Privacy Policy

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.

Information We Collect

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

How We Use Your Information

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

Lawful Basis for Processing

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

Cookies & Tracking Technologies

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.

Data Sharing & Disclosure

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
• Vercel, website hosting
• Web3Forms, contact form submissions
• Cloudflare, cookie-free website analytics

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.

Data Retention

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

Your Rights

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.

Data Security

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.

International Data Transfers

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.

Updates to This Policy

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.

Contact Us

For questions, requests, or concerns regarding this policy, please contact:

Hazen Systems
Email: connect@hazensystems.com

Registered in England and Wales. Company number: 16976768. ICO Registration No: ZC150171.