Privacy Policy

Last updated: 1st October 2026

This policy does not cover our clients’ data, which we handle under our contracts with them, or our staff and job applicants, who are covered by separate notices. 

Who we are

Hallam Internet Limited (company number 03989628) is the data controller for personal data collected through this website. Our registered office is Fenchurch House, 12 King Street, Nottingham, NG1 2AS, and we trade from The Clock Tower, Talbot Street, Nottingham, NG1 5GG. We are registered with the Information Commissioner’s Office (Z3355114).

Your privacy contact is Jonathan Martin. You can reach him at dpo@hallam.co.uk or at either address above.

What we collect and where it comes from

Most of what we hold comes from you directly. The table shows each type of information and its source.

Information	What it includes	Where it comes from
Enquiries and messages	Name, email address, phone number, job title, company, and what you tell us in a form, email or call	You, through our contact forms, by email or by phone
Newsletter and content subscriptions	Name, email address, company, job title and the topics you ask to hear about	You, when you subscribe or download gated content
Event and webinar registrations	Name, email, company, job title and any accessibility or dietary requirements you tell us about for in-person events	You, on our website or through an events platform
Survey and feedback responses	Your answers and the contact details you give with them	You
Business contact records	Notes on meetings, calls and emails with you, and the services you have shown interest in	You, and our own team
Website and usage data	IP address, browser and device type, pages visited, how you reached the site	Your device, through cookies and similar technologies (see Cookies)
Company identification	The business an IP address belongs to, and the pages that business visited	Our website analytics tools, if you accept the relevant cookies
Email activity	Whether you opened or clicked our emails	Tracking in our email and CRM tools (see Email marketing)
Prospecting data	Business contact details and job titles	Public sources such as company websites and LinkedIn, HubSpot and other data providers from time to time.

Accessibility and dietary requirements. These can reveal information about your health or beliefs, which the law treats as special category data. We only use them to run the event you booked, and only with your explicit consent, which you give by choosing to provide them. You can tell us to delete them at any time.

Providing your data. We need your name, email address and company to answer an enquiry, send you content you have asked for or register you for an event. Without them we cannot do those things. Everything else is optional.

How we use your information and why

We use your personal data only where the law gives us a reason to. Each purpose below relies on one basis.

What we do	Lawful basis	Why
Answer your enquiry and, if you ask, prepare a proposal	Legitimate interests	Our interest, and yours, in replying to a request you made and in running a business that wins work this way
Register you for an event or webinar and run it	Contract	So we can give you the place you booked
Use your accessibility and dietary requirements to run the event	Explicit consent	These may be special category data. You choose to give them, and you can withdraw consent at any time
Send newsletters, content and invitations to our events, including future editions of events you attended	Consent	You agree through a separate tick box. You can unsubscribe at any time using the link in every email, or by contacting us
Contact business contacts about our services who have not subscribed	Legitimate interests	Our interest in telling relevant businesses about services that may help them. You can object at any time, and we will always stop
Set analytics and marketing cookies, and measure how the site is used	Consent	You choose through the cookie banner. See Cookies
Identify which businesses visit our site and what they read	Consent	You choose through the cookie banner. See Cookies
Analyse and improve our website, services and marketing using aggregated or anonymised data	Legitimate interests	Our interest in knowing what works so we spend our time and budget well
Keep the site and our systems secure and prevent spam or abuse of our forms	Legitimate interests	Our interest, and our visitors’, in a safe and working website
Keep financial and business records	Legal obligation	Tax and accounting law require us to
Keep a record of your rights requests and complaints	Legal obligation and legitimate interests	To show we handled them properly

Legitimate interests. Where we rely on legitimate interests, we have weighed them against your rights and expectations. You can ask us how we reached that view, and you can object at any time (see Your rights).

Profiling. If you accept the relevant cookies, tools such as HubSpot link your visits and email activity to your contact record so we can see what interests you and tailor our communications. We do not make decisions about you that have legal or similarly significant effects by purely automated means.

