Privacy Policy

Please read the following to learn more about our Privacy Policy.

This policy is effective from 01st January 2025 and last updated on 18th June 2025.

1. Introduction

hardhatgroup, trading style of hardhatgroup Group Limited, (“hardhatgroup”, “we”, “us” or “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store and safeguard your data when you interact with our website (https://hardhatgroup.uk). By using our website, you agree to the terms set out in this Privacy Policy.

2. Personal Data We Collect

We may collect personal identification information from users in various ways, including, but not limited to, when users visit our website, fill out publicly available forms, or interact with hidden forms that we send to current and prospective clients. Users may be asked to provide personal details such as their full name, email address, company name, telephone number, date of birth, home address, nationality, occupation, National Insurance number and other information as detailed below. Users may, however, visit our website anonymously. We shall collect personal identification information only if users voluntarily submit such information to us. Please note that refusing to provide the requested information may prevent you from engaging in certain website-related activities.

The personal data we collect is grouped into the following categories:

a. Identity Data

  • Full name (including title, first, middle and surname)
  • Preferred name

b. Contact Data

  • Email address
  • Telephone number
  • Home address

c. Demographic Data

  • Date of birth
  • Nationality

d. Employment and Company Data

  • Occupation
  • Company name
  • Company registration number
  • Information regarding who referred you to us

e. Sensitive Data

  • National Insurance number (if provided)

f. Technical and Usage Data

  • Internet Protocol (IP) address
  • Browser type and version
  • Device details
  • Referring source and browsing behaviour

g. Data Collected via Hidden Forms

We utilise hidden forms for two specific purposes:

  1. Self-Assessment Enquiries: These forms are sent to current clients to answer questions regarding their self-assessments.
  2. Client Engagement Form: These forms are sent to prospective clients and request the following information:
    • Title (Mr, Mrs, Miss, Ms, Dr)
    • Full Name (First, Middle, Surname)
    • Preferred Name
    • Email Address
    • Contact Number
    • Date of Birth
    • Home Address
    • Nationality
    • Occupation
    • National Insurance Number
    • Information regarding who referred you to us
    • Company Name
    • Company Registration Number

These hidden forms are not publicly accessible and are sent only to individuals who require the form in order to engage with our services.

3. Cookies and Tracking Technologie

a. Definition of Cookies

Cookies are small files containing an identifier that are sent by a web server to your browser. They enable us to store information about your preferences or previous actions and thereby provide a more personalised and efficient experience on our website.

b. How We Use Cookies

We use cookies for the following purposes:

  • To enhance and customise your experience on our website
  • To analyse website usage and performance
  • To maintain secure and efficient website functionality

Cookies that are strictly necessary for the operation of our website are automatically set. Cookies used for analytics or marketing purposes are only placed if you provide explicit consent. Please refer to our Cookie Policy for further details.

c. Managing Cookie Preferences

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser and from version to version. You can, however, obtain up-to-date information about blocking and deleting cookies via these links:

(a) https://support.google.com/chrome/answer/95647?hl=en(Chrome);
(b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences(Firefox);
(c) http://www.opera.com/help/tutorials/security/cookies/(Opera);
(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies(Internet Explorer);
(e) https://support.apple.com/kb/PH21411(Safari); and
(f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy(Edge).

Blocking all cookies will have a negative impact upon the usability of many websites.

4. How We Use Your Personal Data

We use the personal data collected through our website for the following purposes:

  • To improve website functionality, security and performance
  • To provide you with the information or services that you request from us
  • To respond to enquiries and correspond with you
  • To conduct analytics and understand website usage trends
  • To manage direct communications with you, including marketing (only where explicit consent has been provided)

The legal bases for processing your personal data include:

  • Performance of a Contract: When the processing is necessary to fulfil the terms of an agreement with you
  • Legitimate Interests: For business operations such as service improvement, security and compliance
  • Consent: Where you have expressly provided consent (for example, with respect to receiving marketing communications)

5. Third-Party Providers

We share personal data collected via our website only with trusted third-party providers who are contractually obligated to protect your data in accordance with UK data protection legislation. These providers may include:

  • Google Analytics, for the purpose of website analysis
  • Providers of social media content where such content is embedded on our website (please refer to the respective privacy policies for further details)
  • Other service providers who support our business operations

Any third-party service that processes your personal data shall be required to adhere to strict data protection standards.

6. Your Rights

Under the United Kingdom General Data Protection Regulation (UK GDPR), you have the following rights in relation to your personal data:

  • Right of Access: You are entitled to request a copy of the personal data we hold about you.
  • Right to Rectification: You may request that any inaccurate or incomplete personal data is corrected.
  • Right to Erasure: You may request that your personal data is deleted, where appropriate.
  • Right to Restriction: You may request that we restrict the processing of your personal data.
  • Right to Data Portability: You may request that your personal data is provided to you in a structured, widely used and machine-readable format.
  • Right to Object: You may object to the processing of your personal data, particularly for direct marketing purposes or on the basis of our legitimate interests.
  • Right to Withdraw Consent: Where processing is based on your consent, you may withdraw that consent at any time without affecting the lawfulness of processing based on consent prior to its withdrawal.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to a person who has no right to receive it.

We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally, it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

To exercise any of these rights or to seek further information, please contact us using the details provided in Section 15.

7. Data Security

We have implemented appropriate technical and organisational measures to safeguard your personal data from unauthorised access, disclosure, alteration or loss. These measures include, but are not limited to:

  • Secure Socket Layer (SSL) encryption for data transmission
  • Regular security audits and system updates
  • Strict access controls to ensure that only authorised personnel may access your personal data

8. International Transfers

On certain occasions, the personal data collected on our website may be transferred to and processed by third parties located outside the United Kingdom. In these instances, we ensure that appropriate safeguards, such as Standard Contractual Clauses or International Data Transfer Agreements, are in place to protect your data to the highest standards.

The hosting facilities for our website are situated in Europe. The European Commission has made an “adequacy decision” with respect to the data protection laws of each of these countries.

9. Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in relation to which your personal data is relevant.


Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by contacting us on the provided details. 

10. Children

Our website is not intended for children under the age of 16, and we do not knowingly collect personal data from children. If we become aware that a child has provided us with personal data, we shall take prompt steps to remove such information and to terminate the child’s account.

11. Governing Law and Jurisdiction

This Privacy Policy shall be governed by and construed in accordance with the lws of the United Kingdom. Any disputes arising from or relating to this Privacy Policy or our privacy practices shall be subject to the jurisdiction of the courts of the United Kingdom.

12. Complaints

If you are dissatisfied with how we have handled your personal data or if you believe that we have not complied with applicable data protection legislation, we encourage you to contact us first in order to resolve any issues. Should you remain unsatisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). You may contact the ICO by visiting their website at https://ico.org.uk or by telephone on 0303 123 1113.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our data processing practices or to comply with legal and regulatory requirements. The most current version of the Privacy Policy will always be published on our website, and significant changes will be communicated where appropriate.

14. Business Privacy Policy

For individuals engaged with us for our business services, additional information regarding how we process personal data in connection with client, supplier, employee and operational matters is available. This Business Privacy Policy is not published on our website; if you are engaged with us and would like to review it, please contact us at info@hardhatgroup.uk or telephone 0333 011 7172.

15. How to Contact Us

If you have any questions or concerns regarding this Privacy Policy or our processing of your personal data, please contact us using the following details:

hardhatgroup Group Limited

20-23 Woodside Place, Glasgow, Scotland, G3 7QL

United Kingdom

Email: info@hardhatgroup.uk Telephone: 0333 011 7172