Privacy Policy

Information you provide to us

We may collect personal information that you voluntarily provide, including:

• Your name
• Company or organisation
• Job title
• Email address
• Telephone number
• Postal or business address
• Information included within an enquiry or correspondence
• Information provided when requesting details about our services
• Information relating to existing or prospective client, supplier or contractor relationships
• CVs, employment history, qualifications and other information supplied when applying for a vacancy
• Any other information that you choose to provide to us

Information collected through our website

When you visit our website, limited technical and statistical information may also be collected, such as:

• Browser type
• Operating system
• Device type
• Pages visited
• Referring website or source
• Approximate geographical information
• Date and time of visits
• General website usage and traffic information

We use this information to understand how our website is being used, maintain its performance and security, and improve the experience provided to visitors.

Our website analytics are configured with privacy in mind and are not intended to identify individual visitors or track visitors across other websites.

Analytics information is used for statistical and website improvement purposes.

Certain website forms are protected by security and anti-spam technology. When you interact with these forms, limited technical information may be processed for the purpose of detecting and preventing spam, abuse and automated submissions.

• Respond to enquiries, requests or correspondence
• Provide information about our services
• Prepare and respond to requests for quotations or proposals
• Communicate with existing and prospective clients
• Manage client, supplier and contractor relationships
• Deliver and administer projects and contracts
• Process employment enquiries and job applications
• Operate, maintain and improve our website
• Understand general website usage and performance
• Maintain the security and integrity of our website and IT systems
• Maintain appropriate business and administrative records
• Meet contractual obligations
• Meet legal, regulatory and compliance requirements
• Establish, exercise or defend legal claims
• Protect our legitimate business interests

We will only use your personal information where we have an appropriate lawful basis for doing so.

Contract

Where processing is necessary to enter into or perform a contract with you, or to take steps at your request before entering into a contract.

Legitimate Interests

Where processing is necessary for our legitimate business interests and those interests are not overridden by your rights and interests.

Our legitimate interests may include:

• Managing and developing our business
• Responding to business enquiries
• Managing relationships with clients, suppliers and contractors
• Improving our services and website
• Maintaining the security of our business and website
• Understanding the effectiveness and usage of our website

Legal Obligation

Where processing is necessary for us to comply with a legal or regulatory obligation.

Consent

Where consent is the appropriate lawful basis for a particular processing activity.
Where we rely on your consent, you have the right to withdraw that consent at any time.

• Your name and contact details
• Your CV
• Employment history
• Professional experience
• Qualifications, skills and training
• Information provided during the recruitment process
• Right-to-work information
• References, where appropriate
• Other information relevant to assessing your suitability for a role

We use this information to administer our recruitment process, communicate with applicants, assess suitability for employment and meet relevant legal and regulatory requirements.

Where additional personal information is required as part of employment screening or onboarding, it will be handled in accordance with applicable data protection legislation.

Where necessary and appropriate, we may share personal information with:

• IT, website hosting and technology service providers
• Professional advisers, such as accountants, auditors, insurers and legal advisers
• Contractors and service providers acting on our behalf
• Clients and project partners where necessary for the delivery or management of a project
• Recruitment and employment service providers
• Companies within our corporate group where there is a legitimate business or administrative need
• Government departments, regulators, law enforcement agencies or courts where required by law
• Other organisations where disclosure is necessary to establish, exercise or defend our legal rights

Where an organisation processes personal information on our behalf, we take appropriate steps to ensure that information is handled securely and in accordance with applicable data protection requirements.

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that it is protected in accordance with applicable UK data protection legislation. Where required, appropriate safeguards will be put in place to protect personal information.

The appropriate retention period will depend on factors including:

• The type of information
• Why the information was collected
• Our relationship with you
• Relevant contractual requirements
• Legal or regulatory obligations
• Whether the information may be required to establish, exercise or defend legal claims

When personal information is no longer required, it will be securely deleted, anonymised or otherwise disposed of in accordance with our data retention procedures.

We use appropriate technical and organisational measures designed to protect personal information against:

• Unauthorised access
• Unlawful processing
• Accidental loss
• Misuse
• Alteration
• Unauthorised disclosure
• Destruction or damage

Access to personal information is restricted to employees, contractors and authorised third parties who have an appropriate business need to access it.

While we take reasonable precautions to protect personal information, no method of transmitting information over the internet can be guaranteed to be completely secure.

We use privacy-focused website analytics to understand general website traffic and how visitors interact with our website. Our website analytics are configured not to use tracking cookies for this purpose and are not intended to identify individual visitors or track users across different websites.

Our website also uses Google reCAPTCHA on certain forms to help protect the website from spam, abuse and automated submissions. When reCAPTCHA is used, certain technical information, which may include your IP address and information about your device or interaction with the website, may be processed by Google for security and fraud-prevention purposes.

Where non-essential cookies or similar technologies require consent under applicable law, we will provide appropriate information and obtain consent where required.

• Access personal information we hold about you
• Rectification of inaccurate or incomplete personal information
• Erasure of your personal information in certain circumstances
• Restriction of the way we process your personal information
• Object to certain types of processing
• Data portability in certain circumstances
• Withdraw consent where we rely on your consent

These rights are not absolute and whether a particular right applies will depend on the circumstances and our lawful basis for processing your information.

To exercise any of these rights, please contact us using the details provided below.

You also have the right to make a complaint to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).

Further information is available at www.ico.org.uk.

HG Comms Ltd is not responsible for the privacy practices or content of third-party websites. If you follow a link to another website, we recommend reviewing that organisation’s privacy information before providing personal information.

We do not knowingly use our website to collect personal information from children.

Any updated version will be published on our website and the “Last updated” date at the top of this policy will be revised.