Privacy Notice

Personal data means any information about an individual from which that person can be identified, including your name, e-mail address, IP address, or any other data that could reveal your physical, physiological, generic, mental, economic, cultural or social identity.

If we handle your personal data then you are a ‘Data Subject’. This means you have certain rights under the UK Data Protection Legislation in relation to how your personal data is processed, which are set out in this Privacy Notice.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, last name, any previous names, username or similar identifier, marital status, title, date of birth, gender, and vehicle registration number.
• Contact Data includes billing address, delivery address, e-mail address, and telephone numbers.
• Financial Data includes bank account, and payment card details.
• Transaction Data includes details about payments to and from you and other details of equipment and consultancy services you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, location data, browser plug-in types and versions, operating system and platform, device ID, and other technology on the devices you use to access this website.
• Profile Data includes your username and password for use of our e-learning materials or access to our training dashboard, purchases or orders made by you, your interests, preferences, attendance at events, feedback, and survey responses.
• Usage Data includes information about how you interact with and use our website, and information about equipment and consultancy services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties, and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

We use different methods to collect data from and about you including through:

• Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, e-mail or otherwise. This includes personal data you provide when you:
  • Purchase equipment or consultancy services;
  • Create an account on our website for attendance to our training courses or use of our e-learning materials;
  • Apply to join our team;
  • Engage with us on social media;
  • Attend an event or meeting hosted by us;
  • Visit our offices – Our offices usually have CCTV security systems which may record your image;
  • Subscribe to receive our updates;
  • Enter a competition, promotion, or survey; or
  • Give us feedback or contact us.
• Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy [Insert Link] for further details.
• Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
  • Technical Data may be collected from the following parties:
    • Analytics providers;
    • Advertising networks; and
    • Search information providers.
  • Contact, Financial and Transaction Data may be collected from providers of technical, payment and delivery services.
  • Identity and Contact Data may be collected from data brokers or aggregators.
  • Identity and Contact Data may be collected from publicly available sources such as Companies House and the Electoral Register based inside the UK.

Providing data when using our Website

Aside from the other categories of data, we would like to draw your attention to the following when using our Website:

• Identity Data & Contact Data: You are under no obligation to supply your personal data to us when using our Website. If you choose not to provide the personal data we request when visiting our Website, you will still be able to access parts of the Website, but you may not be able to access certain features, for example creating an account to attend the training courses or use the e-learning materials, or submitting an enquiry.
• Financial Data: If you use your credit or debit card to make a payment for an online purchase, for example to register an account to attend our training courses or use our e-learning materials, we have engaged WorldPay as our payment gateway provider, any they will ensure that your details remain secure. This means that when you input card data into the payment page, you are communicating directly with WorldPay and WorldPay passes your payment to us. Your payment card information is handled by them and not processed or held by us.

Providing data when purchasing Equipment or Consultancy Services

Aside from the other categories of data, we would like to draw your attention to the following when purchasing equipment or consultancy services:

• Identity Data & Contact Data: If you chose to have a business relationship with us, such as a contractual relationship whereby you purchase equipment or consultancy services from us, or any other business relationship, we will naturally continue require personal data to contact you and to carry out our obligations. We will always control and process such personal data in accordance with this Privacy Notice and any additional contractual terms & conditions that may be agreed with you.
• Financial Data: This will be processed in accordance with any contract with us.

Legal basis

The UK Data Protection Legislation requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

• Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you. If we are in a contract with you (or about to enter into a contract with you and you have requested certain pre-contract details) we may need to process your data to comply with our contractual or pre contractual obligations. For example, we might need to use your e-mail address to communicate with you, or pass your address details to a supplier in order for them to deliver something to you.
• Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to enable us to give you the best and most secure customer experience when purchasing equipment or consultancy services from us, or to prevent fraud. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
• Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
• Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an e-mail newsletter.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

We only keep your personal data for as long as we need to in order to carry out the purpose of the processing, unless you ask us to delete it sooner. Please see paragraph 8 below for more information. 

Direct marketing

When purchasing attendance to our training courses or access to our e-learning materials, during the registration process on our Website when your personal data is collected, you will be asked to indicate your preferences for receiving direct marketing communications from us via e-mail. 

You may also receive marketing communications from us if you have requested information from us or you have purchased equipment or consultancy services from us in accordance with the HR Wallingford Standard Terms & Conditions, and you have not opted out of receiving the marketing. 

We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which equipment, consultancy services and offers may be of interest to you so that we can then send you relevant marketing communications.

Third-party marketing

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Opting out of Direct marketing

You can ask to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us at marcomms@hrwallingford.com.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to order confirmations for equipment, consultancy services, warranty registrations, appointment reminders, updates to our Terms & Conditions, or checking that your contact details are correct.

Cookies

For more information about the cookies we use and how to change your cookie preferences, please see [Insert Link].

AUTOMATED DECISION-MAKING

We do not make any decisions about your personal data based solely on automated decision-making.

We may share your personal data where necessary with the parties set out below for the purposes set out in the table above.

• Companies in our group;
• Third-party service providers when we have entered a contract with them;
• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the UK Data Protection Legislation. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

We operate globally and have offices in a number of jurisdictions. Accordingly, we may share your personal data within our group of companies. This may involve transferring your data outside the UK or the European Economic Area (“EEA”) to our overseas offices in the following jurisdictions:

• Australia;
• India;
• Italy;
• Malaysia;
• United Arab Emirates; and
• United States of America.

Whenever we transfer your personal data out of the UK or EEA to countries which have laws that do not provide the same level of data protection as the UK or EEA laws, we always ensure that a similar degree of protection is afforded to it by ensuring that the following safeguards are implemented:

• We ensure your personal data is protected by requiring all our group companies to follow the same set of rules when processing your personal data. We put these rules in place to make sure that when your data is transferred it will be protected in the same way as it is protected before the transfer by us. These rules are set out in our Group Data Protection Agreement (“GDPA”). To view our GDPA, please contact us at legal.request@hrwallingford.com.
• We regularly check in with our group companies in overseas offices to ensure their procedures regarding data protection are the same as ours. 

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. 

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

You have a number of rights under the UK Data Protection Legislation in relation to your personal data. You have the right to:

• Request access to your personal data (commonly known as a "subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
• You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes – Please see paragraph 4 above.
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, you may not be able to purchase equipment or consultancy services from us. We will advise you if this is the case at the time you withdraw your consent.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
  • If you want us to establish the data's accuracy;
  • Where our use of the data is unlawful but you do not want us to erase it;
  • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
  • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us at the following e-mail address: dataprotection@hrwallingford.com.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

If you have any questions about this Privacy Notice or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways:

• E-mail address: dataprotection@hrwallingford.com
• Postal address: Howbery Park, Wallingford, Oxfordshire, OX10 8BA
• Telephone number: +44 (0)1491 822 899

You have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). However, before doing so please make sure you have first made your complaint to us or asked us for clarification if there is something you do not understand. The ICO will expect you to have done this before reviewing your complaint. 

We keep our Privacy Notice under regular review. This version was last updated in April 2026. 

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or e-mail address.

This Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the privacy policy of every website you visit.