Privacy Policy
Last updated: May 2026 · HILLMAY SOFT LTD, Company No. 17258087
Contents
1. Who we are
HILLMAY SOFT LTD is the data controller for personal data collected through this website (hillmaysoftltd.co.uk) and in connection with our services.
- Registered address: 36 Broad Square, Liverpool, L11 1BS, United Kingdom
- Company number: 17258087, registered in England and Wales
- Contact: support@hillmaysoftltd.co.uk
This policy applies to personal data collected via our website contact form, email correspondence, and in the course of client engagements. It does not apply to software we build for clients — those systems are governed by the client's own privacy policies.
2. What personal data we collect
When you contact us (via form or email):
- Name
- Email address
- Company or organisation name (optional)
- Budget range and project description (if provided)
- Any other information you choose to include in your message
When you visit our website:
- IP address (retained briefly by our hosting provider for security purposes)
- Browser type and version
- Pages visited and time of visit
We do not use third-party analytics, advertising trackers, or social media pixels on this website. We do not collect data from children — our services are directed at businesses and adults.
3. How we use your data
- To respond to your enquiry — reading your message and preparing a relevant reply or proposal.
- To deliver services — managing the project, communicating with you, issuing invoices and fulfilling contractual obligations if you become a client.
- To comply with legal obligations — retaining financial records as required by UK law (HMRC, Companies House).
- To maintain website security — identifying and blocking abusive requests using server logs.
We do not use your data for direct marketing, profiling, or automated decision-making. We do not sell your personal data to any third party.
4. Legal bases under UK GDPR
- Legitimate interests (Article 6(1)(f)) — responding to business enquiries, securing our website, and maintaining basic operational records. We have assessed that these interests are not overridden by your privacy rights.
- Contract (Article 6(1)(b)) — processing necessary to prepare or perform a service agreement with you.
- Legal obligation (Article 6(1)(c)) — retaining financial and contractual records as required by UK law.
5. How long we keep data
- Enquiries that do not proceed to a project: up to 24 months from last contact, then securely deleted.
- Client project data (correspondence, contracts, invoices): up to 7 years from project completion, as required by HMRC guidelines for financial records.
- Website server logs: typically 30 days, retained by our hosting provider for security purposes.
You can ask us to delete your enquiry data at any time — see Your rights below.
6. Who we share data with
We do not sell or rent your personal data. We may share limited data with the following categories of service provider, only to the extent necessary to operate our business:
- Hosting providers — the servers where this website and our email are hosted. These providers are contractually bound to GDPR-level data protection standards.
- Email service — our email provider processes messages in transit.
- Accountancy software — if you become a client, invoice data may be processed by our accounting tools (e.g. Xero or similar), which are UK/EEA-compliant.
- Subcontractors — trusted specialists who may assist on a project. They are bound by confidentiality obligations and are not given access to your data beyond what their specific role requires.
We do not transfer personal data outside the United Kingdom or European Economic Area unless we have explicitly disclosed the tool and you have agreed to its use in your project.
7. Your rights under UK GDPR
You have the right to:
- Access — request a copy of the personal data we hold about you.
- Rectification — ask us to correct inaccurate data.
- Erasure — ask us to delete your data where there is no overriding legal reason to retain it.
- Restriction — ask us to limit how we use your data while a concern is resolved.
- Portability — receive your data in a structured, machine-readable format.
- Objection — object to processing based on legitimate interests.
To exercise any of these rights, email support@hillmaysoftltd.co.uk with the subject line "Data request". We will respond within 30 days.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk · 0303 123 1113.
8. Security
We apply reasonable technical and organisational measures to protect personal data — including encrypted transmission (HTTPS/TLS), access controls, and regular security review of the tools we use. No online transmission or storage method is completely secure; if you need to share highly sensitive information, please contact us first to agree a secure channel.
9. Cookies
This website uses only essential cookies — small text files necessary for basic site functionality (such as remembering your cookie preference). We do not use advertising cookies, third-party tracking cookies, or analytics cookies. For full details, see our Cookie Policy.
10. Changes to this policy
We may update this policy from time to time. The "Last updated" date at the top of this page will reflect any changes. For significant changes that affect how we use your data, we will take reasonable steps to notify active clients directly.
11. Contact us
For any privacy-related question or to exercise your rights:
- Email: support@hillmaysoftltd.co.uk
- Phone: +44 7347 074367
- Post: HILLMAY SOFT LTD, 36 Broad Square, Liverpool, L11 1BS