How Your Personal Information Is Used By Halchax Ltd

Your information will be held by Halchax Ltd

Halchax Ltd is a company registered in the UK, No. 07069379

Unit 5, Edison Village Nottingham Science & Technology Park, University Boulevard, Nottingham, NG7 2RF

How We Use Your Personal Information

This privacy notice is to let you know how Halchax Ltd promises to look after your personal information. This includes what you tell us about yourself, what we learn by having you as a client, and the choices you give us about what marketing you want us to send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you.

Our Privacy Promise

We promise:

  • To keep your data safe and private
  • Not to sell your data or share it with 3rdparties without gaining prior consent to do so
  • To give you ways to manage and review your marketing choices at any time

The Data Protection Law Changed As Of 25thMay 2018

This notice sets out most of your rights under the new laws. We will update it regularly when changes come into effect.

Who We Are

Halchax Ltd is an IT Solutions company in Nottingham, Uk. If you have any questions or want more details about how we use your personal information, you can contact or call us on 0330 102 7464

How The Law Protects You

As well as our privacy promise, your privacy is protected by law. This section explains how that works.

Data protection law says that we are allowed to use personal information only if we have a proper reason to do so. The law says we must have one or more of these reasons:

  • To fulfil a contract we have with you, or
  • When it is our legal duty, or
  • When it is in our legitimate interest, or
  • When you consent to it.

A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is.

Here is a list of all the ways that we may use your personal information, and which of the reasons we rely on to do so. This is also where we tell you what our legitimate interests are.

What we use your personal information forOur reasonsOur legitimate interests
To manage our relationship with you or your businessYour consent

Fulfilling contracts

Our legitimate interests

Keeping our records up to date

Determining whether you would benefit from our services

Communicating to you about our services

To develop and carry out marketing activitiesYour consent

Our legitimate interests

Determining whether you would benefit from using our services

Communicating to you about our services

Offering you the opportunity to use our services and become a client

To develop and manage our servicesFulfilling contracts

Our legitimate interests

Developing new services that would be of benefit to you
To deliver our servicesFulfilling contracts

Our legitimate interests

Being efficient about how we fulfil our legal and contractual duties
To obey laws and regulations that apply to usOur legal duty

Our legitimate interests

Being efficient about how we fulfil our legal and contractual duties
To run our business in an efficient and proper way including managing our financial position, planning and communicationsOur legitimate interests

Our legal duty

Being efficient about how we fulfil our legal and contractual duties
To exercise our rights set out in agreements or contractsFulfilling contracts

Groups Of Personal Information

We use many different kinds of personal information and group them together like this.

Type of personal informationDescription
ContactYour address and how to contact you
Socio-DemographicThis includes details about your work & profession
ContractualDetails about the services we provide to you
CommunicationsWhat we learn about you from letters, emails and conversations between us
ConsentsAny permissions, consents or preferences that you give us

Where We Collect Personal Information From

We may collect personal information about you (or your business) from these sources:

Data you give to us:

  • When you apply for services
  • When you talk to our team on the phone
  • When you use our website
  • In emails and letters
  • In customer surveys/questionnaires

Who We Share Your Personal Information With

We promise not to share your data with any other companies or 3rd parties without receiving prior consent from you to do so.

Where Your Personal Information Is Held And Processed

We use a number of different companies and solutions to hold and process our data.

You can find a list of them plus links to their privacy policies below.

Data Processors:

Data Storage:

Sending Data Outside Of The EEA

Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.

Many of our third parties service providers listed above are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place:

  • We will only transfer your personal data to countries that the European Commission have approved as providing an adequate level of protection for personal data by; or
  • Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or
  • If we use US-based providers that are part of EU-US Privacy Shield, we may transfer data to them, as they have equivalent safeguards in place.

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

Third-Party Links

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 notice of every website you visit.


We may use your personal information to communicate with you regarding our services.

This is what we mean when we talk about ‘marketing’.

We may also use your personal information to make decisions about what services we think you may be interested in.

We can only use your personal information to send you marketing messages if we have either your consent or a ‘legitimate interest’. That’s when we have a business/commercial reason to use your information, without unfairly going against what is right and best for you.

You can opt-out of marketing messages by contacting us at any time.

How Long We Keep Your Personal Information

Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

We will retain your personal data as follows:

  • Contact data will be retained for a minimum period of 12 months, and for a maximum period of 36 months
  • Socio-Demographic data will be retained for a minimum period of 12 months, and for a maximum period of 36 months
  • Contractual data will be retained for as long as you are a client, and for a maximum period of 24 months once your contract ends
  • Communications data will be retained for a minimum period of 12 months, and for a maximum period of 36 months
  • Consents data will be retained for a minimum period of 12 months, and for a maximum period of 36 months

In some cases, it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the following criteria:

  • The retention period of contact data will be determined by its purpose in us pursuing our legitimate interests as outlined above
  • The retention period of consents data will be determined by its purposes in us pursuing our legitimate interests as outlined above

Your Rights

This section explains about your right to object and any other data privacy rights that you have.

