Privacy and Cookies

1. Statement of Intent

The purpose of this privacy policy (the "Privacy Policy") is to explain how Hay Systems Limited, incorporated in Scotland under the Companies Act with registration number SC201362 and having its registered office at 7 Exchange Crescent, Edinburgh, EH3 8AN, United Kingdom ("we"/"us"/"our"), uses any personal data that we collect.

We will collect and use your personal data (as the term "personal data" is defined in the Data Protection Act 1998 (the "DPA")).  The Privacy Policy is incorporated into the Terms & Conditions of this website.   By providing us with information, you agree that we can compile and process your personal data in accordance with the Privacy Policy.  If you do not want us to compile and process your personal data in accordance with this Privacy Policy you should not submit it.We are committed to preserving the privacy of visitors to our website, and it is our policy to act in accordance with current legislation (including the DPA) in relation to your personal data.  We are registered in the United Kingdom as a data controller under the DPA.  We are also bound by the professional rules and regulations relating to solicitors in Scotland.

2. Collection and Use of Personal Data

When you use this site, you may provide us with personal data, for example by completing on-line forms or on-line applications for employment vacancies.  At the time we collect information from you, we will seek your consent to use of your personal data for specified purposes, for example contacting you in relation to seminars and events to be held by us.  We may also contact you at a later date to seek your consent to use of your personal data for different purposes.  We will only use your personal data for the purpose for which you provided it, or for any other purpose that you expressly consent to.  We may also collect personal data by using "cookies".  Cookies are temporary internet files which we place on your computer that make it easier for you to use our site and allow us to monitor use of the site and personalise its content for you.  You may set up your computer to reject cookies, although if you do so, you may not be able to use certain features of our website.  We do not use any other web tracking software, web bugs or similar.

3. Use of Personal Data - On-line Employment Applications

If you use our on-line form to apply for employment vacancies, you will provide us with certain personal information which may constitute personal data (including sensitive personal data).  Your personal data may be passed to partners and other employees of Hay Systems Limited for the purposes of considering your application, but it will not be passed to any third parties outwith the firm, apart from external consultants who have been engaged to assist us in the recruitment process.  Notwithstanding anything else in the Privacy Policy, we will keep such personal data only for as long as is reasonably necessary.  If your application is successful, then we will keep the personal data and process it for the purposes of your employment with us.  If your application is not successful, we will destroy any personal data provided by you within a reasonable time. 

4. Sharing your personal data

We will not disclose any personal data which is provided by you through our website to any third party without your permission, other than (i) to any sub-contractors or agents engaged by us to provide any support or administration, facilities management or similar services (subject to such sub-contractors and / or agents undertaking to keep such personal data confidential), (ii) to any company or organisation to which we transfer our responsibilities to provide the services and products to you or (iii) where required by law or made in connection with legal or regulatory proceedings.We will not transfer your personal data to countries outwith the European Economic Area ("EEA") without your prior consent.  If we do transfer your personal data outwith the EEA, we will use reasonable endeavours to assess the adequacy of the protections afforded in respect of personal data under the laws of the particular country concerned.

5. Security

We will not hold your personal data for any longer than is reasonable for the above purposes.  We have taken reasonable steps to protect your information against being accessed by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. However, you should be aware that any personal data submitted by you via the internet is at your own risk.

6. Cookies

We are committed to protecting you and any data (anonymous or otherwise) that we collect about you online.

Cookies are files containing small amounts of information which are downloaded to the device you use when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies do lots of different and useful jobs, such as remembering your preferences, and generally improving your online experience.

From time to time, we may also embed external content from third party websites (e.g. Google) within our website. Additionally, we partner with third parties who provide services for us which you can navigate to from our website. These third parties may use cookies and you can find out about their approach to cookies on their websites. A full list of the cookies we use can be supplied upon request.

By using our websites you agree that we can place these types of cookies on your device, and that you agree to our use of cookies in addition to any other terms and conditions which may apply. However you can block these cookies using your browser settings if you wish.

We reserve the right to make changes to our use of cookies. Any such changes shall appear here and become effective immediately. Your continued use of our website is taken as meaning that you agree to any such changes.

If you wish to restrict or block the cookies which are set by any website - including - you should do this through the browser settings for each browser you use and on each device you use to access the Internet. Please be aware that some of our services will not function if your browser does not accept cookies. However, you can allow cookies from specific websites by adding them as "trusted websites" in your Internet browser. For more information on how to do this you may wish to visit which contains comprehensive information on how to do this on a wider variety of browsers.

7. Your rights

You are entitled to see the personal data we hold about you, upon payment of a fee of £10.  You are also entitled to request that we make any necessary changes to your personal data to ensure that it is accurate and up-to-date.  You may also request us to stop processing any personal data.  If you request us to delete your personal data from our records, we will use our reasonable endeavours to do so. If you wish to exercise any of your rights or if you have any queries in relation to our use of your information, please contact us at: Watermark, Alba Campus, Livingston, EH54 7EG, UNITED KINGDOM; or Telephone: +44 (0)1506 605 260; or email us