Privacy Policy

1. Introduction
At Hamilton Rowe Consultants Ltd (“we”, “us”, “our”), we are committed to safeguarding the privacy of our clients, prospective clients, website visitors, and partners. This Privacy Policy outlines how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.
By using our website or engaging with our services, you consent to the practices described in this Policy.
2. Data we collect
We may collect and process the following categories of personal data:
Identification Data: Full name, job title, company name
Contact Details: Email address, phone number, business address
Engagement Data: Service preferences, consultancy interests, and any information submitted through contact forms
Technical Data: IP address, browser type, device information, and usage data (via cookies or analytics tools)
Legal/Financial Information: If you engage our consultancy services, we may request information relevant to legal or financial casework, which will always be treated with strict confidentiality.
We do not collect or process special categories of personal data (e.g. health or biometric data) unless strictly necessary and based on explicit consent or legal obligation.
3. Purpose of processing
We process personal data solely for legitimate business purposes, including:
Providing and delivering our consultancy services
Responding to inquiries and managing client relationships
Fulfilling contractual and legal obligations
Improving website functionality and user experience
Sending service-related updates and, with consent, marketing communications
All data is processed under a lawful basis, including performance of a contract, legal obligation, or legitimate interest, and in some cases, consent.
4. Data sharing and disclosure
We do not sell your data. We only share personal information with third parties when:
Required by law or regulatory bodies (e.g. HMRC, legal authorities)
Necessary for service delivery (e.g. subcontracted consultants, IT service providers)
Consent has been explicitly provided
All third-party processors are bound by data protection agreements ensuring data confidentiality and integrity.
5. Data storage and retention
Your personal data is securely stored on servers located within the UK or European Economic Area (EEA). We retain data only as long as necessary for the purposes stated in this Policy or as required by law. After this period, your data is securely deleted or anonymised.
For example:
Contact form submissions: Retained for up to 12 months
Client engagement records: Retained for up to 7 years to comply with accounting and legal requirements
6. Your rights under GDPR
As a data subject, you have the right to:
Access the personal data we hold about you
Request correction or deletion of your data
Object to or restrict certain types of processing
Withdraw consent where processing is based on consent
Request data portability in applicable cases
Lodge a complaint with the UK Information Commissioner’s Office (ICO)
To exercise your rights, please contact: [email protected]
7. Cookies and tracking technologies
Our website uses essential cookies for functionality and analytics cookies to monitor usage trends. By continuing to use our website, you consent to the use of these technologies. You can manage cookie preferences through your browser settings.
A separate Cookie Policy is available for more details.
8. International data transfers
If we transfer data outside the UK or EEA (e.g., for cloud hosting services), we ensure that appropriate safeguards are in place, such as standard contractual clauses approved by the UK Information Commissioner.
9. Security measures
We implement a range of technical and organizational measures to secure your data, including encryption, access control, firewalls, and employee training. Only authorised personnel have access to client-sensitive information.
10. Updates to this Privacy Policy
This Policy may be updated periodically to reflect legal, regulatory, or operational changes. The latest version will always be available on our website with the effective date.
Contact us
For any questions, concerns, or data access requests, please contact:
Data Protection Officer
Hamilton Rowe Consultants Ltd
Email: [email protected]
Phone: +44 1284 703 988