Privacy Policy

1. Introduction

HCMA Softtech is the trading brand used by HCMA Group Ltd ("we", "us", or "our"). We are committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are the data controller for the personal data we collect through our website hcmagroup.co.uk and our business operations.

2. Information We Collect

We may collect and process the following types of personal data:

Information you provide to us:

• Name and contact details (email address, phone number, postal address)
• Company name and business details (for business customers)
• Payment information (processed securely by our payment providers)
• Communication records (emails, phone calls, support tickets)
• Software license registration details

Information we collect automatically:

• Technical data (IP address, browser type, device information)
• Usage data (pages visited, time spent on site, referral sources)
• Cookie data (see our Cookie section below)

3. Legal Basis for Processing

We process your personal data under the following lawful bases:

• Contract: To fulfil our contractual obligations when you purchase products or services
• Legitimate interests: To operate our business, improve our services, and communicate with you
• Legal obligation: To comply with legal and regulatory requirements
• Consent: Where you have given explicit consent for specific processing activities

4. How We Use Your Information

We use your personal data for the following purposes:

• Processing and fulfilling your orders for software products
• Providing installation, consultancy, and technical support services
• Communicating with you about your orders and services
• Sending important updates about products you have purchased
• Responding to your enquiries and support requests
• Improving our website and services
• Complying with legal obligations and protecting our rights
• Marketing communications (only with your consent)

5. Sharing Your Information

We may share your personal data with:

• Software vendors: To register and activate your software licenses (Microsoft, Adobe, etc.)
• Payment processors: To process secure payments
• Service providers: Who assist us in providing our services (hosting, email, analytics)
• Professional advisers: Lawyers, accountants, and auditors where necessary
• Law enforcement: When required by law or to protect our legal rights

We do not sell your personal data to third parties.

6. International Transfers

Some of the software vendors we work with may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner's Office (ICO), to protect your personal data.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Transaction records: 7 years (for legal and tax purposes)
• Customer communications: 3 years after last interaction
• Marketing preferences: Until you withdraw consent
• Website analytics: 26 months

8. Your Rights

Under UK GDPR, you have the following rights:

• Right of access: Request a copy of your personal data
• Right to rectification: Request correction of inaccurate data
• Right to erasure: Request deletion of your data ("right to be forgotten")
• Right to restrict processing: Request limitation of how we use your data
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to processing based on legitimate interests
• Rights related to automated decision-making: Right not to be subject to solely automated decisions

To exercise any of these rights, please contact us at info@hcmagroup.co.uk. We will respond within one month.

9. Cookies

Our website uses cookies to improve your browsing experience. Cookies are small text files stored on your device. We use:

• Essential cookies: Required for the website to function properly
• Analytics cookies: Help us understand how visitors use our site
• Functional cookies: Remember your preferences

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect website functionality.

10. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit using SSL/TLS
• Secure storage of data with access controls
• Regular security assessments and updates
• Staff training on data protection

While we take all reasonable precautions, no method of transmission over the internet is 100% secure.

11. Children's Privacy

Our services are not directed at individuals under 18 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

13. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

14. Contact Us

For any questions about this Privacy Policy or to exercise your data protection rights, please contact us: