Effective Date: 3oth June 2023
1. Introduction
Welcome to Hex Digital Ltd ("we," "us," or "our"). As a leading digital agency specialising in designing and building websites (“Sites”) and applications (“Applications”) for businesses, we are dedicated to safeguarding the privacy of our clients' and users' ("you" or "your") personal information. We extend this to every person who visits or interacts with the websites and/or applications we build for our clients. This Privacy Policy outlines how we collect, use, disclose, and secure personal data in accordance with the General Data Protection Regulation (GDPR) and other relevant data protection laws. We are committed to ensuring transparency in terms of how we process personal data within our business.
This privacy policy explains our approach to collecting and processing personal information, whether directly from you or obtained from a third party. We outline the purposes for which we process your personal information and your rights concerning our handling of your personal data.
Within this Privacy Policy, we aim to detail the scope of personal information processing undertaken by us and how you can exercise your rights, including requesting updates, transfers, access, and deletions.
We have designed this Privacy Policy to give you all the information you need to know when using our Sites and Applications. We encourage you to review and understand it.
1.1 Who we are
Hex Digital Ltd is the data controller responsible for your personal information. We are a digital product and growth studio, registered with the UK Information Commissioner’s Office under registration number ZA251524. Hex Digital Ltd is a registered company in England and Wales under registration number 06519793 , and our registered office is at First Floor,12 Greenhill Rents, London EC1M 6BN.
1.2 Contact Hex Digital
If you have any questions about this Privacy Policy or want to exercise your rights set out in this Privacy Policy, please contact us by sending an email to privacy@hexdigital.com. We will respond to any queries within one to three business working days.
1.3 Third parties
Please take into consideration that this Privacy Policy only applies to the personal information we collect and process. Our sites and applications may contain links to third party websites and services. Please remember that when you use a link to go from our Sites to another website or you request a service from a third party, this Privacy Policy no longer applies.
Your browsing and interaction on any other websites, or your dealings with any other third party service provider, is subject to that website’s or third party service provider’s own rules and policies.
We do not monitor, control, or endorse the privacy practices of any third parties linked to our Sites. We encourage you to become familiar with the privacy practices of every website you visit or third party service provider that you deal with and to contact them if you have any questions about their respective privacy policies and practices.
2. Information We Collect
We may collect and process various types of personal data about you and our clients, including but not limited to:
- Contact information (e.g., name, email address, postal address, phone number)
Account details (e.g., username, password)
Payment information (e.g., credit card details)
Demographic information (e.g., age, gender)
Usage data (e.g., browsing history, interactions with our websites and applications)
Communication preferences
Any other information provided to us voluntarily
We use this data in order to:
- Provide goods and/or services to our clients
Manage our client relationships
Handle new inquiries
Maintain and improve our service
Promote and market our services
Conduct surveys, user insight and other analysis
Recruit external personnel
Comply with any applicable law, court order, other judicial process, or the requirements of a regulator; and use as otherwise required or permitted by law.
3. How We Use Your Information
We use personal data for the following purposes:
- Providing and managing our web design and application development and maintenance services
Processing orders, payments, and project management
Personalising and enhancing your experience with our products
Sending you relevant marketing and promotional materials (with your consent)
Responding to inquiries and providing client support
Adhering to legal obligations
Safeguarding our rights and interests
3.1 Usage data
We may process usage data, such as IP address, geographical location, browser type, and page navigation paths, obtained from Google Analytics. This data helps us analyse website and service usage, driven by our legitimate interests in monitoring and improving our offerings.
3.2 Account data
Account data including your name and email address, is processed for operating our website, delivering services, securing our operations, and communicating with you. This processing is based on the performance of a contract and our legitimate interests.
3.3 Profile data
Profile data encompassing personal information like name, address, and interests, is processed to facilitate and monitor your website and service usage, ensuring proper administration of our business.
3.4 Service data
Service data including contact details and content uploaded via our CV uploader, is processed to operate our website, provide services, secure our operations, back up databases, and communicate with you. This processing aligns with our legitimate interests.
3.5 Publication data
Publication data submitted for website or service publication is processed to enable publication and manage our business.
3.6 Enquiry data
Enquiry data submitted for goods and/or services enquiries may be processed for offering, marketing, and selling relevant goods and/or services, based on consent.
3.7 Customer relationship data
Customer relationship data, comprising customer contact information, is processed to manage relationships, communicate, maintain records, and promote our offerings, driven by legitimate interests.
3.8 Notification data
Notification data provided for email notifications and/or newsletters is processed to send relevant notifications and/or newsletters, based on consent.
3.9 Correspondence data
Correspondence data, such as communication content and metadata, is processed for communication and record-keeping, aligning with our legitimate interests.
