Privacy Policy

1. Introduction

HEXACOM LTD ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, process, and protect your personal data when you use our services, visit our website, or interact with us.

This policy applies to all personal data collected by HEXACOM LTD, ensuring compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

HEXACOM LTD acts as the Data Controller for the personal information we process. Our corporate details are as follows:

• Company Name: HEXACOM LTD
• Company Number: 17392479
• Registered Office: 8 Maritime Gate, Gravesend, Kent, United Kingdom, DA11 9EL

3. Information We Collect

We may collect, use, store, and transfer various kinds of personal data about you, which we have grouped as follows:

• Personal Information: First name, last name, billing address, delivery address, email address, and telephone numbers.
• Payment Information: Bank account details, payment card details, and details of transactions and services purchased. Payment processing is typically handled securely by third-party processors.
• Technical Data: Internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
• Usage Data: Information about how you use our website, products, and services, including browsing patterns and preferences.
• Communication Data: Records of your correspondence with us, including feedback, survey responses, and customer support requests.

4. How We Collect Your Data

We use different methods to collect data from and about you, including:

• Direct Interactions: You may give us your personal data by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes placing an order, creating an account, or subscribing to our publications.
• Automated Technologies: As you interact with our website, we may automatically collect technical data about your equipment, browsing actions, and patterns using cookies, server logs, and similar technologies.
• Third Parties: We may receive personal data about you from various third parties, such as payment providers, delivery partners, and analytics providers.

5. Legal Basis for Processing

Under the UK GDPR (Article 6), the lawful bases we rely on for processing your information are:

• Consent: You have given clear consent for us to process your personal data for a specific purpose (e.g., subscribing to a newsletter).
• Contract Performance: Processing is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
• Legal Obligation: Processing is necessary for compliance with a legal obligation to which we are subject (e.g., tax and accounting requirements).
• Legitimate Interests: Processing is necessary for the purposes of our legitimate interests or those of a third party, except where such interests are overridden by your fundamental rights and freedoms.

6. How We Use Your Information

We will only use your personal data when the law allows us to. Most commonly, we use your personal data in the following circumstances:

• To process and deliver your orders, manage payments, and collect money owed to us.
• To provide and maintain our services, including software development projects and retail operations.
• To communicate with you regarding your orders, enquiries, customer support, or updates to our terms and policies.
• For marketing purposes, where you have explicitly opted in, to send you information about products, services, offers, and news.
• To improve our website, products/services, marketing, customer relationships, and experiences through data analytics.
• To comply with our legal and regulatory obligations.

7. Data Sharing and Third Parties

We may share your personal data with selected third parties to facilitate our business operations. We require all third parties to respect the security of your personal data and treat it in accordance with the law. These third parties include:

• Payment Processors: To handle secure transactions.
• Delivery and Logistics Partners: To ensure the successful delivery of physical goods (e.g., games, toys, clothing).
• IT and System Administration Service Providers: To host, manage, and secure our digital infrastructure and website.
• Professional Advisers and Legal Bodies: Including lawyers, bankers, auditors, insurers, and HM Revenue & Customs, regulators, and other authorities.

We do not sell, rent, or trade your personal data to any third parties for marketing purposes.

8. International Data Transfers

We primarily store and process your data within the United Kingdom. However, if we need to transfer your personal data outside of the UK, we ensure a similar degree of protection is afforded to it by implementing the following safeguards:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection by the UK government.
• Where we use certain service providers, we may use specific contracts approved for use in the UK (such as the International Data Transfer Agreement or Addendum) which give personal data the same protection it has in the UK.

9. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and applicable legal requirements.

10. Your Rights Under GDPR / UK Data Protection Act 2018

Under data protection law, you have specific rights regarding your personal information:

• Right of Access: You have the right to ask us for copies of your personal information.
• Right to Rectification: You have the right to ask us to rectify personal information you think is inaccurate or complete information you think is incomplete.
• Right to Erasure: You have the right to ask us to erase your personal information in certain circumstances.
• Right to Restrict Processing: You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Right to Object to Processing: You have the right to object to the processing of your personal information in certain circumstances.
• Right to Data Portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
• Rights Related to Automated Decision-Making: You have rights in relation to automated decision making and profiling.

To exercise any of these rights, please contact us using the details provided in Section 15 below.

11. Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse and also allows us to improve our site.

• Essential Cookies: Required for the operation of our website (e.g., shopping cart, secure login sessions).
• Analytics Cookies: Allow us to recognise and count the number of visitors and see how visitors move around our website.
• Marketing Cookies: Record your visit to our website, the pages you have visited, and the links you have followed to make advertising more relevant to your interests.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

12. Children's Privacy

Our website and services are not directed at children under the age of 16. We do not knowingly collect personal data from children under 16 without appropriate parental consent. If we become aware that we have collected personal data from a child under 16 without verification of parental consent, we take steps to remove that information from our servers.

13. Security

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. This includes the use of SSL/TLS encryption for data transmission and strict access controls to limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know.

14. Changes to This Policy

We keep our Privacy Policy under regular review. We may update this policy from time to time by publishing a new version on our website. Any changes will be posted on this page, and where appropriate, notified to you by email. Please check back frequently to see any updates or changes.

15. Contact Us

If you have any questions about this Privacy Policy, our privacy practices, or if you wish to exercise your legal rights, please contact us:

16. Supervisory Authority

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.