Last updated 20 September 2026
This policy explains how Hoskins Digital Solutions Ltd (HDS, we, us or our) handles personal information connected with hoskinsdigitalsolutions.co.uk, enquiries and our agency services. It covers website visitors, prospective clients, clients and their business contacts.
Who is responsible for your information
Hoskins Digital Solutions Ltd is registered in England and Wales under company number 15399629. Our registered office is 40 Riders Lane, Havant, England, PO9 4QJ. Contact: lisa@hoskinsdigitalsolutions.co.uk.
We are the controller when we decide why and how to use information to run our website, handle enquiries, manage client relationships and meet our own business obligations.
Where we handle personal information solely on a client’s instructions to deliver agency services, the client is normally the controller and we act as its processor under a separate data processing agreement. The client’s privacy notice explains that processing. Contact the client about its use of your information; we will assist with requests as required by our agreement and the law.
Atlas has its own privacy information
Atlas is an HDS product with separate privacy information for its access requests, accounts, connected platform data, uploaded reports and product features. Please read the Atlas Privacy Notice at https://hoskinsdigitalsolutions.co.uk/atlas/privacy/ and the Atlas provider information at https://hoskinsdigitalsolutions.co.uk/atlas/providers/.
This HDS policy continues to cover general HDS website activity. Please also read the Atlas Privacy Notice when submitting an Atlas access request. The Atlas notice governs the Atlas processing it describes; this policy does not replace it or extend the permissions you give Atlas.
Information we handle and where it comes from
Depending on how you interact with us, we handle contact and business details such as your name, work email, telephone number, job role, company and website; enquiry and booking details; correspondence and documents you choose to send; and records of proposals, agreements, services, invoices and payments.
When you visit the website, technical information may include your IP address, browser and device details, pages requested, referral information, timestamps and security logs. Optional analytics or advertising technologies can also collect device identifiers and interactions where enabled in accordance with your choices.
We receive information directly from you, from colleagues who introduce you or arrange services, and from business systems used to manage communications and payments. Where relevant to a business enquiry, we may consult your organisation’s public website or public business registers. Information provided by someone else is subject to the same privacy protections.
Please do not send account passwords, payment card details, unnecessary customer records or sensitive personal information through general enquiry forms. We request access to client systems through an appropriate authorised process when needed for agreed work.
Why we use information
Enquiries and bookings: we use contact details and correspondence to respond, arrange discussions and prepare proposals. Our basis is taking steps at your request towards a contract where you are the prospective contracting individual, or our legitimate interest in responding to business enquiries and communicating with an organisation’s representatives.
Client services and administration: we use relevant records to deliver agreed work, communicate, manage billing and resolve issues. Our basis is performance of a contract with you, or our legitimate interest in administering a contract with the organisation you represent. Information handled only on a client’s instructions is governed by the processing agreement instead.
Accounts and legal obligations: we retain and use necessary financial and administrative records to comply with accounting, tax and other legal duties.
Security and business protection: we use appropriate technical records and correspondence to prevent abuse, maintain the website, investigate problems and establish or defend legal claims. Our basis is our legitimate interest in protecting our systems, business and users, or a legal obligation where applicable.
Optional analytics and advertising: where these are enabled, we rely on consent for the optional tracking described in our cookie controls. Declining it does not prevent you from making an enquiry.
Marketing: we use consent where required. Where the law permits relevant business marketing without prior consent, we may rely on our legitimate interest in promoting our services, subject to applicable electronic marketing rules and your right to object. An enquiry is not blanket permission to send marketing.
Where we rely on legitimate interests, we consider the necessity of the use and its impact on your rights. We do not use that basis where your interests or rights override ours.
Your marketing choices
You can object to direct marketing at any time. Use the unsubscribe option in a marketing email or contact lisa@hoskinsdigitalsolutions.co.uk. We will stop using your information for that purpose and retain only the information needed to respect your preference.
You can withdraw consent without affecting processing that was lawful before withdrawal. Essential messages about requested services, billing or an existing agreement are separate from promotional messages.