You can object to us keeping or using your personal information. This is known as the ‘right to object’.

You can also ask us to delete, remove or stop using your personal information. This is known as the ‘right to be forgotten’.

If you want to object to how we use your data or ask us to delete it or restrict how we use it, please contact or call the team on 0330 102 7464 (9am-5pm).

How To Complain

Please let us know if you are unhappy with how we have used your personal information. You can contact or call the team on 0330 102 7464 (9am-5pm).

You also have the right to complain to the regulator and to lodge an appeal if you’re unhappy with the outcome of a complaint.

If you want to complain, you can contact the Information Commissioners Office here.

How To Withdraw Your Consent

You can withdraw or change your consent at any time by clicking on the opt-out link/manage preferences at the bottom of every email we send.

Alternatively, please contact or call the team on 0330 102 7464 (9am-5pm).

This will only affect the way we use information when our reason for doing so is that we have your consent (as per above). See the section above ‘Your Rights’ about restricting the use of your information more generally.

What To Do If Your Personal Information Is Incorrect

You have the right to question any information we hold that you think is incorrect. We’ll take the appropriate steps to check this for you, and if necessary, correct it.

If you want to do this please contact or call the team on 0330 102 7464 (9am-5pm).

How To Get A Copy Of Your Personal Information

You have a right to request a copy of the information that we hold on you.

You can do this by contacting or call the team on 0330 102 7464 (9am-5pm).

Amendments To This Policy

This policy will be updated throughout the year as required.

A full list of amendments will be published for you to see how we are continually approving our approach to safeguarding and treating your personal information with respect.

Our Data Controller

The nominated Data Controller is How-Chan Hoh

You can contact him on

Halchax Ltd is registered with the Information Commissioners Office

Cookies Policy

What are Cookies and why are they used?

Cookies are small files which identify your computer to our server. We send these to your computer for the following reasons:

  • to tailor the website to your browser
  • to help us analyse the use of the website
  • to allow applications on our website to work correctly – for example, making sure that we know when you have logged on or off and which part of an application you are accessing

We will not use cookies to store any personally identifiable information about you. We will not make any attempt to find out the identities of people visiting our website without their prior permission.

If we want to collect personally identifiable information through our website – for example when you request a service from us – we will tell you beforehand. We will make it clear when we collect this information and will explain what we intend to do with it.

How many types of Cookies are there?

There are two types of Cookies in use on our sites:

Session Cookies:

  • These are temporary Cookies that remain in the cookie file of your browser until you leave the site. This information is not stored after you have left the site.
  • Many of these types of session cookies are used for the sole purpose of carrying out a particular service such as completing an online application form or making an online payment. Without using such cookies these services would not work properly. Because of this, the directive states that they are exempt from the new rules, and that consent is implied provided an explanation is given.

Persistent cookies:

These remain in the Cookie file of your browser for a longer period of time. The length of time will depend on the lifetime of the specific cookie but this may be indefinitely or until deleted.

Most of the persistent cookies that we use relate to Google Analytics. We use these cookies to help us gather information about how many people visit our site, and what pages they visit. We cannot identify individuals from this information. We use the information to help us to see where we need to improve our site for the benefit of our customers.

How can I control the use of cookies?

You have the ability to accept or decline cookies by modifying the settings in your browser. You can find out more about cookies and how to disable them in your browser settings at  Refusing the cookies may impair your experience of using this site.

Cookies that we use on our sites

The following sections contain detailed information about the cookies we use on our web pages, with information on why they are used.

Cookies set by us:

Cookie Name – X-Mapping-*
Usage – The X-Mapping cookie is sent by the server to keep the user’s browser sessions intact as we load balance and use a clustered array of servers. If a user reloads a page they could be served the content from another server entirely but this cookie tracks the user to the same server.

Cookies set by third party websites:

Organisation – Google Analytics Cookie Name – __utma, __utmb, __utmc, __utmz
Usage – These cookies are used to anonymously track visitor numbers and use of the website. We use the information in the Google Analytics tool to compile reports and help us improve the site.

We sometimes embed video, images or other content from websites such as YouTube, Flickr and Twitter. We may also allow you to share links to content on our site with other websites by the use of “Share” buttons.

As we have no control over the cookies set by these websites, please look at the relevant third- party websites for more information.