Privacy Policy

1. Who We Are

HaloNinjas Limited ("we", "us", "our") is a company registered in Scotland with its principal place of business in Edinburgh. We are a certified HaloITSM partner providing implementation, configuration, and managed support services for the Halo product ecosystem.

2. Information We Collect

We may collect the following personal data:

• Contact information — name, email address, phone number and company name when you submit a contact or enquiry form.
• Job application data — name, email, phone number, CV/resume and supporting information when you apply for a role.
• Newsletter subscriptions — email address when you subscribe to our newsletter.
• Usage data — anonymised analytics data collected via Google Analytics (GA4), including pages visited, session duration and approximate location.
• Cookies — we use essential cookies to operate the site and analytics cookies to understand how it is used.

3. How We Use Your Data

• To respond to your enquiries and provide the services you have requested.
• To process job applications and communicate with candidates.
• To send newsletters you have opted in to receive.
• To improve our website and services through anonymised analytics.
• To comply with legal obligations.

4. Legal Basis for Processing

We process your personal data under the UK General Data Protection Regulation (UK GDPR) on the following bases:

• Consent — when you subscribe to our newsletter or submit a contact form.
• Legitimate interests — to improve our services and respond to enquiries.
• Contract — to process job applications and deliver requested services.

5. Data Sharing

We do not sell your personal data. We may share data with trusted third-party service providers who assist us in operating our website and delivering our services (e.g. hosting providers, email services). All third parties are required to handle your data in accordance with applicable data protection law.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Job application data is retained for up to 12 months after the recruitment process concludes, unless you request earlier deletion.

7. Your Rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data.
• Withdraw consent at any time.
• Lodge a complaint with the Information Commissioner's Office (ICO).

8. Contact Us

If you have any questions about this privacy policy or wish to exercise your rights, please contact us at info@haloninjas.com.