Privacy Notice

Who we are

At Hexifer, we believe privacy information should be clear and easy to understand. This Privacy Notice explains how we collect, use, store and protect personal information when you visit our website, contact us, make an enquiry or interact with our services.

Hexifer is a trading name of TYB 18 LTD, a company registered in England and Wales under company number 16752251. For the purposes of applicable UK data-protection law, TYB 18 LTD is the relevant legal entity responsible for the processing described in this Privacy Notice, unless stated otherwise.

Address: 4 Whittall Street, Birmingham, B4 6DH. Email: contact@hexifer.com. Telephone: 07511 151592. Website: hexifer.com.

In this notice, references to Hexifer, we, us and our refer to TYB 18 LTD trading as Hexifer.

Information we may collect

The information we collect depends on how you interact with Hexifer. When you contact us or submit an enquiry, we may collect information including:

• your name;
• company or organisation name;
• email address;
• telephone number;
• services you are interested in;
• project requirements;
• preferred method of contact;
• budget information where requested;
• information contained in your message or enquiry; and
• correspondence between you and Hexifer.

When you use our website, our systems may also process limited technical information where applicable, including IP address, browser and device information, pages visited, date and time of access, referring website or page, cookie and consent preferences, website interaction information, and campaign or referral information such as UTM parameters.

We aim to collect only information reasonably necessary for the relevant purpose.

How we collect information

We may collect information directly from you when you:

• complete an enquiry or contact form;
• contact us by email or telephone;
• request information about our services;
• ask us for a quotation or proposal;
• become a customer;
• communicate with us during a project; or
• interact with Fera, our AI-powered website assistant.

Limited information may also be generated automatically through our website, hosting infrastructure, security systems and cookies or similar technologies.

Where appropriate, we may also receive business contact information from referrals, professional contacts or legitimate publicly available sources.

How we use your information

Depending on the circumstances, we may use personal information to:

• respond to enquiries;
• understand your requirements;
• communicate with you;
• prepare quotations and proposals;
• take steps before entering into a contract;
• provide and manage our services;
• administer customer relationships;
• provide IT or technical support;
• maintain business and financial records;
• operate and maintain our website;
• protect our systems and website against fraud, abuse and security threats;
• troubleshoot technical problems;
• understand and improve website performance where permitted;
• manage enquiries and leads;
• establish, exercise or defend legal claims; and
• comply with legal and regulatory requirements.

We will not intentionally use personal information for an incompatible purpose without an appropriate legal basis.

Our lawful bases

UK data-protection law requires us to have an appropriate lawful basis for processing personal information. Depending on the circumstances, we may rely on contract, where processing is necessary to take steps at your request before entering into a contract or to perform a contract with you.

We may rely on legitimate interests, where processing is reasonably necessary for our legitimate business interests or those of another person, provided those interests are not overridden by your rights and interests. Examples may include responding to business enquiries, managing business relationships, protecting our systems and improving our services.

We may rely on legal obligation, where we need to process information to comply with applicable law, and on consent, where we specifically ask for your permission and consent is the appropriate lawful basis. Where processing relies on consent, you may withdraw that consent.

Website enquiries and leads

When you submit an enquiry through the Hexifer website, information you provide may be recorded within our lead-management or customer-management systems. We use this information to review your enquiry, contact you, understand what you require, manage follow-up communications and manage any subsequent business relationship.

Submitting an enquiry does not oblige you to purchase anything and does not automatically create a contract between you and Hexifer.

Fera, our AI assistant

Our website may provide access to Fera, Hexifer's AI-powered digital assistant. Fera is an automated system. Fera is not a human employee.

Fera may be used to help visitors navigate our website, provide general information about Hexifer, explain our services, answer general questions, help identify a potentially relevant service and assist with submitting an enquiry.

If you communicate with Fera, the information you enter may be processed to generate a response and, where appropriate, help Hexifer respond to your enquiry.

