Privacy and Cookies Policy

This privacy statement explains what personal data or information we collect from you and from people who visit our website and how we use it.

If you have any questions regarding this statement and our privacy practices, please contact us by email sales@hydrotec.co.uk or by post at Hydrotec House, 5 Manor Courtyard, Hughenden Avenue, High Wycombe, Buckinghamshire, HP13 5RE. Alternatively, you can telephone us on 01494 796040.

Who are we?

Hydrotec (UK) Ltd is a registered company (2738074) whose registered office address is Hydrotec House, 5 Manor Courtyard, Hughenden Avenue, High Wycombe, Buckinghamshire, HP13 5RE.   

Hydrotec Contracts Ltd is a registered company (0650454) whose registered office address is Hydrotec House, 5 Manor Courtyard, Hughenden Avenue, High Wycombe, Buckinghamshire, HP13 5RE.  

Hydrotec Overseas Ltd is a registered company (09473860) whose registered office address is Hydrotec House, 5 Manor Courtyard, Hughenden Avenue, High Wycombe, Buckinghamshire, HP13 5RE

What personal date or information do we collect?

How do we collect data or information from you?

We collect data or information about you when you use our websites (www.hydrotec.co.uk,www.hydroteccontracts.co.ukwww.hydrotecoverseas.com), or when you make an enquiry about our products or services or enquire about a job opportunity.

How is your information used?

We collect your personal data or information to operate our business effectively and provide you with the best information on the products and services.

We may use your information to:

  • To carry out our obligations arising from any contract or contract negotiations entered into by you or us as a client or prospective client.
  • Process an enquiry that you have made to us.
  • To contact you to discuss business opportunities or products and services that we believe may be of interest to you.
  • Send you communications that you have requested.
  • To process a job application.
  • To notify you of a regulatory update.
  • We believe that all of these purposes are justified on the basis of our legitimate interest in running and promoting our business.

 

Details of our processing

  Type of Data Held Length of Time Held How Data Held
Clients
  • Name and contact information
  • Information and documents relating to the services and products we are providing, including communications with you.
  • Billing and payment information.
  • Content of emails and nature of inbound and outbound calls.
  • Nature and outcome of meetings and other activities to which be may be in attendance

We will retain information about you for the duration of our contractual relationship with you, then for an additional 3 years.

We will retain information about you for the duration of open opportunities, and then for an additional five years following any contractual engagement or until advised accordingly by you.

We retain financial records for 6 years, following the end of the current financial year.

We store this information electronically on Microsoft Dynamics 365 CRM.

We use SAGE to process our financial transactions.

Prospective Clients

  • Name and contact information
  • Information and documents relating to the services and products we are providing, including communications with you
We will retain information about you for the duration of the enquiry, then an additional six years.

We securely store this information electronically on Microsoft Dynamics 365 CRM.

Job Applicants

  • Name and contact information
  • CV and application form.
  • Interview notes (for those short-listed)
We will retain information about you for the duration of the recruitment campaign, then one year.

We store this information electronically on our internal servers and where applicable in physical format in a suitably secure location.

Our Current and Former Employees

  • Name and contact information
  • CV and application form.
  • Interview notes
  • Bank Details
  • National Insurance Number
  • Gender
We will retain information about you for the duration of our contractual relationship with you, then for an additional 6 years.

We store this information electronically on our internal servers and where applicable in physical format in a suitably secure location.

Who has access to your information?

We do not sell or rent your personal data or information to any third party or share your information with third parties for their marketing purposes.

We will disclose your data or information if required by law, for example by a court order or for the prevention of fraud or other crime.

We may use third party services to carry our financial assessments relating to us providing you with a credit facility. When you are providing the appropriate personal data or information for this purpose, the intended use of your personal data will be made very clear. 

Your Choices & Rights

We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself.

With respect to the information relating to you that ends up in our possession, and recognising that it is your choice to provide us with your personally identifiable information, we commit to giving you the ability to do all of the following:

  • You can verify the details you have submitted to us by contacting us by email sales@hydrotec.co.uk or by post at Hydrotec House, 5 Manor Courtyard, Hughenden Avenue, High Wycombe, Buckinghamshire, HP13 5RE. Alternatively, you can telephone us on 01494 796040.Our security procedures mean that we may request proof of identity before we reveal information, including your e-mail address and possibly your address.
  • You can also contact us by the same method to change, correct, or delete your personal information controlled by us regarding your customer profile at any time.
  • You can always feel free to update us on your details at any point by sending an email to sales@hydrotec.co.uk
  • You can request a readable copy of the personal data we hold on you at any time. To do this, please contact us via email sales@hydrotec.co.uk

You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office (hyperlink https://ico.org.uk/).

Keeping your data secure

When you give us personal information we take steps to ensure that it’s treated securely and strive to protect it on our internal systems. We ensure that:

  • All servers are encrypted with AES 128-bit encryption. Encryption keys are securely stored onsite and offsite.
  • The perimeter of the network is protected by a firewall with IPS enabled. The firewall is configured to only allow traffic to and from authorised ports and addresses.
  • Unused infrastructure and software is remove within one month of it becoming obsolete.
  • Up to date antivirus and antimalware is installed on all applicable work stations and servers.
  • Should an employee with access to your digital information leave the Hydrotec group of companies all potential access rights will be removed immediately.

Emailing us

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government standards. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

User of Cookies by this website

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Unless you have set your browser to block cookies, this site will place the following cookies on your computer.

Cookie

Name

Purpose

Google Analytics

_ga
_gid
_gat

Google Analytics gathers information allowing us to understand interactions with our websites and ultimately refine that experience to better serve you.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

Google Analytics

Our website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help us analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for our website operators and providing other services relating to website activity and internet usage.

Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser. However, please note that if you do this you may not be able to use the full functionality of this website.

To opt-out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 24/05/2018.