the usability of many websites.
  2. 11.3  If you do not wish to accept cookies on to your machine you can disable them by adjusting the settings on your browser. However this will affect the functionality of this and other websites you visit and may prevent you from taking full advantage of the website. If you block cookies, you will not be able to use all the features on our website.

12. Our details

  1. 12.1  This website is owned and operated by HFR Solutions Community Interest Company.
  2. 12.2  We are registered in England and Wales under registration number 7906648, and our registered office is at HFR Solutions CIC, Service Headquarters, Summergroves Way. Hull HU4 7BB.
  3. 12.3  Our principal place of business is at HFR Solutions CIC, Service Headquarters, Summergroves Way. Hull HU4 7BB.
  4. 12.4  You can contact us:
    1. (a)  by post, to the postal address given above;
    2. (b)  using our website contact form;
    3. (c)  by telephone, on the contact number published on our website from time to time; or
    4. (d)  by email, using the email address published on our website from time to time.

13. Data protection officer

13.1 Our data protection officer’s contact details are: The Data Protection Officer, HFR Solutions CIC, Service Headquarters, Summergroves Way, Hull. HU4 7BB.