Cookies and similar technologies
Cookies and similar technologies can remember choices, support security and, where enabled with consent, measure visits or advertising activity. We use strictly necessary technologies for functions you request. Our policy is to obtain consent before activating optional analytics, advertising pixels or comparable tracking.
Where optional technologies are offered, the website’s cookie controls identify their providers, purposes and lifetimes and let you accept, reject or change your choices. Our controls offer both acceptance and rejection of optional tracking. You can revisit your choices through the Cookie settings link. Browser controls can also remove stored cookies, although this may affect website functionality.
Third-party video players, booking tools or other embedded services may involve additional data collection. Where an embed requires consent, we load it only after you choose to enable it. Following an ordinary external link takes you to a service with its own privacy information.
Who receives information
Access is limited to people and organisations who need it for the relevant purpose. Depending on the service involved, recipients include authorised staff and contractors; website hosting, security and technical support providers; business email, enquiry management and appointment booking providers; document and collaboration services; payment and accounting providers; professional advisers; and authorities where disclosure is required or lawful.
If optional analytics or advertising is enabled, the providers identified in the cookie controls also receive the information described there. Some providers act as processors on our instructions; others, including certain payment providers and professional advisers, act as independent controllers for their own legal obligations.
We require appropriate confidentiality, security and data protection arrangements for providers processing information on our behalf. We do not sell enquiry or client contact lists. Optional advertising tracking, if enabled, is explained separately rather than hidden within this statement.
If our business is reorganised or transferred, relevant information may be disclosed where necessary and lawful, with confidentiality safeguards and notice where required.
International handling
A service provider or authorised support team may handle information outside the UK. We assess the applicable transfer requirements before using an arrangement involving a restricted international transfer. Depending on the destination and arrangement, protection may be provided by applicable adequacy regulations or approved contractual safeguards, such as the UK International Data Transfer Agreement or UK Addendum, with any additional protections required. EU transfer rules also apply where relevant.
You can ask us which countries and safeguards apply to the handling of your information and request a copy of the relevant safeguards, with confidential details redacted where necessary. This policy does not promise that all HDS information is stored or accessed exclusively in the UK or EU.
How long we keep information
We retain information only for as long as needed for its purpose and applicable obligations. For enquiries, we consider whether the discussion is active, whether a follow-up has been requested and whether there is a continuing business need. For client files, we consider delivery, support, the agreed contract, dispute periods and applicable recordkeeping requirements. Financial records are retained for the applicable statutory period.
For security logs and backups, we consider investigation needs, recovery requirements and the system’s deletion cycle. Marketing records are reviewed for relevance; minimal suppression records may be retained to avoid contacting someone who has opted out. A legal hold may require specific information to be retained longer. Records no longer needed are deleted or anonymised, subject to controlled backup expiry.
Security and automated decisions
We use technical and organisational measures appropriate to the information and risks, including access controls and arrangements with providers. No online service can guarantee complete security. Tell us promptly if you suspect misuse of information connected with our services.
We do not use the general HDS website enquiry process to make decisions about people based solely on automated processing that produce legal or similarly significant effects. Atlas’s separate notice explains its product processing.
Your rights and complaints
Depending on the law and circumstances, you can request access, correction, deletion, restriction or a portable copy of relevant personal information. You can object to processing based on legitimate interests. Your right to object to direct marketing is unconditional. You can withdraw consent at any time.
Email lisa@hoskinsdigitalsolutions.co.uk with your request. We may need proportionate information to verify your identity. We respond within the applicable legal deadline, normally one month for UK GDPR requests, subject to permitted extensions or pauses. Rights are not absolute; if a lawful exception applies, we will explain it.
You can complain to us or directly to the UK Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/. You do not have to contact us first. Where another jurisdiction’s privacy law applies, you may also have rights and complaint routes through your local regulator. We will handle requests according to the law that applies to the processing.
Providing information and changes to this policy
You choose whether to enquire. If you do not provide the contact details or other information necessary for your request, we may be unable to respond or provide the requested service. Marketing consent is optional. This website and our agency services are intended for business users, not children.
We may update this policy when our practices or legal requirements change. The date above identifies the latest version. Where required, we will bring material changes to your attention or obtain fresh consent before a new use begins.