How we keep your personal data safe

Introduction

Hexagon Consultants Limited (referred to as “we”, “us”, or “our” in this privacy notice) respects your privacy and is committed to protecting your personal data. This privacy notice tells you about how we look after your personal data when you visit our website www.hexconsultants.com (referred to as “this website” in this privacy notice) or contact us and your privacy rights.

Important Information and who we are

Purpose of this privacy notice

This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website when you use our contact form, or when you contact us. We are the controller of any personal data we collect about you through your use of this website or when you contact us.

This website is not intended for children and we do not knowingly collect data relating to children.

 

Contact details

If you have any queries, comments or requests regarding this privacy notice, you have a complaint or you would like to exercise any of your legal rights, you can contact us in the following ways:

• Email address: [email protected]
• Postal address: Hexagon Consultants Limited, 6 Queen Street, Leeds, LS1 2TW
• Telephone number: 0113 873 0040

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 (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.

 

Changes to the privacy notice and your duty to inform us of changes

It is likely that we will need to update this privacy notice from time to time by updating this page. We would encourage you to come back and review it from time to time.

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

 

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave this website, we encourage you to read the privacy notice of every website you visit.

 

The information we collect about you and how we use it

We will only use your personal data where we have a lawful basis to use it. This is generally where:

• we have obtained your consent. For example, to send you marketing communications; or
• we are using your personal data in a way which might reasonably be expected as part of running our business and which does not materially impact your interests, rights or freedoms. For example, we will use the personal data you provide to us to deal with any queries raised by you. We may also use your personal data for the purpose of improving this website/the services we provide. Please get in touch with us using the contact details provided at the start of this privacy notice if you would like further information about this.

We may sometimes need to use data to comply with our legal obligations (for example to pass on details related to fraud).

The list below provides some examples of the information we collect about you and how we will use it.

 

The personal data we collect from you

1. The personal data you provide in the contact form on this website, being your name, email address and message.
2. The personal data you provide to us when you contact us by email, telephone or post.
3. Technical information about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies such as web beacons or pixels on this website and full details as to how we use cookies can be found in our Cookies Policy.
4. Where you contact us by telephone, we may record our call with you.

 

How we use it

1. To deal with and respond to your message, which may be an enquiry, feedback, complaint or something else. Where you have consented, we shall also use your name and email address to send marketing communications to you by email.
2. To provide you with the support and customer service you have requested.
3. To administer and to improve this website, to ensure it is presented in the most effective manner for you and to give you the best website experience. For data analysis, testing, research and statistical statistics to help us to improve our services. To keep this website safe and secure. To make suggestions and recommendations to you and other users of this website about products or services that may interest you or them. To measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you.
4. To improve and monitor our services and for learning and development purposes.

 

Lawful basis

1. Legitimate business purposes. Consent.
2. Legitimate business purposes.
3. Legitimate business purposes.
4. Legitimate business purposes.

 

We will not collect any personal data about you from third parties.

We do not intend to collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data) or any information about criminal convictions and offences.

 

If you fail to provide personal data

You don’t have to give us any of the personal data set out above but, if you don’t provide us with certain information, we may not be able to effectively deal with the enquiry you have raised with us.

 

Opting out

Where you have consented to receiving marketing communications from us, you can ask us to stop sending you marketing communications at any time by following the opt-out links on any marketing communication sent to you or by contacting us at any time using the contact details provided at the start of this privacy notice.

 

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

 

Disclosure of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table above.

• Our Associate Consultants, where required to complete a project.

When we do share your data with these third parties we only provide the information they need to perform the service. We have written contracts in place with them to ensure they only use your data for the purpose we specify to them and that your privacy is secure and respected.

We may also share your personal data in connection with a business transition (such as a merger, acquisition by another company, or a sale of all of or a portion of our assets). In these circumstances, we may need to share your personal data with a prospective buyer and external professional advisors such as accountants, insurers, lawyers or financial institutions.

 

Data security

We have put in place security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

 

Data retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from 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, and the applicable legal, regulatory, tax, accounting or other requirements.

You can request details of retention periods for different aspects of your personal data by contacting us using the details provided at the start of this privacy notice.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

 

Your legal rights

You have the following rights in relation to the personal information we hold about you, to request:

• Access to the personal data we hold about you (commonly known as a “data subject access request”) including a copy of it;
• The correction of the personal information that we hold about you if it is incomplete or inaccurate;
• The deletion or removal of personal data we hold about you where there is no good reason for us continuing to process it or where you have exercised your right to object to processing (see below);
• For our processing of your personal information to be restricted in certain circumstances, for example if you want to establish its accuracy or the reason for processing it;
• To obtain a copy of the personal information you’ve provided us with and to reuse it elsewhere or to ask us to transfer it to a third party of your choice; and
• Where you have provided consent for us to process your personal information, to withdraw your consent at any time. Please note that withdrawal will not affect the lawfulness of processing prior to you withdrawing your consent.

If you wish to exercise any of the rights set out above, please contact us using the details at the start of this privacy notice.

 

Right to object

Where we are processing your personal data on the basis of our legitimate interests, you can ask us to stop processing it and we must do so unless we believe we have an overriding legitimate reason to continue processing your personal data.

 

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.