Effective Date: 12 January 2026
Hazen Systems ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.
We collect personal information you voluntarily provide, including:
Name
Email address
Company name
Phone number (if provided)
Any details submitted via forms or Calendly
We may also collect usage data such as:
IP address
Browser type
Device information
Pages visited and actions taken on our site
We use your information to:
Respond to enquiries and provide services
Schedule and manage discovery calls via Calendly
Communicate via email for service delivery and business development purposes
Improve website experience and performance
Automate workflows and lead management using Make and Zapier
Comply with legal obligations
We process your personal data under the following lawful bases as defined by the UK GDPR:
Contract - to deliver services you have requested
Legitimate interests - for business development communications, outreach via Apollo.io, and service improvement
Legal obligation - where required by law
Consent - where you have explicitly opted in
We use cookies and similar technologies on our website. These fall into the following categories:
Strictly necessary cookies - required for the website to function
Analytics cookies - used to understand how visitors interact with our site
You will be asked for your consent to non-essential cookies when you first visit our site. You can update your preferences at any time via our cookie settings or by disabling cookies in your browser settings.
We do not sell or rent your data. We may share your information with the following trusted third-party service providers who act as data processors on our behalf:
Calendly - appointment scheduling. Calendly acts as a data processor on behalf of Hazen Systems and processes booking information solely to facilitate appointment scheduling
PandaDoc - contract delivery and e-signature processing. PandaDoc acts as a data processor on behalf of Hazen Systems and processes signatory information solely to facilitate the signing and storage of contractual documents
Google Workspace - email and business communication
Notion - project and client documentation
SmartSuite - CRM and workflow management
Stripe - payment processing
Make / Zapier - workflow automation
Apollo.io - business development and outreach, used under legitimate interests for prospecting purposes
Webflow - website hosting and form submissions
All third-party providers are required to protect your data in accordance with applicable data protection law and are only permitted to process your data for the purposes specified.
Where these providers are based outside the UK, transfers are conducted under appropriate safeguards including Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner's Office.
We retain your personal data only for as long as necessary for the following purposes:
Providing services - for the duration of the engagement and a reasonable period thereafter
Legal and compliance purposes - as required by applicable law
Business development communications - until an opt-out is requested
If you are located in the UK or EU, you have the following rights under the UK GDPR and EU GDPR:
The right to access your personal data
The right to request correction or deletion of your data
The right to withdraw consent at any time
The right to object to processing based on legitimate interests
The right to data portability
The right to restrict processing
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has been handled unlawfully.
To exercise any of your rights, contact us at connect@hazensystems.com
We take appropriate technical and organisational measures to protect your information, including:
Secure form submissions
Limited access to personal data
Use of trusted platforms with encryption and access controls
No system is completely secure. In the event of a data breach that poses a risk to your rights, we will notify the relevant authorities and affected individuals as required by law.
Some of our third-party service providers are based outside the UK. Where your data is transferred internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) or equivalent frameworks recognised by the ICO.
We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date. Continued use of our website following any update constitutes acceptance of the revised policy.
For questions, requests, or concerns regarding this policy, please contact:
Hazen Systems Email:
