Privacy Policy

1. Who we are

This website is operated by HVN Labs Ltd ("HVN Labs", "we", "our" or "us"), company number 15638440, registered office Easton, Sham Castle Lane, Bath, BA2 6JL, United Kingdom. Our working office is Future Space, UWE North Gate, Bristol, BS34 8RB. We are the data controller for the personal data described in this policy.

We are registered with the UK Information Commissioner's Office (ICO), registration number ZC098259. For any privacy question, or to exercise your rights, contact us at info@hvn-labs.com.

2. The law we follow

We follow the UK GDPR and the Data Protection Act 2018. Where the EU GDPR applies to how we handle your data, we comply with it too.

3. The personal data we collect

This is a brochure website, so we collect very little:

• Enquiries. If you contact us through this site or by email, we receive your name, email address and whatever you choose to put in your message.
• Usage data. If you consent, we collect standard analytics data about how you use the site (such as pages viewed, approximate location, device and browser) through Google Analytics. See "Cookies" below.
• Job applications. If you apply for a role with us, we receive what you send. See "If you apply for a job" below.

4. How we use it, and our lawful basis

• To respond to your enquiry and stay in touch about it. Lawful basis: our legitimate interests in dealing with messages sent to us (and, where relevant, taking steps at your request).
• To understand and improve the site using analytics. Lawful basis: your consent, given through the cookie banner. You can withdraw it at any time.

5. If you apply for a job

This section applies if you apply for a role with us, whether you send an application to careers@hvn-labs.com, apply through a job board, or send us a speculative application.

What we collect. Your CV, your covering note and anything else you send us; your contact details; your answers to questions in the job advert (for example whether you have the right to work in the UK); and our own notes from reviewing your application and from any interviews. If we make you an offer, we will also see the documents needed to check your right to work in the UK and, with your agreement, references from people you name.

Why, and our lawful basis. We use this information to assess your suitability for the role, to arrange interviews and to make a hiring decision. Our lawful basis is that you have asked us to consider you for a job, which is a step taken at your request before entering into a contract, together with our legitimate interests in recruiting the right people. Checking your right to work is a legal obligation.

You do not have to give us any of this information, but we cannot consider your application without it, and we cannot employ you until you have shown us that you have the right to work in the UK.

Please do not send sensitive information. We do not need information about your health, ethnicity, religion, sexual orientation or similar matters to consider your application, so please leave it out. If you need an adjustment to take part in the recruitment process, tell us what you need and we will use that information only to make the adjustment.

Where it is kept, and who sees it. We save applications to a restricted folder for that role in our secure cloud storage. Only the people involved in the hiring decision for that role can open it. If you apply through a job board, that site's own privacy policy also applies to what you give it. We do not make hiring decisions by automated means alone.

How long we keep it. If you are not successful, we delete your application six months after we have filled the role or stopped recruiting for it. We keep it that long so that we can respond to any question or claim about how the decision was made. If you would like us to keep your details for future roles, we will ask for your permission first and keep them for no more than twelve months. If you send a speculative application, we will delete it within nine months of receiving it, unless you agree that we can keep it for future roles as described above. If you join us, your application becomes part of your employee record.

To withdraw your application or ask us to delete your data sooner, email careers@hvn-labs.com.

6. Cookies

A cookie is a small file a website stores on your device. We use Google Analytics to understand how this site is used. Analytics cookies are only set if you accept them via our cookie banner. If you reject them, or analytics is not currently enabled, no analytics cookies are stored and Google Analytics is not loaded. You can change your choice at any time using the "Cookie settings" link in the footer, or through your browser settings.

7. Who we share it with

We do not sell your personal data. We share it only with service providers who help us run the site and our communications, and only as needed for those purposes. Those providers include Google (analytics), Microsoft (where we store job applications) and our email and hosting providers. We may also disclose personal data where we are required to by law, or to establish, exercise or defend legal claims.

8. International transfers

Some of our providers (including Google) operate outside the UK, so your data may be transferred to and processed in other countries, including the United States. Where we transfer personal data outside the UK, we rely on a transfer mechanism permitted under Chapter V of the UK GDPR, so your data keeps an equivalent level of protection. Those mechanisms include the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, and the UK Extension to the EU-US Data Privacy Framework where the recipient is certified under it (as Google and Microsoft are).

9. How long we keep it

We keep enquiry emails only for as long as needed to deal with your enquiry and our relationship with you, and for a reasonable period afterwards, then delete them. Job applications are kept as described in "If you apply for a job" above. Google Analytics keeps detailed event data for two months and data linked to your device for fourteen months after your last visit; aggregated reports that do not identify you may be kept longer. We will not keep personal data for longer than necessary or than the law requires.

10. Your rights

Under the UK GDPR you have the right to:

• access the personal data we hold about you;
• have inaccurate or incomplete data corrected;
• have your data erased ("right to be forgotten");
• restrict or object to our processing of your data;
• data portability; and
• withdraw consent at any time, where we rely on consent.

To exercise any of these, email us at info@hvn-labs.com. We may ask you to verify your identity first, and we will respond within the time the law allows (normally one month).

If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF; helpline 0303 123 1113; ico.org.uk. We would appreciate the chance to address your concerns first.

11. Changes

We may update this policy from time to time. When we do, we will post the updated version on this page and change the "Last updated" date above.

12. Contact us

For any privacy question, to exercise your rights, or to ask us to delete your data, email info@hvn-labs.com.

Or write to: Data Protection, HVN Labs Ltd, Future Space, UWE North Gate, Bristol, BS34 8RB, United Kingdom.