4. Client Data Handling
During the course of building, developing and maintaining websites, applications or products on behalf of our clients we may be granted access to certain user data (including personal data). We hold client data to the same high standards as our own. We respect the confidentiality and security of the data you entrust to us. Our commitment includes:
- Implementing strict access controls and encryption methods
Ensuring that our staff members are trained in data protection practices
Adhering to non-disclosure agreements to protect sensitive information
Regularly reviewing and enhancing our security measures
5. Legal Basis for Processing
We process personal data based on the following legal grounds:
- Execution of contractual obligations
Compliance with legal requirements
Consent obtained from you or our clients
Legitimate interests pursued by us or a third party
For more information on the precise process used for each type of personal data we collect, please see the examples outlined in section 3 of this document.
6. About cookies
6.1 Cookie definitions
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.
6.2 Persistent and session cookies
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.
6.3 Personal information in cookies
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.
7. Cookies that we use
For a detailed list of the cookies used on our website, please view our Cookie Policy.
8. Managing cookies
Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. Contact your browser's support services for more information.
9.1 Blocking cookies
Blocking all cookies will have a negative impact upon the usability of many websites.
If you block cookies, you will not be able to use all the features on our website.
10. Sharing Your Information
We may share personal data with:
- Service providers and partners assisting us in delivering our services
Regulatory authorities or law enforcement agencies as required by law
Third parties in case of business mergers, acquisitions, or sales
11. Your Rights
Under the GDPR, you possess the following rights:
- Access to personal data
Rectification of inaccurate data
Erasure of personal data (subject to conditions)
Restriction of processing
Data portability
Objection to processing (in specific situations)
Withdrawal of consent (for consent-based processing)
11.1 Your right of access
Upon request from you, we will confirm whether we’re processing your personal information and, if so, provide you with a copy of that information. A reasonable fee may be charged, should you require further copies.
11.2 Your right to rectification
At any time, if you believe the personal information we hold about you to be inaccurate or incomplete, you have the right to have this rectified. In the event that we have shared your personal information with others, we’ll let them know about the rectification where possible. Where it is possible and lawful to do so, and upon request from you, we’ll also tell you who we’ve shared your personal information with so that you are able to contact them directly.
11.3 Your right to erasure
You can ask us to delete or remove your personal information in some circumstances such as where we no longer need it or if you withdraw your consent (where applicable). If we’ve shared your personal information with others, we’ll let them know about the erasure where possible. Where it is possible and lawful to do so, and upon request from you, we’ll also tell you who we’ve shared your personal information with so that you are able to contact them directly.
11.4 Your right to restrict processing
You can ask us to restrict or suppress the processing of your personal information in certain circumstances such as if you contest the accuracy of that personal information or you object to us processing it. We will continue to store your information in this instance. We will tell you before any such restriction is lifted. If we’ve shared your personal information with others, we’ll let them know about the restriction where it is possible for us to do so. Where it is possible and lawful to do so, and upon request from you, we’ll also tell you who we’ve shared your personal information with so that you are able to contact them directly.
11.5 Your right to data portability
With effect from 25 May 2018, you have the right, in certain circumstances, to obtain personal information you’ve provided us with (in a structured, commonly used and machine readable format) and to reuse it elsewhere or to ask us to transfer this to a third party of your choice.
11.6 Your right to object
You can ask us to stop processing your personal information, and we will do so, if we are:
relying on our own or someone else’s legitimate interests to process your personal information, except if we can demonstrate compelling legal grounds for the processing; or
processing your personal information for direct marketing.
11.7 Your rights in relation to automated decision-making and profiling
You have the right not to be subject to a decision when it’s based on automatic processing, including profiling, if it produces a legal effect or similarly significantly affects you, unless such profiling is necessary for entering into, or the performance of, a contract between you and us.
11.8 Your right to withdraw consent
If we rely on your consent (or explicit consent) as our legal basis for processing your personal information, you have the right to withdraw that consent at any time. We will assess any deletion request on a case by case basis and will endeavour to respond as soon as possible, at most within 10 working days.
11.9 Your right to lodge a complaint with the supervisory authority
If you have a concern about any aspect of our privacy practices, including the way we’ve handled your personal information, you can report it to the UK Information Commissioner’s Office (ICO). You can find details about how to do this on the ICO website at https://ico.org.uk/concerns/ or by calling their helpline on 0303 123 1113.
12. Data Security
We employ appropriate technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration, or destruction.
13. Data Retention
We retain personal data for as long as necessary to fulfil the purposes stated in this Privacy Policy or where required by legal obligations, vital interests, or the establishment, exercise, or defence of legal claims.. We retain data relating to job and new business enquiries for no longer than 5 years.
14. Data Protection Officer
For data protection matters, contact our data protection officer at privacy@hexdigital.com.
15. Changes to this Privacy Policy
This Privacy Policy may be updated periodically. We will notify you of material changes and seek your consent if mandated by law.
16. Contact Us
For queries, concerns, or requests related to this Privacy Policy or personal data, please contact us at privacy@hexdigital.com.