Privacy Policy

Last updated: 16 December 2025

1. Introduction

This Privacy Policy explains how Hollmark FM Solutions Ltd (“we”, “us”, “our”) collects, uses and protects personal data when you visit our website or contact us.

We are committed to protecting your privacy and handling personal data transparently and securely, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Data Controller:
Hollmark FM Solutions Ltd

Registered Address:
2 Luckyn Lane
Basildon
Essex
SS14 3AL

Contact details:
📞 01277 626101
📧 [email protected]

3. Personal Data We Collect

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

a) Information you provide directly

When you contact us via our website, email or telephone, we may collect:

Name

Company name

Email address

Telephone number

Details of your enquiry or message

This information is typically collected via contact forms or direct correspondence.

b) Information collected automatically

When you visit our website, we may collect certain information automatically, including:

IP address

Browser type and device information

Pages visited and time spent on the site

Referring website

This information is collected using analytics and tracking technologies and does not usually identify you directly.

4. How We Use Your Information

We use personal data for the following purposes:

To respond to enquiries and requests

To communicate with you about our services

To manage client and supplier relationships

To store and manage enquiries within our CRM system

To improve website performance and user experience

To send marketing communications where appropriate

5. Legal Basis for Processing

We process personal data under the following lawful bases:

Legitimate interests – responding to enquiries, managing business relationships and improving our services

Contractual necessity – where processing is required to provide services or quotations

Consent – for marketing communications where required

Legal obligation – where we are required to retain information under applicable laws

6. Marketing Communications

We may send marketing emails about our services where there is a legitimate business interest or where you have provided consent.

You can opt out of marketing communications at any time by:

Using the unsubscribe link in our emails, or

Contacting us at [email protected]

Please note that opting out of marketing communications will not affect essential service or administrative communications.

7. How We Store and Share Your Information

a) Data storage

Enquiry and contact data is stored securely within our internal systems and CRM platforms, including Click and GoHighLevel, which are used to manage enquiries and communications.

b) Sharing data with third parties

We do not sell or rent personal data.

We may share personal data with trusted third-party providers where necessary, including:

CRM and communications platforms

IT and website hosting providers

Analytics and advertising platforms

All third parties are required to process data securely and in line with data protection laws.

8. Analytics, Advertising & Tracking

We use third-party tools to analyse website usage and support marketing activity, including:

Google Analytics 4 (GA4)

Meta (Facebook) advertising tools

LinkedIn advertising and insight tools

These tools may use cookies and similar technologies to collect usage data and measure advertising effectiveness.

A cookie consent banner will be implemented to allow users to manage preferences.

9. Cookies

Cookies are small text files placed on your device to help websites function properly and improve user experience.

We use cookies to:

Analyse website traffic and usage

Improve site functionality

Support advertising and remarketing campaigns

You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect website functionality.

10. Data Retention

We retain personal data only for as long as necessary for the purposes outlined in this policy, including:

Responding to enquiries

Managing ongoing business relationships

Meeting legal and regulatory obligations

Data is securely deleted or anonymised when it is no longer required.

11. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or disclosure.

While no system can be guaranteed to be completely secure, we take reasonable steps to safeguard all information we process.

12. Your Rights

Under UK GDPR, you have the right to:

Request access to your personal data

Request correction of inaccurate or incomplete data

Request erasure of your personal data

Object to or restrict processing

Request data portability

Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, please contact us using the details above.

13. Children’s Data

Our website and services are not directed at children. We do not knowingly collect personal data from anyone under the age of 16.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and the “Last updated” date will be revised accordingly.

15. Contact Us

If you have any questions about this Privacy Policy or how your personal data is handled, please contact:

📧 [email protected]
📞 01277 626101