Hamillroad Software Limited

15 February 2022

Background:

Hamillroad Software Limited understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our current and prospective customers. We will only collect and use personal data in the ways which are described here and which are consistent with our obligations and your rights under the law.

Information About Us

Hamillroad Software Limited is a private limited Company with company number 04375636 registered in England & Wales.  
Hamillroad Software Limited has a subsidiary company, Hamillroad Limited, also registered in England & Wales with company number 10930734 and VAT registration number GB 303 5174 39.  
All the information in this notice applies equally to this, and indeed to any other, subsidiary of Hamillroad Software Limited.

Registered Office: 1 Quayside, Bridge Street, Cambridge, CB5 8AB ENGLAND.
VAT number: GB 758 2307 19.
Data Compliance Manager: Sally Dowding.
Email address: finance@hamillroad.com.
Telephone number: +44 (0)1223 752640
Postal and trading addresses are the same as the Registered Office.

What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

What is Personal Data?

Personal Data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

In simpler terms Personal Data is any information about you which enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data we use is described below.

What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details below.
b) The right to access the personal data we hold about you. We describe how to do this later in this notice.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details below to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details below to find out more.
e) The right to restrict or prevent the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way. See below to learn more about how we use your personal data.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided below.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

What Personal Data Do We Collect?

We may collect some or all of the following personal data and this may vary according to your relationship with us:

Name;
Business address;
Email address;
Telephone number;
Business name;
Job title;
Profession;

Your personal data may be obtained from third party companies, as long as the data meets the GDPR requirements:

How We Use Your Personal Data

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following purposes:

• Providing and managing your account.
• Supplying our products and services to you. Your personal details are required in order for us to enter into a contract with you.
• Personalising and tailoring our products and services for you.
• Communicating with you. This may include responding to emails or calls from you.
• Supplying you with information by email and/or by post that you have requested.  You may un-subscribe or opt-out at any time by emailing us at finance@hamillroad.com or writing to us at our trading address.

With your permission, and where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone or post with information, news, and offers on our products and services. You will not be sent any unlawful marketing or spam. We will always work to protect your rights fully and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

We do not use automated systems for carrying out decision-making or profiling. Please contact us to find out more using the details below.

How Long Will We Keep Your Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reasons for which it was first collected. Your personal data will therefore be kept for no longer than 18 months after it was last used: A quarterly review (or within a reasonable time, as business conditions permit) will be used to assess whether data is being held necessarily and in accordance with the GDPR principles.

How and Where Do We Store or Transfer Your Personal Data?

We may store or transfer some or all of your personal data in countries that are not part of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK or the EEA. This means that we will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR as follows.

We would only share your data within the group of companies of which we are a part. Where this involves the transfer of personal data outside the EEA, our group ensures that personal data is protected by requiring all companies within the group to follow the same rules with respect to personal data usage. These are known as “binding corporate rules”. More information on binding corporate rules is available from the European Commission.

Please contact us using the details below for further information about the particular data protection mechanism used by us when transferring your personal data to a third country.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including: transferring it using SSL and storing it in encrypted form.

Do We Share Your Personal Data?

We will not share any of your personal data with any third parties with one important exception:  In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

If any personal data is transferred outside the EEA, we will take suitable steps to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR, as explained above.

How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us, using what is called a “subject access request” for details of that personal data and, if we do hold such personal data, for a copy of it.

All subject access requests should be made in writing and sent to finance@hamillroad.com.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example if you repeatedly ask for the same information) then we may charge you to cover our administrative costs in responding.

We will do our best to respond to your subject access request within seven working days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Sally Dowding):

Email address: finance@hamillroad.com
Telephone number: +44 (0)1223 752640
Address: 1 Quayside, Bridge Street, Cambridge, CB5 8AB ENGLAND.

Changes to this Privacy Notice

We may change this Privacy Notice from time to time. Changes may be necessary, for example, if the law changes, or if we change our business in a way which affects personal data protection.

Any changes will be made available on our website.

Last updated: 15 February 2022