Privacy Policy
Last updated: [24 September 2025]
At Henley Information Systems Ltd (“HISL”, “we”, “our”, or “us”), we are committed to protecting your privacy and handling your data responsibly. This Privacy Policy explains how we collect, use, store, and protect your personal information when you interact with us online, including via our website www.hisl.co.uk.
1. Who We Are
Henley Information Systems Ltd
Registered Office: Badgemore House, Badgemore Park, Henley On Thames, Oxfordshire, England, RG9 4NR
Company Number: 06634383
Email: hello@hisl.co.uk
Phone number: 0330 995 0200
Website: hisl.co.uk
We are a specialist consultancy supporting organisations using the COINS Construction ERP system, offering services such as implementation support, automation, training, integration, and ongoing system advice.
2. What Information We Collect
We may collect and process the following types of personal data:
a) Information you provide to us:
- Name, job title, and company name
- Business email address and phone number
- Enquiry details via contact forms or email
- Information shared during consultancy or onboarding
b) Automatically collected information:
- IP address and browser type
- Operating system and device information
- Pages visited and referring URL
- Cookie and tracking data (see Cookie Policy)
3. How We Use Your Information
We use your data to:
- Respond to your enquiries and support requests
- Provide services under contractual obligations
- Maintain and improve our website and services
- Monitor usage (via analytics) to ensure website performance
- Send relevant updates or service communications
- Comply with legal or regulatory obligations
4. Lawful Basis for Processing
- We process your data under one or more of the following lawful bases:
- Consent – where you have explicitly given permission (e.g. opting into marketing)
- Contractual necessity – to deliver a service or product you’ve requested
- Legitimate interest – for business purposes that do not override your rights (e.g. responding to enquiries or improving services)
- Legal obligation – when we are required to comply with applicable laws
5. Sharing Your Information
We only share your data with trusted third parties when necessary, including:
- CRM and helpdesk systems (e.g. Minder™)
- Website hosting and analytics providers
- Legal, financial, or technical service providers
- Regulatory authorities when required by law
We do not sell or rent your personal data to any third party.
6. International Transfers
We may use service providers located outside the UK/EEA. Where we do, we ensure that appropriate safeguards (such as UK adequacy regulations or Standard Contractual Clauses) are in place to protect your data.
7. How We Protect Your Data
We implement a range of technical and organisational measures to safeguard your data, including:
- Secure servers and firewalls
- Role-based access controls
- Regular data backups
- Encryption of data where appropriate
8. Data Retention
We only retain your personal data for as long as necessary:
- Enquiry data: up to 2 years
- Client data: for the duration of our contract plus up to 6 years (for legal and audit purposes)
- Cookie data: as per individual cookie expiry (see Cookie Policy)
You may request deletion earlier where appropriate (see Section 9).
9. Your Rights
Under the UK General Data Protection Regulation (UK GDPR), 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 at any time (where applicable)
- Lodge a complaint with the Information Commissioner’s Office (ICO)
To exercise any of these rights, please email: hello@hisl.co.uk
10. Cookies and Tracking Technologies
Our website uses cookies to enhance your browsing experience, provide analytics, and allow functionality. You can manage or withdraw consent at any time using our cookie settings tool.
See our Cookie Policy for more details.
11. Links to Other Websites
Our site may contain links to third-party websites. We are not responsible for their privacy practices. We encourage you to read the privacy policies of any external sites you visit.
12. Updates to This Policy
We may update this policy from time to time to reflect changes in the law or our practices. The latest version will always be available on our website with the date of last revision.
13. Contact Us
If you have any questions about this Privacy Policy or your data, please contact:
Data Protection Officer
HENLEY INFORMATION SYSTEMS LTD
Badgemore House, Badgemore Park, Henley On Thames, Oxfordshire, England, RG9 4NR
United Kingdom
Email: hello@hisl.co.uk
Phone number: 0330 995 0200
Website: hisl.co.uk