Please do not provide Fera with information that is unnecessary for your enquiry, particularly:

• passwords;
• authentication codes;
• banking credentials;
• payment-card details;
• private encryption keys;
• confidential system credentials;
• highly sensitive personal information; or
• information about another person that you do not have a legitimate reason to provide.

Hexifer will ensure that this Privacy Notice accurately reflects the AI provider and processing arrangements actually used, including relevant information about storage, retention, international processing and third-party access.

Fera's responses may be generated using artificial intelligence and should not automatically be treated as professional advice or a binding statement from Hexifer.

Cookies and similar technologies

Our website may use cookies and similar storage or access technologies. Some technologies are necessary for the website to work correctly.

Others, such as certain analytics or marketing technologies, may require your permission before being activated. Where consent is legally required, we aim not to activate the relevant optional technology until an appropriate choice has been made.

More information is available in our Cookie Policy.

Who we may share information with

Hexifer does not sell personal information. Where reasonably necessary, information may be shared with organisations that help us operate our business or provide our services. Depending on the technologies actually used, these may include:

• hosting providers;
• cloud infrastructure providers;
• database providers;
• email and communications providers;
• IT and cybersecurity providers;
• AI technology providers;
• analytics providers;
• payment providers;
• accountants, insurers and legal advisers; and
• government bodies, courts, regulators or law-enforcement authorities where required or permitted by law.

We aim to disclose only the information reasonably necessary for the relevant purpose.

International transfers

Some technology providers may process personal information outside the United Kingdom.

Where UK data-protection law requires safeguards for an international transfer, we will take appropriate steps to ensure a lawful transfer mechanism or other permitted arrangement applies. Our privacy information should be updated where our providers or international processing arrangements materially change.

How long we keep information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet relevant legal, contractual, accounting, security or business requirements. Different retention periods may apply to:

• initial enquiries;
• prospective customers;
• active customers;
• completed projects;
• financial and accounting records;
• support records;
• Fera conversations;
• security logs; and
• website analytics information.

Information that is no longer reasonably required should be securely deleted, anonymised or otherwise dealt with appropriately.

Security

We take reasonable technical and organisational measures designed to protect personal information. Depending on the relevant system, these measures may include access controls, authentication, appropriate encryption, secure hosting, backups, software updates, security monitoring, role-based permissions and limiting access to those who reasonably require it.

However, no internet-connected system can be guaranteed to be completely secure.

Your data-protection rights

Depending on the circumstances, you may have rights under UK data-protection law including the right to:

• request access to your personal information;
• request correction of inaccurate information;
• request erasure in certain circumstances;
• request restriction of processing;
• object to certain processing;
• request portability of certain information; and
• withdraw consent where processing is based on consent.

These rights are not absolute and may not apply in every circumstance. To exercise a relevant right, contact contact@hexifer.com. We may need to confirm your identity before processing a request.

You also have the right to complain to the Information Commissioner's Office (ICO) if you have concerns about how your personal information has been handled.

Marketing

Where Hexifer sends electronic marketing communications, we will seek to do so in accordance with applicable data-protection and electronic-communications requirements.

Where consent is required, we will request it. You can ask us to stop sending marketing communications at any time.

Third-party websites

Our website may contain links to websites operated by third parties. Hexifer does not control the privacy practices of independent third-party websites.

We recommend reviewing the privacy information provided by the relevant organisation when leaving our website.

Children's information

Hexifer primarily provides services to businesses and professionals.

Our website and services are not specifically directed towards children, and we do not intentionally use the website to solicit personal information from children.

Changes to this Privacy Notice

We may update this Privacy Notice where our website, services, technologies, providers or legal obligations change.

The current version will be published on this page together with its latest update date.

Contact us

For privacy enquiries: Hexifer, a trading name of TYB 18 LTD, 4 Whittall Street, Birmingham, B4 6DH, United Kingdom.

Company number: 16752251. Email: contact@hexifer.com. Telephone: 07511 151592. Website: hexifer.com.