Privacy Policy

1. Who we are

Hardex Ltd provides business documentation, compliance, quality, health & safety and consultancy services. Hardex Ltd is registered in England & Wales under company number 16794159. For privacy enquiries, contact info@hardex.co.uk.

2. Information we collect

Depending on how you use our website and services, we may collect your name, job role, business name, company registration number, business address, email address, business activities, enquiry details, order information, uploaded company logos and signature images, and information you choose to provide in onboarding forms.

Payment card details are handled by our payment provider and are not stored by Hardex Ltd.

3. Why we use your information

We use personal information to respond to enquiries, process and administer orders, personalise documentation, apply authorised signatures to purchased documentation, deliver completed documents, maintain business and accounting records, prevent misuse or fraud, and contact customers who have specifically asked for an annual document review reminder.

4. Our lawful bases

We generally process information because it is necessary to take steps at your request or perform a contract with you, because we must meet legal obligations such as accounting and tax requirements, or because we have legitimate interests in operating, protecting and improving our business and services. Where we rely on consent, such as for an optional reminder where consent is the appropriate basis, you can withdraw it at any time.

5. Signatures and uploaded files

If you upload a signature, you confirm through our onboarding process that you are authorised to provide it and permit Hardex Ltd to apply it to the relevant documentation prepared for your purchased package. We use uploaded signatures only for the purpose authorised by you and do not sell them or use them for unrelated purposes.

6. Who we share information with

We use trusted service providers where necessary to operate Hardex, including payment processing, website hosting, email and form submission services. This currently includes Stripe for payment processing and FormSubmit for transmitting onboarding form submissions to Hardex. These providers process information under their own applicable terms and privacy arrangements. We may also disclose information where required by law or to establish, exercise or defend legal claims.

7. International processing

Some service providers may process information outside the United Kingdom. Where this happens, we take reasonable steps to use providers that apply appropriate protections for personal information and rely on applicable transfer mechanisms where required.

8. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose it was collected, including providing your purchased services, handling queries or disputes, maintaining appropriate business records and meeting legal, tax and accounting requirements. Uploaded working files and signatures are not kept longer than reasonably required for service delivery and associated records.

9. Your rights

Depending on the circumstances, UK data protection law may give you rights to access, correct, erase or restrict the use of your personal information, object to certain processing, and receive certain information in a portable format. Where processing is based on consent, you may withdraw that consent.

To exercise a right, contact info@hardex.co.uk. You also have the right to complain to the UK Information Commissioner’s Office if you have concerns about how your information is handled.

10. Cookies and website data

Our launch website is designed to use only the technology necessary to provide its core functions. If we introduce non-essential analytics, advertising or similar cookies in future, we will update our information and obtain consent where required.

11. Security

We take reasonable organisational and technical measures to protect information against unauthorised access, loss, misuse or disclosure. No internet transmission or storage system can be guaranteed to be completely secure.

12. Changes to this notice

We may update this Privacy Policy as our services, suppliers or legal obligations change. The current version will be published on this website with its effective date.