Privacy notice
This notice explains what personal information Hart Purchasing collects, why, and what your rights are. It is written to be short and plain.
Who I am
Hart Purchasing is run by Zach Hart, a sole trader based in Hereford. I decide how your information is used, so I am the "controller" under UK data protection law. Contact me about anything in this notice at zach@hartpurchasing.co.uk.
This website
- The site has no contact form, no cookies, no tracking and no analytics.
- It is hosted by Cloudflare. Like any web host, Cloudflare processes your device's IP address and basic request details to deliver the pages and protect the site from attack.
What I collect, and why
- When you get in touch by email, phone or WhatsApp: your name, business, contact details and what you tell me. I use this to reply and to arrange a visit. My lawful basis is legitimate interests: answering an enquiry you chose to send.
- When I check your invoices (the free check or the paid service): supplier invoices and any notes you give me, such as a menu or best sellers. Invoices are mostly business information but can include names of staff or contacts. I use them only to deliver the service to you. My lawful basis is taking steps at your request before a contract, and then the contract itself.
- Billing records for paying clients, which I must keep for tax. My lawful basis is legal obligation.
Who else handles it
- Service providers who help me run the business, for example my email provider (Zoho), the website host (Cloudflare), file storage, and AI tools that help read invoice photos. They act on my instructions and may not use your information for their own purposes. Some may process it outside the UK; where they do, I use providers that offer safeguards recognised under UK law.
- I never sell your information, and I never show one client's prices to another in a way that could identify them.
- I may disclose information if the law requires it.
How long I keep it
- Enquiries that do not lead to any work: deleted after 12 months.
- Invoices and reports for a free check or the service: deleted within 30 days of the work ending, or sooner if you ask.
- Billing records: kept for as long as HMRC requires, which is at least five years after the relevant tax return deadline.
Your rights
You can ask for a copy of your personal information, ask me to correct it or delete it, object to how I use it, or ask me to limit its use. Email me and I will reply within one month. If you are unhappy with my answer, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes
If this notice changes, the date at the top will change too.