We use your data only for the purposes above, or for a compatible purpose. If we want to use it for something materially different, we will tell you first and ask for your consent where the law requires it.

Who we share it with, and transfers abroad

We do not sell your personal data, and we do not share it with anyone for their own marketing. We share it only as needed to run our website and business, and only with the people and organisations below.

Who	What they do for us	Where they may process data
Hallam colleagues	Answer enquiries, run marketing and events, and look after our systems	UK
HubSpot	Our contact database, email sending and visitor tracking	EU
Google (Tag Manager, Analytics and Ads)	Website measurement and advertising performance, once you accept the relevant cookies	US
Microsoft (Bing Ads)	Advertising performance, once you accept the relevant cookies	US
Meta and LinkedIn	Advertising performance and audiences, once you accept the relevant cookies	US
Leadfeeder	Identifies which businesses visit the site, once you accept the relevant cookies	EU
YouTube and Vimeo	Play videos embedded on our pages	US
Cookiebot (Usercentrics)	Runs our cookie banner and records your cookie choices	EU
Website hosting and events platform providers	Host the site and run event bookings	EU / UK
Authorities and regulators	Where the law requires us to disclose information	UK

These providers act on our instructions under written agreements. Some of them, such as Google, Microsoft, Meta and LinkedIn, also decide for themselves how they use certain data, so please read their privacy policies too.

We may also share information where necessary to protect the rights, safety or security of Hallam, our staff or others, or in a sale or restructuring of the business.

Transfers outside the UK

Some providers above process data outside the UK, mainly in the United States. Where they do, we make sure the transfer is protected by one of the following: UK adequacy regulations (including the UK-US data bridge for certified US providers), the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for a copy of the safeguards using the contact details in Your rights.

How long we keep your information

We keep personal data only as long as we need it for the reason we collected it. 

Information	How long we keep it	What happens next
Enquiries and business contact records	24 months after our last contact with you. Last contact means a reply, meeting or call, or you clicking a link in one of our emails	Deleted, or anonymised so it can no longer identify you
Newsletter and content subscriptions	Until you unsubscribe or withdraw consent, or 24 months after your last activity, whichever comes first. Activity means opening or clicking an email, visiting our site while identified, or attending an event	We then keep only your email address on a suppression list so we never email you again by mistake. Everything else is removed within 30 days.
Event and webinar registrations	12 months after the event, unless you have agreed to hear about future events (see the subscriptions row)	Anonymised, keeping only attendance figures
Accessibility and dietary requirements	Deleted within 30 days after the event	Deleted
Survey and feedback responses	24 months	Anonymised for reporting, or deleted
Prospecting data from other sources [delete if unused]	24 months from when we got it, unless you respond	Deleted
Website analytics (Google Analytics)	14 months	Deleted automatically.
Visitor tracking and email activity (HubSpot)	24 months from the last activity on your record	Deleted or anonymised.
Company identification data (Leadfeeder) [confirm in use]	12 months	Deleted.
Your cookie choices (Cookiebot)	12 months, then we ask you again	Deleted.
Financial and business records	6 years from the end of the financial year	Deleted. Legal obligation
Records of rights requests and complaints	6 years	Deleted

Anything not listed. We decide how long to keep it by asking whether we still need it for the purpose we collected it, whether the law requires us to keep it, and whether we are still in contact. We review our retention periods at least once a year.

Deletion and anonymisation. When a period ends, we delete the data or anonymise it so that no one, including us, can identify you from it. Backups are overwritten within 30 days.

Exceptions. If we need to keep something for longer, for example because of a legal claim or a request from a regulator, we will keep it only for as long as that reason applies.

Cookies and similar technologies

We set only essential cookies until you choose otherwise. Cookies that measure or track how you use the site, or that are used for advertising, are switched off until you click Accept on our cookie banner, which is run by Cookiebot.

A cookie is a small file placed on your device. Essential cookies keep the site working, for example by remembering what you chose on the banner. They do not need consent. Everything else does.

