Privacy Policy

HOLLINFORD TECHNOLOGIES LIMITED ("Hollinford", "we", "us", "our") is a UK-based company that helps organisations modernise legacy business software. For the purposes of UK data protection law (the UK GDPR and the Data Protection Act 2018), we are the data controller for personal data collected through this website and our discovery / engagement process.

If you'd like to reach our data protection contact, see section 15.

This policy applies to:

• Visitors to hollinford.com and any of its subdomains.
• Prospective and existing clients who contact us, book a discovery call, or use our self-check tools.
• Recipients of our emails, newsletters, or marketing communications.

It does not cover personal data we process on behalf of clients as part of a modernisation engagement. That processing is governed by a separate Data Processing Agreement (DPA) signed with each client, in which we act as a data processor.

We only collect what we need. Specifically:

Information you give us

• Contact details — name, work email, phone number, company name and role, when you fill in the contact form, book a call, or email us directly.
• Project context — anything you tell us about your existing systems, pain points, or goals during discovery.
• Self-check answers — responses you submit through our Legacy Self-Check quiz. These are processed in your browser and only sent to us if you choose to share results.

Information we collect automatically

• Technical data — IP address, browser type and version, device type, operating system, and approximate location (country / region).
• Usage data — pages visited, time on page, referring URL, and interactions such as clicks on call-to- action buttons.
• Cookies and similar technologies — see section 11.

We do not knowingly collect special category data (e.g. health, religion, biometrics) or data from children under 16.

We use the data described above to:

• Respond to enquiries and arrange discovery calls.
• Prepare proposals, statements of work, and contracts.
• Deliver services we've agreed with you (Health Check, modernisation, ongoing support).
• Send transactional emails (e.g. confirmation of a booked call, invoices, project updates).
• Send occasional marketing emails about our services, where you have given consent or where we have a legitimate interest. You can unsubscribe at any time.
• Improve our website and services through aggregated analytics.
• Meet our legal, regulatory, and accounting obligations.

We do not sell your personal data. We do not use it for automated decision-making that produces legal effects.

Under UK GDPR, we rely on the following legal bases:

• Contract — to take steps at your request before entering a contract, and to perform a contract with you (e.g. delivering a Health Check).
• Legitimate interests — to run and grow a business, respond to B2B enquiries, secure our website, and send relevant business communications. Where we rely on this basis, we balance it against your rights.
• Consent — for non-essential cookies and for marketing emails to individuals who are not existing clients. You can withdraw consent at any time.
• Legal obligation — to comply with UK tax, accounting, and regulatory requirements.

We share personal data only with carefully selected providers that help us run our business. These currently include:

• Hosting & infrastructure — providers that host this website and our backend systems.
• Email & communications — providers used to send transactional and marketing email and to schedule calls.
• Analytics — privacy-respecting analytics to understand aggregate website usage.
• Professional advisers — accountants, lawyers and auditors, where required.

Each provider is bound by contract to process personal data only on our instructions and to protect it appropriately. We may also disclose data where required by law or to protect our rights.

Some of our providers are located outside the UK. Where this involves a transfer of personal data outside the UK, we rely on UK adequacy regulations or on appropriate safeguards such as the UK International Data Transfer Agreement (IDTA) or the EU Standard Contractual Clauses with the UK Addendum.

• Enquiries that don't proceed — up to 24 months from last contact, then deleted or anonymised.
• Client records — for the duration of our engagement and up to 7 years afterwards, to meet legal, contractual and tax obligations.
• Marketing data — until you unsubscribe or ask us to remove you, and then suppressed only to honour that request.
• Website analytics — typically up to 14 months in identifiable form, then aggregated.

We apply technical and organisational measures appropriate to the risk, including encrypted transport (TLS), least-privilege access controls, secrets management, regular updates, and vendor due diligence. No system is perfectly secure, but we take protecting your data seriously and review our controls on an ongoing basis.

You have the right to:

• Access the personal data we hold about you.
• Ask us to correct inaccurate or incomplete data.
• Ask us to delete your data ("right to be forgotten"), where applicable.
• Restrict or object to certain processing, including direct marketing.
• Receive your data in a portable format, where applicable.
• Withdraw consent at any time, where we rely on it.

To exercise any of these rights, email sales@hollinford.com. We respond within one calendar month.

If you're unhappy with how we've handled your data, you can complain to the UK Information Commissioner's Office (ICO) at ico.org.uk. We'd appreciate the chance to address your concerns first.

Cookies are small text files stored on your device when you visit a website. We use them sparingly, and only set non-essential cookies with your consent.

Categories we use

• Strictly necessary — required for the site to function (e.g. routing, security, remembering your cookie preferences). These do not require consent.
• Analytics — help us understand which pages are useful and where users drop off, in aggregate. Set only with your consent.
• Marketing — only used if you have opted in, to measure the effectiveness of campaigns. We do not use cross-site advertising trackers by default.

Managing cookies

You can change or withdraw your consent at any time from your browser settings. Most browsers let you block or delete cookies entirely; doing so may affect how parts of the site work.

By using hollinford.com you agree to the following terms.

Content & intellectual property

All content on this website — including text, graphics, logos, icons, images, and code — is owned by or licensed to HOLLINFORD TECHNOLOGIES LIMITED and is protected by UK and international copyright laws. You may view, download, and print pages for personal or internal business reference, provided you keep all copyright and proprietary notices intact. You may not reproduce, republish, or commercially exploit any part of the site without our written permission.

Acceptable use

You agree not to:

• Use the site in any way that breaches UK or international law.
• Attempt to gain unauthorised access to the site, its servers, or any connected system.
• Introduce viruses, trojans, worms, or other malicious code.
• Scrape, harvest, or collect data from the site by automated means without our prior written consent.

No professional advice

Information on this website is provided for general information only and does not constitute professional, legal, or technical advice. You should not act on it without seeking tailored advice from a qualified professional.

Limitation of liability

To the fullest extent permitted by law, Hollinford excludes all liability for any loss or damage arising out of your use of, or inability to use, this website. We do not exclude liability that cannot be excluded under applicable law.

Governing law

These terms and any dispute or claim arising out of them are governed by the laws of England and Wales, and subject to the exclusive jurisdiction of the English courts.

Our site may contain links to third-party websites, plugins, or services. Following those links may allow third parties to collect or share data about you. We do not control those websites and are not responsible for their privacy practices. Please check their policies before sharing personal data.

We may update this policy from time to time to reflect changes in our services, technology, or the law. The "Last updated" date at the top shows when it was last changed. For significant changes we'll make this prominent on the site or contact you directly where appropriate.

For any questions about this policy, your personal data, or to exercise your rights:

• Email: sales@hollinford.com
• General enquiries: /contacts
• HOLLINFORD TECHNOLOGIES LIMITED, Field View House, Pavement Lane, Mobberley, Cheshire, WA16 7EJ, United Kingdom