Privacy Policy

hirevolution Ltd is the data controller responsible for your personal information. We are a company registered in England.

• Company number: 15794429
• Registered office: 8 The Old Mill Norwich Road, Hoveton, Norwich, England, NR12 8DA
• Email: [email protected]
• ICO registration: ZB788996

If you have any questions about this policy or how we handle your information, please get in touch using the details above.

We collect personal information in the following ways.

Information you give us. When you contact us, book a call, complete a form, or correspond with us, we may collect your name, business name, email address, phone number, the content of your enquiry, and any details you choose to share about your business and its requirements.

Information from calls we handle on a client's behalf. Where we provide a service that answers or follows up on calls and messages (for example an AI receptionist configured for a client), we may process the caller's phone number, the details they give, and a recording or transcript of the call, on behalf of and under the instructions of that client.

Information we collect automatically. When you visit our website we may collect technical information such as your IP address, browser and device type, the pages you view, and how you arrived at the site. This is collected through cookies and similar technologies (see the cookies section below).

When you call hirevolution, your call may be answered by our AI voice receptionist, and the call is recorded. We tell you both at the start of every call.

What we collect: the call audio and a transcript, together with any details you choose to give us, such as your name, your business, the reason for your call, and a contact number.

Why we use it: to handle your enquiry, book or arrange a call back, keep a record of what was agreed, and improve the quality of the service. Our lawful bases are your consent, given when you continue the call and when you agree to share your details, and our legitimate interest in running and improving the service.

Who handles it: calls are handled through our customer-management and communications platform and its telephony and AI service providers. They process the information on our instructions, under recognised data-transfer safeguards (Standard Contractual Clauses, the UK International Data Transfer Addendum, and the EU and UK Data Privacy Frameworks).

How long we keep it: we keep call recordings for no longer than 90 days, unless we are required to keep them for longer for a legal reason. Any details we take from the call and add to our records are kept under the periods set out in "How long we keep your information" below, and you can ask us to delete them at any time.

Your choices: you can ask us not to store your details, and you can ask us to delete them at any time by emailing [email protected]. If you have a concern you can also contact the Information Commissioner's Office at ico.org.uk.

We use personal information to:

• respond to your enquiries and provide the information or quotes you ask for;
• arrange and hold discovery calls, workshops, and meetings;
• provide, manage, and improve the services we deliver to clients;
• send you relevant updates and marketing where you have agreed to receive them;
• meet our legal, accounting, and regulatory obligations;
• keep our website and systems secure.

Under UK data protection law we must have a lawful basis for processing your personal information. We rely on:

• Legitimate interests: to respond to enquiries, run our business, and contact businesses that may benefit from our services, in a way that is proportionate and respects your rights;
• Contract: to take steps at your request before entering into a contract, and to perform a contract once agreed;
• Consent: for certain marketing communications, where consent is required;
• Legal obligation: where we must process information to comply with the law.

Where we rely on consent, you can withdraw it at any time.

If you have asked us about our services, or you are an existing client, we may send you relevant updates by email or SMS. Every marketing message includes a simple way to opt out, and you can ask us to stop at any time by contacting us. We do not sell your personal information.

We do not sell your personal information. We share it only where necessary, with:

• Service providers who process data on our behalf: including our CRM and communications platform, cloud hosting, email and SMS delivery, calendar and booking tools, and AI service providers. They act on our instructions under written agreements and may only use the data to provide their service to us;
• Our delivery partners: specialist partners we bring into a project, who are bound by confidentiality and data protection obligations;
• Professional advisers and authorities: such as our accountants, insurers, or legal advisers, and regulators or law enforcement where we are required to share information by law.

Some of our service providers are based outside the UK. Where personal information is transferred outside the UK, we take steps to ensure it is protected to a standard equivalent to UK law, for example by relying on an adequacy decision, or by putting appropriate safeguards such as the UK International Data Transfer Agreement (or Standard Contractual Clauses) in place.

We keep personal information only for as long as we need it for the purposes set out in this policy, and to meet our legal and accounting obligations. Enquiry and prospect information is generally kept for up to two years after our last contact, unless you become a client. Client records are kept for the duration of our relationship and for a period afterwards as required by law (typically up to seven years for financial records). When information is no longer needed, we securely delete or anonymise it.

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is inaccurate or incomplete;
• ask us to delete your information in certain circumstances;
• ask us to restrict or object to how we use your information;
• ask us to transfer your information to another provider;
• withdraw your consent at any time where we rely on it.

To exercise any of these rights, please contact us using the details above. We will respond within one month.

Our website uses cookies and similar technologies. Some are essential for the site to work; others help us understand how the site is used so we can improve it. You can control or delete cookies through your browser settings. Where the law requires it, we will ask for your consent before setting non-essential cookies.

We take appropriate technical and organisational measures to protect personal information against loss, misuse, and unauthorised access, including access controls, encryption in transit, and working only with reputable service providers. No system can be guaranteed completely secure, but we review our measures regularly.

Our website and services are intended for businesses and are not directed at children. We do not knowingly collect personal information from anyone under the age of 18.

We may update this policy from time to time. When we do, we will change the "last updated" date at the top of this page. Please check back occasionally to stay informed.

If you have any questions about this policy, or wish to exercise your rights, please contact us at [email protected].

If you are not satisfied with our response, you can complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection, at ico.org.uk or on 0303 123 1113. We would, though, appreciate the chance to put things right first.