Privacy Policy

Who we are

Hardiman Solutions Ltd is the data controller for the information described in this notice.

Hardiman Solutions Ltd is a company registered in England and Wales, company number 15959031.

The company was previously called Hardiman Virtual Assistant Ltd and changed its name on 8 July 2026. It is the same company, with the same company number, and existing agreements are unaffected.

We are registered with the Information Commissioner's Office under reference ZB953883, registered 7 August 2025 and due for renewal on 6 August 2027.

The register currently shows the data controller name as Hardiman Virtual Assistant Ltd, the company's former name. The registration is the same registration and is being updated to the new name.

You can contact us about anything in this notice at amy@hardimanvirtualassistant.co.uk or on 07860 174 389.

What we collect

We collect very little, and only what we need.

• Enquiries. If you email, call, or use the contact form, we hold your name, your contact details, and whatever you choose to tell us.
• Mailing list. If you join the mailing list on the Digital Products page, we hold your email address so we can send you tips and early news of our products. The list is run for us by MailerLite, our mailing list provider.
• Client records. If you become a client we hold the information needed to do the work and to run the business side of it, including contact details, agreed scope and rates, time records, invoices and payment records.
• Website logs. Our hosting provider records technical information about requests to this site, including IP address, browser type, the page requested and the time. This is used to keep the site running and secure.
• Visitor statistics. We count visits so we know which pages are useful. This is done by our own software rather than by an advertising company: it sets no cookies, stores no IP address, and identifies nobody. Each visit is turned into a one-way code made from your network address and browser, mixed with a secret that is thrown away and replaced every day - so the same person cannot be recognised tomorrow, by us or by anyone else.
• That is the whole list. This site sets no cookies and carries no advertising. One page, Digital Products, loads its sign-up form from MailerLite, so your browser contacts MailerLite when you open that page. No other page shares anything with Google or any other third party. See the Cookie Policy for detail.

Why we hold it, and our lawful basis

• To answer your enquiry and discuss whether we can help. Lawful basis: taking steps at your request before entering a contract, and our legitimate interest in responding to people who contact us.
• To send you mailing list emails, if you joined the list. Lawful basis: your consent, which you can withdraw at any time with the unsubscribe link in every email or by emailing us.
• To carry out agreed work and manage the relationship. Lawful basis: performance of our contract with you.
• To keep accounting and tax records. Lawful basis: legal obligation.
• To keep this website available and secure. Lawful basis: our legitimate interest in running a site that works and is not abused.
• We do not use your information to make automated decisions about you, and we do not profile you.

Marketing

We only send marketing emails to people who have joined our mailing list themselves. Every email carries an unsubscribe link, and unsubscribing takes you off the list.

We do not add enquirers or clients to the mailing list. Getting in touch, or working with us, never signs you up.

When we handle information on a client’s behalf

A large part of the work involves handling information that belongs to a client: their inbox, their diary, their suppliers, their customers. In that situation the client is the data controller and we act as their processor.

That means we act on the client’s written instructions, we do not use their information for our own purposes, we keep it confidential, and we return or delete it at the end of the engagement. Where required, this is set out in a written agreement between us and the client before the work starts.

Who we share it with

We do not sell personal information and we do not share it for anyone else’s marketing.

• Service providers who make the business run, in the categories of website hosting, email, cloud file storage, and accounting software. They act on our instructions and are bound to keep the information confidential.
• Our mailing list provider, MailerLite, which holds the email addresses of people who join the list and sends our emails to them.
• Professional advisers, such as an accountant, where they need it to advise us.
• Anyone we are legally required to disclose to, for example HM Revenue and Customs, or a court order.

Where your information is held

Information is held in the United Kingdom and the European Economic Area wherever the provider offers it. Some providers, including our website host, operate from the United States.

Where information reaches a country without a UK adequacy decision, it is protected by the safeguards UK law requires, which in practice means the International Data Transfer Agreement or the UK Addendum to the standard contractual clauses.

How long we keep it

• Enquiries that do not become work: twelve months from your last contact, then deleted.
• Mailing list: until you unsubscribe or ask us to remove you.
• Client records: six years after the engagement ends. This is the period business and tax records need to be kept for, and it matches the time limit for bringing a contract claim.
• Information held on a client’s behalf: returned or deleted at the end of the engagement, on their instruction.
• Website logs: kept for the short period our host retains them for security and diagnostics.

Keeping it safe

Access is limited to those who need it. Accounts are protected with strong, unique passwords and two-factor authentication where the provider supports it. Devices are encrypted and kept up to date. Client information is not stored on personal devices belonging to anyone else.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you
• have inaccurate information corrected
• ask us to delete information where there is no good reason for us to keep it
• ask us to restrict how we use it, or object to us using it
• ask for your information in a portable format
• withdraw consent at any time, where we relied on consent

How to exercise them, and how to complain

Email amy@hardimanvirtualassistant.co.uk. There is no charge, and we will respond within one month.

If you are not happy with how we have handled your information you can complain to the Information Commissioner’s Office at ico.org.uk, on 0303 123 1113, or by post to Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. We would rather you came to us first so we can put it right.

Changes to this notice

If this notice changes, the new version appears on this page with a new date at the top. This version is dated 16 October 2026.