Who We Are (Hydratron Ltd)
This privacy notice applies to personal information processed by or on behalf of Hydratron Ltd.
Hydratron (www.hydratron.com – a Pryme Group company) is committed to maintaining the trust and confidence of the visitors to our websites, and to protect their privacy. We want you to understand that we provide a safe and thorough process for managing any and all information we receive and are not in the business of selling any data to other companies for marketing purposes.
Hydratron controls and processes personal information to enable it to carry out its business and regulatory functions which may include policy development, quality and approval issues, enforcement action, providing advice and information, research, maintaining its own accounts and records, supporting and managing its employees, general administration, the consideration and investigation of complaints and all activities which Hydratron is required to carry out as a data controller, including the use of CCTV systems for crime prevention in each of its locations worldwide.
Working with our customers and prospective customers
To help deliver customers our wide range of products, services and solutions, Hydratron maintains sales management solutions such as our financial management systems and customer relationship management tools. The personal information stored in these systems is managed in line with contractual agreements and processed on the legal basis of legitimate interest and performance of contract.
Business Partners and Visitors
If you are a business partner we will use your personal data to manage our relationship with you, including sending you marketing materials (where we have appropriate permissions) and to invite you to events. Where relevant, we will use your personal data to deliver or request the delivery of services, and to manage and administer our contract with you or with your employer. If you are a visitor, we will use your personal data; typically, to register for certain areas of our website, enquire for further information, distribute requested reference materials.
Types of Data We Collect & How We Collect It
Personal information that we collect in connection with all of our activities, if relevant, includes:
- Personal details, such as title and full name
- Contact details, including phone, email and address
- Usage of Hydratron.com, including IP address, web pages visited, time on the website
- Contact with us, including chat logs, email communication and form submissions
This information is collected & used with the following methods:
A cookie is defined as “a packet of data sent by an Internet server to a browser, which is returned by the browser each time it subsequently accesses the same server, used to identify the user or track their access to the server.” Cookies are small files that a site or its service provider transfers to your computer’s hard drive through your Web browser (if your browser is set to allow them).
Retention Period: Until user clears their cookies locally.
Visitors to the Hydratron.com website are monitored by Google Analytics (a third-party service, the industry standard for website analytics) to collect a log of information and details on visitor behaviour whilst using our website.
It collects information such as pages viewed, the number of visitors per page, time on our website, links clicked and successful forms filled in. This information is collected in a way which is anonymous and contains new personally identifiable data.
We do not make and do not allow Google to make, any attempt to find out the identities of those visiting our website.
Retention Period: 24 months.
When you use our contact and enquiry forms you’re given the option of subscribing to our newsletter. Contact details given by enquiry or contact forms will not be used for marketing purposes unless specifically requested via the opt-in box.
Also, you have the ability to sign up via our blog, footer and overlay newsletter forms, both of which only ask for your email address.
If opted-in to marketing messaging, your information will be stored with the 3rd party email service provider MailChimp. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice.
You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails, by replying to email specifying your request or by emailing our data protection officer Matthew Martindale.
Our email correspondence covers:
- Press and company news,
- Information on events we’re hosting or attending,
- Company service information,
Retention Period: Until user unsubscribes from mailings or exhibits 6 months of inactivity.
Enquiry and Contact Forms
When you use our enquiry form, your information is stored in our CRM system provided by Salesforce. For more information, please see Salesforce’s privacy notice.
This information is used to prepare and monitor your quote and to provide contact details to reply to you. This information includes all the visible form fields of the contact form: Name, Company, Email Address, Phone Number and Enquiry Details. Unless otherwise requested this information is kept on file so long as you are a potential or customer or until 18 months of inactive time has been recorded.
When you use our contact form, your information is converted into an email and sent to and stored in our company 365 Outlook email system. This email is used to notify us of your request and give us a way to respond to you. For record keeping and contact history purpose, these emails are kept on available to the marketing team on a secure email server for 12 months.
Retention Period: 12 months.
When you use our Live Chat facility, your email and name are collected to enable easy communication and for any follow-up communication we may need to use. We use the third party tool Natterly, you can see Natterly’s privacy notice here.
Chat logs and personal information are kept for 12 months within Natterly and are then deleted, unless the chat user begins/continues a chat conversation with us, resetting the 6 months deletion period.
Retention Period: 12 Months.
Emails sent to our firstname.lastname@example.org are directed to an inbox used by our marketing team. If relating to enquires, recruitment or human resources, they are forwarded on to the relevant team to follow up.
Unless followed up, we store inbound emails on our secure email servers for 12 months. Followed up emails are subject to different retention periods depending on their subject.
Retention Period: 12 months.
Incoming Emails – Recruitment
Emails sent to our email@example.com for careers reasons will be forwarded to an inbox used by our recruitment team. All applicants will be informed at that point that their information (Name, Phone Number, Address, Job Title and CV) will be stored securely on a local drive that only they can access – applicants can respond and ask for this not to happen. We will ask you to sign up to additional privacy terms if you are selected for an interview. We may also view your profile on social media such as LinkedIn.
This data will be stored for one year in case any suitable job opportunities come up. After 1 year, unless applicants reapply for roles, applicant information will be deleted.
Retention Period: 12 months.
Disclosure of your personal data
1. We may have to share your personal data with the parties set out below:
1.1. Service providers who provide IT and system administration services.
1.2. Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
2. HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances.
3. Third parties to whom we sell, transfer, or merge parts of our business or our assets.
4. We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
1. Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.
2. Some of our third parties service providers are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
3. Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is implemented:
3.1. We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission; or
3.2. Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or
3.3. Where we use providers based in the United States, we may transfer data to them if they are part of the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US.
4. If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.
1. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
2. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Access to your Personal Information
You are entitled by law to view, amend, or delete the personal information that we hold. Email your request to our data protection officer at firstname.lastname@example.org and this process will begin within 48 hours enabling you to, if we do hold information about you:
- give you a description of it,
- tell you why we are holding it,
- tell you who it could be disclosed to,
- let you have a copy of the information in an intelligible form,
If you would prefer to make your request by mail, you can write to us at:
Links to Other Websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.