Privacy Policy

HP Sync Ltd

Last updated: 01/01/2026

1. Introduction

Welcome to the privacy policy of HP Sync Ltd (“we”, “us”, “our”).

HP Sync Ltd is the data controller responsible for your personal data.

We are based in the United Kingdom and primarily process personal data within the UK. However, where necessary to provide our services, personal data may be transferred outside the UK in accordance with applicable data protection laws and appropriate safeguards.

By accessing or using our website, platform, or services (together, the “Services”), you confirm that you have read and understood this Privacy Policy.

Where we are legally required to collect personal data, or where personal data is required to perform a contract with you, and you fail to provide that data, we may be unable to provide some or all of our Services and may be required to suspend or terminate them.

2. Who We Are (Data Controller)

Data Controller: HP Sync Ltd
Registered Address: 6a Fridays Court, 3-5 High Street, Ringwood, Hampshire, England, BH24 1AB
Email: info@hpsync.co.uk

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us using the details above.

3. Scope of This Privacy Policy

This Privacy Policy applies to personal data collected by HP Sync Ltd in connection with your use of:

  • Our website(s) and related pages

  • Any dashboards, platforms, portals, or tools operated by HP Sync Ltd

  • Any services, features, communications, promotions, or functionality provided by us online or offline

This Privacy Policy applies regardless of the device used and whether you access the Services as a registered user or otherwise.

This Privacy Policy remains in effect even if your access to or use of the Services ends for any reason.

If you do not agree with this Privacy Policy, please do not use our Services.

4. Children

Our Services are not intended for children.

We do not knowingly collect personal data from individuals:

  • Under the age of 13;

  • Where processing would be unlawful due to age; or

  • Where parental consent is required and has not been obtained.

If you believe we have collected personal data relating to a child, please contact us immediately.

5. Third-Party Links

Our Services may include links to third-party websites, plug-ins, or applications.
We do not control these third parties and are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party websites you visit.

6. Personal Data We Collect

“Personal data” means any information relating to an identified or identifiable individual.

We may collect, use, store, and transfer the following categories of personal data:

a) Identity Data

Including first name, last name, professional or business name, username, title, date of birth, and gender.

b) Contact Data

Including postal address, email address, and telephone number.

c) Transaction Data

Including payment details, invoices, tax or registration information, service records, and contractual information.

d) Technical Data

Including IP address, login data, browser type and version, device identifiers, operating system, platform, and time-zone settings.

e) Profile Data

Including account information, preferences, feedback, survey responses, and communications with us.

f) Usage Data

Including information about how you use our website, platform, and Services.

g) Marketing and Communications Data

Including your preferences in receiving marketing from us and your communication preferences.

h) Promotions and Surveys

Where you participate in promotions or surveys, we may collect additional information required to administer those activities.

7. Aggregated and Anonymised Data

We may collect and use aggregated or anonymised data for statistical or analytical purposes.
This data does not identify you and is not treated as personal data under data protection law.

If aggregated data is combined with personal data in a way that identifies you, it will be treated as personal data in accordance with this Privacy Policy.

8. Special Category Data

We do not collect:

  • Special categories of personal data (such as health, ethnicity, religious beliefs, or political opinions); or

  • Data relating to criminal convictions or offences.

9. How We Collect Personal Data

We collect personal data through:

a) Direct Interactions

When you:

  • Register for or use our Services

  • Create an account

  • Subscribe to communications

  • Contact us

  • Participate in promotions or surveys

b) Automated Technologies

We automatically collect technical data through cookies, logs, and similar technologies when you use our website or platform.

c) Third Parties and Public Sources

We may receive personal data from trusted third parties such as service providers, analytics platforms, advertising partners, and publicly available sources.

10. How We Use Your Personal Data (Lawful Bases)

We only process personal data where permitted by law, including where processing is:

  • Necessary to perform a contract with you

  • Required to comply with a legal obligation

  • Necessary for our legitimate business interests, provided your rights do not override those interests

Where consent is required (for example, for certain marketing communications), we will obtain your consent and you may withdraw it at any time.

11. Purposes for Processing

We may use your personal data to:

  • Register and manage your account

  • Provide and administer our Services

  • Manage payments, invoices, and transactions

  • Communicate service updates or policy changes

  • Request feedback, reviews, or survey participation

  • Administer promotions or competitions

  • Maintain system security and prevent fraud

  • Analyse usage and improve our Services

  • Deliver relevant marketing communications (where permitted)

12. Sharing Your Personal Data

We do not sell or rent your personal data.

We may share personal data with:

  • Service providers acting on our instructions

  • Professional advisers (such as legal or accounting advisers)

  • Affiliated or successor businesses

  • Regulatory or law enforcement authorities where required by law

All third parties are required to process personal data securely and in accordance with applicable data protection laws.

13. International Transfers

Where personal data is transferred outside the United Kingdom, we ensure appropriate safeguards are in place, such as:

  • Transfers to countries subject to UK adequacy regulations; or

  • Use of standard contractual clauses approved under UK GDPR.

14. Data Security

We have implemented appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure.

Access to personal data is restricted to those who have a legitimate business need to know and are subject to confidentiality obligations.

We have procedures in place to deal with suspected personal data breaches and will notify affected individuals and regulators where legally required.

15. Data Retention

We retain personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected, including legal, regulatory, tax, or accounting obligations.

Retention periods are determined by considering:

  • The nature and sensitivity of the data

  • The purposes for which it is processed

  • Legal and regulatory requirements

In some cases, we may retain data for longer where there is a complaint or a reasonable prospect of legal proceedings.

16. Your Legal Rights

Under UK data protection laws, you may have the right to:

  • Request access to your personal data

  • Request correction of inaccurate data

  • Request erasure of your data

  • Object to or restrict processing

  • Withdraw consent at any time

  • Request data portability

You will not normally have to pay a fee. We may request proof of identity before responding to a request and aim to respond within one month.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

17. Cookies

You can control cookies through your browser settings.
Disabling cookies may affect the functionality of our website or Services.

Further information is available in our Cookie Policy.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.
Changes will take effect once posted. Continued use of the Services indicates acceptance of the updated policy.

19. Accuracy of Information

You are responsible for ensuring that the personal data you provide is accurate, complete, and up to date.
We are not responsible for issues arising from inaccurate or incomplete information.

20. Contact Us

If you have any questions about this Privacy Policy or how your personal data is handled, please contact:

Email: info@hpsync.co.uk
Business: HP Sync Ltd