How we handle your data and privacy | holofoundry

1. Who we are

Holo Foundry Ltd ("we", "us", "our") is a technology agency registered in England and Wales. We are the data controller responsible for your personal data.

1.1 Contact details

Company name: Holo Foundry Ltd
Registered address: [Insert Registered Address]
Email: privacy@holofoundry.io
Website: holofoundry.io

2. What this policy covers

This Privacy Policy explains how we collect, use, store, and protect personal data when you visit our website or interact with us. It applies to all visitors, clients, and contacts.

We are committed to processing personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

3. What data we collect

3.1 Data you provide directly

When you contact us, submit an enquiry, or engage our services, we may collect:

Name and job title
Email address and telephone number
Company name and address
Any other information you choose to provide in your message

3.2 Data collected automatically (Analytics)

When you visit our website, we use Google Analytics to collect data about how visitors use our site. This helps us improve our website and user experience. The data collected includes:

Pages visited and time spent on each page
Referring website or search terms that led you to our site
Browser type, operating system, and device type
Approximate geographic location (country/city level, derived from anonymised IP address)
Interactions such as clicks and scroll depth

Google Analytics uses cookies to collect this data. We have configured Google Analytics with IP anonymisation enabled. Google may process this data on servers outside the UK. For more information on how Google uses this data, please visit: https://policies.google.com/privacy.

3.3 Cookies

Our website uses cookies placed by Google Analytics. These are analytics cookies used solely to understand website usage patterns. We do not use advertising, targeting, or profiling cookies.

You can manage or withdraw your consent to cookies at any time via the cookie preference banner on our website, or by adjusting your browser settings. Note that disabling cookies may affect your experience of our website.

4. Legal basis for processing

We only process your personal data where we have a valid legal basis to do so under UK GDPR:

Purpose	Data Type	Legal Basis
Responding to enquiries	Contact details, message content	Legitimate interests (Article 6(1)(f))
Providing contracted services	Contact and project data	Performance of a contract (Article 6(1)(b))
Website analytics & improvement	Anonymised usage data via Google Analytics	Consent (Article 6(1)(a)) via cookie acceptance
Legal and compliance obligations	As required	Legal obligation (Article 6(1)(c))

5. How we use your data

We use the personal data we collect for the following purposes:

To respond to your enquiries and communicate with you
To deliver services we have been engaged to provide
To analyse website traffic and improve the performance and content of our website
To meet our legal and regulatory obligations
To protect our legitimate business interests

We will never sell your personal data to third parties, nor will we use it for unsolicited marketing without your explicit consent.

6. Who we share your data with

We do not sell or rent your personal data. We may share data with the following categories of trusted third parties, only to the extent necessary:

Google LLC - for website analytics via Google Analytics (data processed under Google's privacy framework; IP anonymisation is enabled)
Professional advisers - such as legal, accounting, or IT service providers acting under confidentiality obligations
Regulatory or law enforcement bodies — where we are legally required to disclose information

Where data is transferred outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or reliance on an adequacy decision.

7. Data retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Our general retention periods are:

Enquiry and contact data: up to 2 years from last contact
Client project data: up to 7 years (to meet statutory accounting and legal obligations)
Website analytics data: as configured in Google Analytics (default 26 months, with IP anonymisation applied at the point of collection)

After these periods, data is securely deleted or anonymised.

8. Your rights under UK GDPR

As a data subject, you have the following rights in relation to your personal data:

Right of access - to request a copy of the personal data we hold about you
Right to rectification - to request correction of inaccurate or incomplete data
Right to erasure ('right to be forgotten') - to request deletion of your data in certain circumstances
Right to restrict processing - to request that we limit how we use your data
Right to data portability - to receive your data in a structured, machine-readable format
Right to object - to object to processing based on legitimate interests or direct marketing
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of these rights, please contact us at privacy@holofoundry.io. We will respond within one calendar month. There is no charge for reasonable requests. We may need to verify your identity before fulfilling your request.

9. Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. These include:

Encrypted data transmission (HTTPS/TLS) across our website
Access controls limiting data access to authorised personnel only
Regular review of our security practices

While we take security seriously, no method of transmission over the internet is entirely secure. We cannot guarantee absolute security but are committed to handling data responsibly.

10. Third-party links

Our website may contain links to third-party websites. This Privacy Policy applies only to our website and services. We are not responsible for the privacy practices of third-party sites and encourage you to read their privacy policies when visiting them.

11. Children’s privacy

Our website and services are not directed at children under the age of 13. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us and we will delete it promptly.

12. Right to lodge a complaint

If you are unhappy with how we have handled your personal data, please contact us in the first instance at privacy@holofoundry.io. We take all complaints seriously and will respond promptly.

You also have the right to lodge a complaint with the UK's supervisory authority:

Information Commissioner's Office (ICO)
Website: www.ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

13. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal obligations. When we make material changes, we will update the 'Last Updated' date at the top of this document. We encourage you to review this policy periodically.

Continued use of our website following any changes constitutes your acknowledgement of the updated policy.

14. Contact us

We aim to respond to all privacy-related enquiries within 5 business days.