Privacy Policy

1. Who controls your data

Hashira Ltd is the data controller for personal data collected through this website and in the course of providing our services.

Company number 17478742. Registered office: 128 City Road, London EC1V 2NX, United Kingdom.

For any privacy question or request, contact us at privacy@hashiraltd.co.uk or by post at the address above.

2. What we collect

2.1 Information you give us

• Contact details — your name, email address, telephone number, company name and job title when you enquire or engage us.
• Correspondence — the content of emails, messages and notes from calls with you.
• Order information — billing address, delivery address, order history and VAT number for store purchases.
• Project material — documents, code, specifications or datasets you send us so we can do the work.
• Account details — where you hold a hosting or support account with us.

2.2 Information collected automatically

• Technical data — IP address, browser type and version, operating system, device type, and referring page.
• Usage data — which pages you visit and how long you spend on them.

2.3 Payment information

This checkout collects an order only. We contact you separately about payment and do not collect card details here.

3. Why we use it

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

4. Lawful bases

Under the UK GDPR we rely on the following lawful bases:

• Contract — to provide services and fulfil orders you have requested.
• Legitimate interests — to respond to business enquiries, secure our systems, and improve our website. We balance these against your rights and interests.
• Legal obligation — to keep accounting, tax and company records.
• Consent — for any marketing emails, which you can withdraw at any time by using the unsubscribe link or emailing us.

5. Who we share it with

We share personal data only where necessary, and only with parties who are bound to protect it:

• Hosting and infrastructure providers — who operate the servers our website and services run on, located in the UK or EU.
• Email and business software providers — used to run our day-to-day operations.
• Delivery and courier companies — name and delivery address, for physical orders only.
• Accountants and professional advisers — where necessary for financial and legal compliance.
• Legal and regulatory authorities — where we are required by law to disclose, or where necessary to establish or defend legal claims.

6. International transfers

We keep personal data within the United Kingdom and the European Union wherever possible. Where a supplier processes data outside the UK or EU, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for details of the safeguards used for any specific supplier.

7. How long we keep it

When a retention period ends we securely delete or anonymise the data. Where data is held in encrypted backups, it is removed on the next backup rotation cycle.

8. Your rights

Under the UK GDPR you have the right to:

• Access the personal data we hold about you.
• Correct data that is inaccurate or incomplete.
• Erase data where there is no good reason for us to keep it.
• Restrict processing while a concern is being resolved.
• Object to processing based on legitimate interests, and to direct marketing at any time.
• Port data you gave us to another provider, in a machine-readable format.
• Withdraw consent at any time where processing is based on consent.

To exercise any of these, email privacy@hashiraltd.co.uk. We will respond within one month. There is no charge, unless a request is manifestly unfounded or excessive.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to resolve the matter first.

9. Cookies

This website uses only the cookies necessary for it to function. These may include a session cookie and a cookie that remembers your cookie preference. They do not track you across other websites.

If we add analytics or marketing cookies in future, we will ask for your consent first and update this policy. You can block or delete cookies through your browser settings, though some parts of the site may not work as intended.

10. Security

We take the security of your data seriously. Measures we apply include:

• encryption of data in transit using TLS;
• access controls limiting data to staff who need it;
• encryption at rest for stored data and backups;
• regular patching and dependency updates;
• logging and monitoring of access to production systems; and
• written procedures for responding to a personal data breach.

No system is completely secure. If a breach occurs that is likely to result in a risk to your rights, we will notify the Information Commissioner's Office within 72 hours and inform affected individuals without undue delay where required.

11. Data we process for clients

Where we provide hosting or data processing services, we often handle personal data that belongs to our clients' own customers and users. In that situation:

• our client is the controller and we are the processor;
• we process that data only on the client's documented instructions;
• we do not use it for our own purposes;
• we apply the security measures set out in the applicable data processing agreement; and
• we assist the client in responding to data subject requests and breach notifications.

If you are a customer of one of our clients and want to exercise your data rights in relation to data we host, please contact that organisation directly. We will assist them in responding.

12. Changes to this policy

We may update this policy to reflect changes in our practices or the law. The "last updated" date at the top of this page shows the current version. Where a change is material, we will take reasonable steps to bring it to your attention.

Contact

Hashira Ltd
128 City Road
London EC1V 2NX
United Kingdom
Email: privacy@hashiraltd.co.uk