Effective Date: 27/05/25
Company Name: Halyard Business Services
Registered Address: Sherborne House, Sherborne Avenue, Rear of 378 Cyncoed Rd, Cardiff CF23 6SA
Contact Email: james@halyardbusiness.co.uk
Contact Phone: 029 2000 1297
- Introduction
- Halyard Business Services (“Company”, “we”, “us”, or “our”) is committed to protecting your personal information and your right to privacy. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you interact with us, including through our website, email communications, service contracts, or third-party tools.
- By accessing our services, you agree to this Privacy Policy. If you do not agree, please do not engage our services.
- Scope of This Policy
This Privacy Policy applies to:
- Website visitors
- Prospective, current, and former clients
- Subscribers to our marketing materials
- Users interacting via third-party platforms
- What Information We Collect
We collect the following categories of data, either directly from you, through automated technologies, or via third-party platforms:
- Identifiable Personal Information
- Full name, business name
- Email address, phone number, postal address
- Billing and invoicing details
- Sensitive Information
- Financial records and documentation shared for professional services
- Passwords or credentials (only when necessary and encrypted)
- Technical Data
- IP address, browser type/version, time zone, device type
- Cookies and session data
- Analytics identifiers (e.g., Google Analytics, Facebook Pixel)
- Professional and Employment Information
- Business registration details
- Role/title and industry data
- Communications and engagement logs
- How We Collect Data
- Directly via forms, emails, or verbal communications
- Automatically through cookies or tracking tools
- Through third-party providers such as CRMs, cloud platforms, and payment processors
- Publicly available sources (e.g., LinkedIn, business directories)
- How We Use Your Data
We use your information to:
- Deliver professional services (e.g., bookkeeping, consulting)
- Process payments and send invoices
- Communicate updates, reports, or service changes
- Respond to queries and provide customer support
- Analyse trends and usage patterns to improve our services
- Send newsletters or promotional content (with opt-out options)
- Comply with legal or tax obligations
- Legal Grounds for Processing (International Compliance)
We rely on the following legal bases:
- Consent – where you have given explicit permission
- Contractual Necessity – to fulfil our obligations
- Legal Obligation – for tax, regulatory, or compliance reasons
- Legitimate Interests – to improve our services, prevent fraud, and ensure safety
- Marketing and Communication Preferences
You may opt-in to marketing communications. You may also:
- Opt-out at any time using the “unsubscribe” link
- Request to update your communication preferences
We do not sell or rent your personal data to third parties.
Our primary communication method is email. Response time is typically within 2 business days.
- Disclosure of Personal Information
We may disclose information:
- To third-party vendors and contractors performing services on our behalf
- To cloud-based systems for file storage and project management
- To regulators or law enforcement when required
- In the event of a business transfer, merger, or acquisition
All partners are contractually bound by confidentiality and data protection standards.
By agreeing to these Terms, you consent to our use of subcontractors and third-party platforms, provided they are bound by confidentiality and data protection standards equivalent to our own.
- International Data Transfers
Your data may be transferred to and stored in countries outside your own, including countries that may not offer the same level of data protection. Where applicable, we rely on:
- Adequacy decisions by relevant authorities
- Standard Contractual Clauses (SCCs)
- Binding Corporate Rules (BCRs)
- Your explicit consent
Your data may be stored in the UK, EU, or US depending on the platform used. We ensure appropriate safeguards are in place.
- Cookies and Tracking Technologies
Our website uses cookies to enhance your experience and gather usage statistics.
Types of cookies:
- Necessary Cookies: Enable core functionality
- Analytics Cookies: Track usage and performance
- Marketing Cookies: Tailor advertising and outreach
You can manage cookies through your browser settings or by using our cookie consent tool (if/when implemented).
- Data Security
We implement appropriate technical and organisational measures including:
- Encrypted data storage and transfers (e.g., SSL/TLS)
- Access control via passwords and Two Factor Authentication (2FA)
- Routine security audits and software patching
- Role-based access controls for sensitive information
However, no system is 100% secure. You provide data at your own risk.
- Data Retention
We retain personal and business data for as long as necessary to:
- Fulfil contractual obligations
- Accounting purposes
- Comply with legal and regulatory requirements
- Defend against legal claims
Data not actively used may be archived or securely deleted after [e.g., 7 years].
- Your Rights and Choices
Depending on your jurisdiction, your rights may include:
- Access – Request copies of your data
- Rectification – Request corrections
- Erasure – Request deletion (“right to be forgotten”)
- Restriction – Limit how we use your data
- Portability – Transfer your data to another provider
- Objection – Opt out of processing for direct marketing
- Withdraw Consent – At any time, where applicable
Contact james@halyardbusiness.co.uk to exercise these rights. We may request ID verification.
Data will be delivered in CSV or PDF format within 30 days of a verified request.
- Data Breach Notification
In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will notify you and the appropriate authorities in accordance with applicable laws.
- Automated Decision-Making and Profiling
We do not make decisions solely based on automated processing that produce legal effects or significantly affect you.
- Third-Party Links and Platforms
This policy does not cover:
- External websites linked from ours
- Social media platforms (e.g., Facebook, LinkedIn)
You are encouraged to read their respective privacy policies.
- Changes to This Policy
We may update this policy periodically. Significant changes will be communicated via email or posted prominently on our website. Continued use of services constitutes your acceptance.
- Contact Us
For questions, concerns, or to file a complaint, contact:
Name: Halyard Business Services
Email: james@halyardbusiness.co.uk
Phone: 029 2000 1297
Address: Sherborne House, Sherborne Avenue, Rear of 378 Cyncoed Rd, Cardiff CF23 6SA
