Privacy Policy

1. Who we are

HAWKAI LTD is the controller responsible for the personal data described in this policy.

This policy covers data collected through our website, business enquiries and related communications. Data processed while delivering services may also be governed by the relevant client agreement or a separate notice.

2. Personal data we collect

Depending on how you interact with us, we may collect:

• your name, email address, telephone number and organisation;
• your enquiry, requested services and information you choose to provide;
• correspondence and records of communications; and
• technical data such as IP address, browser and device details, security logs and cookie information.

Please do not send sensitive personal data or confidential system credentials through a general website form unless this has been agreed with us.

3. How and why we use personal data

• Enquiries and proposals: to respond, discuss requirements and take requested steps before a contract. We rely on pre-contract steps and our legitimate interest in handling genuine enquiries.
• Providing services: to manage a client relationship, deliver agreed work and administer payments. We rely on contract and legitimate business interests.
• Website operation and security: to diagnose faults, prevent misuse and investigate incidents. We rely on legitimate interests and, where applicable, legal obligations.
• Legal and business administration: to meet legal, regulatory, tax and accounting requirements and handle legal claims.

Where we rely on legitimate interests, we consider necessity and balance our interests against your rights and reasonable expectations. We do not use contact-form details for marketing unless we have a separate lawful basis and provide the appropriate choice.

4. Marketing choices

If we offer marketing communications in future, we will explain the lawful basis and provide an easy way to opt out. You can object to direct marketing at any time by contacting info@hawk-a-i.uk. We may retain a minimal suppression record to respect that choice.

5. Cookies and similar technologies

We may use strictly necessary cookies to operate and secure the website. We will not place non-essential analytics, advertising or similar cookies before obtaining consent where required. Browser settings can block or delete cookies, although blocking necessary cookies may affect the site.

6. Who receives personal data

Our website uses WordPress and Elementor and is hosted through IONOS. Form submissions may be processed within that hosted environment. Where necessary, we may share data with providers supporting hosting, security, email and maintenance; professional advisers; authorities or courts; or parties involved in a genuine business restructuring. Providers acting for us are subject to appropriate controls where required. We do not sell personal data.

7. International transfers

Some technology providers may process information outside the United Kingdom. Where this is a restricted transfer, we use a lawful mechanism and appropriate safeguards, such as UK adequacy regulations or approved contractual protections, where required.

8. How long we keep personal data

We retain data only for as long as reasonably needed. We consider its nature and sensitivity, the continuing purpose, security risks, contractual and legal requirements, and the need to resolve complaints or claims. Information is deleted or anonymised when no longer required, apart from any minimal suppression record needed to respect a marketing objection.

9. Security

We use proportionate technical and organisational measures intended to protect personal data. Access is limited to authorised people and providers who need it. No internet transmission or storage system can be guaranteed completely secure.

10. Automated decision-making

We do not use website data to make decisions based solely on automated processing that produce legal or similarly significant effects.

11. Your data protection rights

Depending on the circumstances, you may ask for access, correction, erasure or restriction; object to certain uses; request portability; or withdraw consent. Rights are not always absolute. Email info@hawk-a-i.uk to make a request. We may need to verify your identity.

12. Your right to object

You have an absolute right to object to direct marketing. If you object, we will stop using your data for that purpose.

You may also object where we rely on legitimate interests, subject to the grounds permitted by law.

13. Complaints

Please contact us first so we can investigate. You may also complain to the Information Commissioner’s Office (ICO):

14. Changes to this policy

We may update this policy when our practices, services or legal obligations change. The latest version and effective date will be published here.