Privacy policy

Who we are

Hartkeep is a sole trader business based in the United Kingdom. For the purposes of UK data protection law, Hartkeep is the controller of the personal data described in this policy. Contact: hello@hartkeep.com.

What we collect

• Enquiries. When you use our contact form or email us: your name, email address, company, website, country, the services you're interested in and your message.
• Agreement acceptance. When you accept an agreement through a private link: your name, role, organisation, company number, country and email address, the confirmations you give, the date and time, your IP address and browser details, and engagement information. We keep this as evidence of the agreement.
• Client work. When we work for you, we may handle personal data within your systems. We do this as your processor, under the data processing terms in our terms of business.
• Analytics. With your consent: pages viewed, approximate location, device and browser information and a cookie identifier, processed by Google Analytics.
• Technical data. Our hosting provider processes IP addresses and request logs to deliver and secure the website.

Cookies and storage

We use Google Analytics (provided by Google LLC) to understand how this website is used. Its cookies are only set if you click Accept on the banner; if you decline, no analytics cookies are set and Google receives only cookieless, non-identifying pings. We do not use advertising cookies. You can change your choice by clearing this site's data in your browser. If you add services to a quote, your selection is stored in your own browser (local storage) so it isn't lost between pages. It is never sent to us until you submit an enquiry, and you can clear it at any time.

How and why we use it

• To respond to enquiries and prepare quotes — our legitimate interests, and steps taken at your request before entering into a contract.
• To form, perform and evidence agreements with clients — performance of a contract, and our legitimate interest in establishing, exercising or defending legal claims.
• To keep accounting and tax records — compliance with legal obligations.
• To keep this website secure and prevent abuse — our legitimate interests.

We do not sell personal data, and we do not use it for automated decision-making.

Who we share it with

Service providers who help us run the business, under contracts that protect your data — for example our website host, email delivery provider and workflow tools — plus professional advisers, insurers and authorities where required by law.

International transfers

Some of our providers are based outside the UK, for example in the United States. Where personal data is transferred abroad, we rely on safeguards recognised under UK data protection law — such as UK adequacy regulations (for example the UK–US data bridge) or the UK International Data Transfer Agreement or Addendum.

How long we keep it

• Enquiries that don't lead to work: up to 24 months.
• Agreements, acceptance records and client records: for the duration of the engagement and seven years after it ends.
• Server logs: as set by our hosting provider, typically no longer than 30 days.

Your rights

You have the right to access, correct or erase your personal data, to restrict or object to its processing, and to data portability. To exercise any right, email hello@hartkeep.com. If you're unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk — though we'd appreciate the chance to put it right first.

Security

Security is our trade. This website enforces HTTPS, a strict content security policy and modern security headers. Data is encrypted in transit and access is restricted to what's needed. To report a vulnerability, email security@hartkeep.com.

Changes

We'll post any changes to this policy on this page and update the date above.