The full list of cookies and similar technologies we use, who sets them, what they are for and how long they last is in the Cookiebot declaration, which you can open from the cookie settings link at the bottom of every page. We keep that list up to date through regular scans, so we do not repeat it here.

Changing your choice

You can change or withdraw your consent at any time using the cookie settings link at the bottom of every page. Withdrawing is as easy as accepting. Once you withdraw, we stop setting the cookies you switched off. 

You can also block or delete cookies in your browser settings. Guidance is at aboutcookies.org. Blocking essential cookies may stop parts of the site working.

To opt out of Google Analytics across all sites, you can use Google’s browser add-on.

Embedded content and links

Our pages may link to other websites, which have their own privacy policies. We have no control over them. If we embed content from another service, such as a video, that service may set its own cookies once you have accepted the relevant cookies. Any such service will appear in the Cookiebot declaration. If you click a link or share button for a social network, that network will handle your information under its own privacy policy. 

Email marketing and email tracking

We send newsletters, content and event invitations by email only if you have agreed to receive them. You agree through a separate tick box on our forms, which is never ticked for you. You can change your mind at any time by clicking Unsubscribe in any email or by contacting us. We stop emailing you straight away and then keep only your email address on a suppression list, so you are not added again by mistake.

If you agree when you book an event or webinar, we also keep your contact details and a record of the events you attended, so we can invite you to future editions. We keep them for the period shown in How long we keep your information, and you can withdraw your agreement at any time.

Unsubscribing from marketing does not stop service messages you need, such as an event confirmation or a reply to an enquiry.

We may contact people at businesses about our services by email or phone where the law allows it and the contact is relevant to their role. 

Email tracking

Some of our emails include tracking that shows whether you opened them and which links you clicked. We use this mainly to see which messages work, and sometimes to send a reminder to people who did not click the first time. Emails with no marketing content, such as event confirmations and invoices, are not tracked. If you do not want your email activity tracked, you can unsubscribe from marketing emails.

Your rights, contacting us and complaints

You can ask us to do any of the following at any time, by email, letter, phone or in person, without a special form.

Your right	What it means
Access	Get a copy of the personal data we hold about you and information about how we use it
Correction	Have inaccurate or incomplete data put right
Deletion	Ask us to delete your data where we no longer need it or you withdraw consent
Restriction	Ask us to pause using your data while a problem is sorted out
Objection	Object to processing based on legitimate interests. You can object to direct marketing at any time and we will always stop
Portability	Get data you gave us in a structured, machine-readable format, where we use it under contract or with your consent
Withdraw consent	Withdraw any consent you gave us, as easily as you gave it, for example by unsubscribing or using cookie settings

We respond within one month. If your request is complex, we may extend this by up to two further months and will tell you why. If we need to check who you are, or ask what your request covers, the clock starts once we have what we need. There is no charge unless a request is clearly unfounded or excessive.

Contact us

Privacy contact: Jonathan Martin,

Email: dpo@hallam.co.uk

Post: Hallam Internet Limited, Fenchurch House, 12 King Street, Nottingham, NG1 2AS, or The Clock Tower, Talbot Street, Nottingham, NG1 5GG

Complaints

If you are unhappy with how we have handled your personal data, please tell us first at the address above, using the subject line “Privacy complaint”. We will acknowledge your complaint within 30 days, look into it, and tell you the outcome.

You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113. You do not have to complain to us first, but we would like the chance to put things right.

Security, children and changes to this policy

We protect your personal data with technical and organisational measures, including access limited to the Hallam colleagues who need it, and written security commitments from our providers. No online service can be made completely secure. If a breach is likely to put your rights at risk, we will tell you and the ICO as the law requires.

Children. Our website is for businesses and working professionals and is not aimed at anyone under 18. We do not knowingly collect data from children. If you think a child has given us data, tell us and we will delete it.

Changes. We will update this policy when our practices change. The “last updated” date at the top shows the latest version. If a change is material, for example a new purpose or a new type of provider, we will email our subscribers before it takes effect.