Privacy Policy

Who we are

Hayward Solutions Ltd ("we", "us", "our") is a platform engineering and cloud architecture consultancy registered in England and Wales. We are the controller of personal data described in this policy, except where we process data solely on a client's documented instructions.

This policy applies to our website, business relationships, consultancy work, software, applications, integrations and other services. A separate agreement or service-specific notice may provide additional information.

Personal data we collect

Depending on how you interact with us, we may collect:

• Contact and business data, such as your name, work contact details, organisation, role and correspondence.
• Client and project data that you or your organisation provide during an enquiry, engagement or support request.
• Account and authentication data, such as account identifiers, access roles and sign-in records for services with restricted access.
• Technical and usage data, such as IP address, browser and device information, page views, request timing, error information and security logs.
• Integration data that an authorised user or organisation permits a service to access, which may include cloud resource information, configuration, operational records or financial and accounting data.
• Commercial and financial data, such as contracts, invoices and payment records relating to our business relationships.

We normally collect this data from you, your organisation, your use of our services, or a third-party service you have authorised us to access.

How and why we use personal data

We use personal data to:

• respond to enquiries and discuss potential work;
• deliver, administer, secure and support our services and client engagements;
• authenticate authorised users and operate requested integrations;
• monitor reliability, diagnose faults, prevent misuse and improve our website and services;
• manage contracts, invoicing, accounting and business records; and
• meet legal, regulatory and professional obligations and establish or defend legal claims.

Our lawful bases are taking steps at your request before entering into a contract, performing a contract, complying with legal obligations, and our legitimate interests in operating, securing and improving our business and services. Where consent is the appropriate basis, we will ask for it and you may withdraw it at any time.

Integrations and client data

Some services connect to third-party platforms at the request of an authorised user or client. We access and use integration data only for the requested function, within the permissions granted. Where we process personal data solely on behalf of a client, the relevant client agreement governs that processing and the client remains responsible for its instructions and lawful basis.

Credentials and tokens used by integrations are restricted to authorised systems and users and are protected using appropriate technical and organisational measures.

Website monitoring and similar technologies

We use New Relic to collect website performance, reliability and error telemetry. This may include technical data such as page URLs, browser and device details, IP-derived information, timings and errors. We use this information to operate and protect the site, not for advertising.

Our website and restricted services may also use storage technologies that are necessary for security, authentication or user-requested functionality. We do not use personal data for third-party behavioural advertising.

Sharing personal data

We do not sell or rent personal data. We may share it only where necessary with:

• cloud hosting, monitoring, identity, source-control, communications, accounting and other technology providers that support our operations;
• professional advisers, insurers, auditors and financial institutions;
• clients, suppliers or delivery partners where needed for an agreed engagement; and
• regulators, courts, law-enforcement bodies or other parties where required by law or necessary to protect legal rights.

We require service providers acting on our behalf to protect personal data and use it only for the agreed purpose.

International transfers

Some service providers may process personal data outside the UK. Where this is a restricted transfer, we use a lawful transfer mechanism, such as UK adequacy regulations or approved contractual safeguards, together with any required risk assessment. You can contact us for more information about the safeguards relevant to your data.

Retention and security

We keep personal data only for as long as needed for the purpose for which it was collected, including contractual, legal, accounting, security and dispute-resolution requirements. Retention periods vary according to the type of data, the service involved and applicable obligations.

We use proportionate technical and organisational measures designed to protect personal data, including access controls, encryption where appropriate, secrets management, logging and restricted administrative access. No system can be guaranteed completely secure.

Your rights

Depending on the circumstances, you may have rights to access, correct, erase or restrict personal data, receive a portable copy, and object to certain processing. Where processing is based on consent, you may withdraw that consent.

You have the right to object to processing based on our legitimate interests. To exercise a right, contact us using the details below. We may need to verify your identity, and some rights are subject to legal exceptions.

You may also complain to the Information Commissioner's Office. We would appreciate the opportunity to address your concern first.

Automated decision-making

We do not use personal data to make solely automated decisions that have legal or similarly significant effects on individuals.

Changes to this policy

We may update this policy as our services or legal obligations change. The "Last updated" date above reflects the most recent revision.

Contact

Hayward Solutions Ltd
info@hayward.solutions