HIYF respects and wishes to protect the privacy of all users. The privacy notices below set out the details in relation to information collected on this website.
The Data Controller in respect of our website is Frances D’Ardenne, HIYF, Royal Parade Mews, Chislehurst, Kent, BR7 6TN.
Use of website server log information for IT security purposes
Our third party hosting provider stores server logs to ensure network and IT security so that the server and website remain uncompromised. This includes analysing log files to help identify and prevent unauthorised access to our network, the distribution of malicious code, denial of services attacks and other cyber attacks, by detecting unusual or suspicious activity.
Unless we are investigating suspicious or potential criminal activity, we do not make, nor do we allow our website server provider to make any attempt to identify you from the information collected via server logs.
Cookies are data files which are sent from a website to a browser to record information about users for various purposes.
You can reject some or all of the cookies we use on or via our website by changing your browser settings, but doing so can impair your ability to use our website or some or all of its features/functionality. For further information about cookies, including how to change your browser settings and other ways in which you can reject cookies, please visit www.allaboutcookies.org
Here at HIYF we take your privacy seriously. If you sign up to the HIYF newsletter then we will only use your personal information to administer your email account and to provide additional details on the products and services you have requested from us.
We will send you news and information that we feel will be of interest to you from time to time based on your interests or preference.
You are always free to unsubscribe at anytime by clicking the unsubscribe link in any email you receive from us, or you can email us at email@example.com or contact the office directly by calling +44(0)20 8295 8620 during office opening hours between 09:00 and 17:30 Monday to Friday.
Following industry best practice, when you unsubscribe your email address will be retained on a system suppression list to ensure you no longer receive emails from HIYF. We regularly refresh our mailing list and will remove your details from our system if you do not open any of our emails sent to you over a defined period.
Contact Us Form
When you send an email to any of the email addresses displayed on our website, we collect your email address and any other information you provide in that email (this may include your name, telephone number and the information contained in any signature block in your email).
When you contact us by phone, we collect your phone number and any information provided to us during your conversation with us. We may record phone calls.
If you contact us by post, we will collect any information you provide to us in any postal communications you send us.
Transfer and storage of your information
Information you send us by post is stored in the United Kingdom.
Transfer and storage of your information
We use a third party email provider to store emails you send us. Our third party email provider is based in the United Kingdom.
Emails you send us will be stored within the European Economic Area on our third party email provider’s servers in the United Kingdom.
Disclosure and additional uses of your information
We use a number of third parties to provide us with services which are necessary to run our business or to assist us with running our business and who process your information for us on our behalf. These include the following:
Telephone providers (United Kingdom)
Email provider (United Kingdom)
Mailing list provider (United Kingdom)
IT service providers (United Kingdom)
Web developers (United Kingdom)
Hosting provider (United Kingdom)
Your information will be shared with these service providers only where necessary to enable us to run our business.
Disclosure of your information for legal reasons
Indicating possible criminal acts or threats to public security to a competent authority
If we suspect that criminal or potential criminal conduct has been occurred, we will in certain circumstances need to contact an appropriate authority. This could be the case, for instance, if we suspect that a fraud or a cyber crime has been committed or if we receive threats or malicious communications towards us or third parties.
We will generally only need to process your information for this purpose if you were involved or affected by such an incident in some way.
In connection with the enforcement or potential enforcement our legal rights
We will use your information in connection with the enforcement or potential enforcement of our legal rights, including sharing information with debt collection agencies if you do not pay amounts owed to us when you are contractually obliged to do so. Our legal rights may be contractual (where we have entered into a contract with you) or non-contractual (such as legal rights that we have under copyright law).
In connection with a legal or potential legal dispute or proceedings
We may need to use your information if we are involved in a dispute with you or a third party for example, either to resolve the dispute or as part of any mediation, arbitration or court resolution or similar process.
For ongoing compliance with laws, regulations and other legal requirements
We will use and process your information in order to comply with legal obligations to which we are subject. For example, we may need to disclose your information pursuant to a court order or subpoena if we receive one or to the National Crime Agency in connection with suspected or potential money laundering matters.
How long we retain your information
This section sets out how long we retain your information. We have set out specific retention periods where possible. Where that has not been possible, we have set out the criteria we use to determine the retention period.
Specific retention periods:-
Order information: when you place an order for goods and services, we retain that information for a minimum period of six years following the end of the financial year in which you placed your order, in accordance with our legal obligation to keep records for tax purposes under paragraph 6, Schedule 11 of the Value Added Tax Act 1994.
Correspondence and enquiries: when you make an enquiry or contact us by email or via our contact form, we will retain your information for as long as it takes to respond to and resolve your enquiry, and for 12 further month(s), after which point we will delete your information.
Mailing list: following industry best practice, if your unsubscribe we will retain your email address on a system suppression list to ensure you no longer receive emails from HIYF.
How we secure your information
We take appropriate technical and organisational measures to secure your information and to protect it against unauthorised or unlawful use and accidental loss or destruction, including:
only sharing and providing access to your information to the minimum extent necessary, subject to confidentiality restrictions where appropriate, and on an anonymised basis wherever possible;
using secure servers to store your information;
verifying the identity of any individual who requests access to information prior to granting them access to information; and
using Secure Sockets Layer (SSL) software or other similar encryption technologies to encrypt any payment transactions you make on or via our website.
Transmission of information to use by email
Transmission of information over the internet is not entirely secure, and if you submit any information to us over the internet (whether by email, via our website or any other means), you do so entirely at your own risk.
Your rights in relation to your information
Partnerships lie at the heart of our success at HIYF and we want you to be confident with your dealings with us.
Subject to legislation, you can request the following from us:-
to request access to your information and information related to our use and processing of your information;
to request the correction or deletion of your information;
to request that we restrict our use of your information;
to withdraw your consent to our use of your information at any time where we rely on your consent to use or process that information.
You can access the personal information we hold on you by writing to us using the contact details listed at the start of this document. You can also contact us by email at firstname.lastname@example.org or by our Contact Us page.
We will ask you to provide proof of identity (2 forms, 1 to be a passport) before we show you your personal information – this is so we can prevent unauthorised access. Proof of identity can be obtained via a personal appointment at our offices.
After 25 May 2018, in the event that an access request is unfounded, excessive or especially repetitive, we may charge a ‘reasonable fee’ for meeting that request. Similarly, we may charge a reasonable fee to comply with requests for further copies of the same information. (That fee will be based upon the administrative costs of providing the information).
In accordance with Article 77 of the General Data Protection Regulation, you also have the right to lodge a complaint with a supervisory authority. For the purposes of the UK, the supervisory authority is the Information Commissioner’s Office (ICO).