Privacy Policy | Hardcastle

This Privacy Notice explains what to expect when Hardcastle & Associates collects and uses your personal information. We encourage you to please read it carefully.

If you’d like to learn more about our Data Protection and Privacy Policies or get further clarification, please contact us.

Our Promise
Hardcastle & Associates is committed to respecting your privacy and ensuring the personal information you have entrusted to us is held securely. We process personal information in accordance with the General Data Protection Regulation 2018 and the Privacy & Electronic Communications Regulations 2003. Data
protection laws have been updated to strengthen your rights and give you control over the personal information that organisations hold about you.

We collect personal information in the following ways:
Directly from you when you:

Contact us with an enquiry
Complete an initial client questionnaire
Register to take part in training or focus groups or forum sessions

Through our website (see also our Cookie Policy) when you:

Contact us with an enquiry
Apply for a job to join our team

From other sources:

When a third party refers you to our service
When a third party provides information, with consent, to facilitate the services we provide for you

The personal information we collect:

Personal identifiers such as your title, name and date of birth
accounts, staff team, services, projects etc• Information relating to your organisation, this may include information about your financial
Contact details including postal address, postcode, email and telephone numbers
Financial information such as your bank details
Records of your contact with us
Conference call client research. Consent for this to be done is always sought before we go ahead
Video footage to assist with marketing. Consent for this to be done is always sought before we go ahead

Updating your information
It is extremely important, and greatly appreciated, that should any of your details change, you advise Hardcastle & Associates straight away in writing.

Why we collect your personal information

For the administration of any consultancy service provided to you in line with our terms and conditions of our contracts and schedules details in the Marketing Permissions section below.• To enable us to contact you with relevant and the most appropriate information. Please see more
For compliance with employment law and other statutory requirements.

We always ensure that your information is stored securely and is only accessible to those members of our team who require it.

Marketing Permissions
We love sharing news and updating you with information regarding Hardcastle & Associates events and services. We are committed to respecting your choice to receive marketing communication. You can update your permission and contact preferences at any time by getting in touch via telephone, email or
website via the Contact Us page. Email marketing: we will ask for you permission to contact you by email for marketing purposes.

Social media: Hardcastle & Associates will publish marketing material on our social media channels. By choosing to follow us you will be opting in to view these campaigns.

On occasion we may ask your permission to take photos and/or video footage of you and/or your organisation/team/volunteers/clients. In these instances, we will be transparent with our reasons for doing so, how these images and footage will be used, and we will always ask for your permission.

Who we share your information with:
Hardcastle & Associates may share your personal information with trusted third parties where it is necessary to provide services you have requested, or where they are contracted to develop or maintain our systems.

We monitor information security compliance and have written contracts which obligate our partners or third party providers to process your personal information only on our instructions and in accordance with applicable data protection and privacy laws.

How long we keep your data
Hardcastle & Associates will only keep your personal information for as long as it is required and in accordance with statutory requirements. Where the information is no longer required, we will ensure that it is disposed of in a secure manner.

If you have indicated that you do not wish to hear from us in the future, we will keep the minimum information necessary to ensure we avoid contacting you any further.

Your information rights and choices
The General Data Protection Regulation (GDPR) provides you with the following rights:

The right to be informed
The right of access
The right of rectification
The right of erasure
The right to restrict processing
The right to data portability
The right to object
The right not to be subject to automated decision-making including profiling
The right to submit subject access requests

The Privacy and Electronic Communications Regulations (PECR) gives you the right:

To choose whether or not to receive marketing communication from us by email, or telephone. Please see the Marketing Permissions section for more information about how to change or update your contact permissions and preferences
To know about the cookies Hardcastle & Associates uses, so that you can decide whether to give us permission to store a cookie on your device. Please see the Cookies section for more information

Reporting concerns or compliments
Please contact us if you wish to raise a concern about Hardcastle & Associates’ handling of your personal information, or compliment what you think we have done well. You also have the right to lodge a complaint with the Information Commissioner’s Office about how we manage your data.

Changes to this privacy notice
Hardcastle & Associates will review this privacy notice regularly and may update it at any time for example, in the event of changes in law or how we operate. Please do check here, on our website from time to time. If there are any significant changes in the way we process your personal information, we will provide a
prominent notice on our website or send you a notification.