HKA is committed to ensuring that your privacy is protected. Should we ask you to provide contact information for promotional purposes, then you can be assured that it will only be used in accordance with this privacy statement.
INTRODUCTION
HKA Global respects your privacy and is committed to protecting your personal data.
This privacy notice will inform you as to how we use and share your personal information and explain your rights regarding how we use and share your personal information.
This privacy notice is provided in a layered format so you can click through to the specific areas set out below. Please also use the Glossary to understand the meaning of some of the terms used in this notice.
IMPORTANT INFORMATION AND WHO WE ARE
PURPOSE OF THIS PRIVACY NOTICE
HKA is a global professional services firm, with its registered office at 3200, Daresbury Park, Warrington, WA4 4BU, United Kingdom. This privacy notice aims to give you information on how HKA Global collects and processes your personal data through your use of this website, including any data you may provide through this website. Where services are provided to you by other entities in the HKA group, the entity providing those services will be responsible for your personal data. This notice applies to all such entities.
This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
This privacy notice should be read in conjunction with our cookie policy at: Cookie Policy – HKA.
CONTROLLER
HKA Global Limited is made up of different legal entities. This privacy notice is issued on behalf of the HKA Global Group so when we mention “HKA Global”, “we”, “us” or “our” in this privacy notice, we are referring to the relevant company in the HKA Global Group responsible for processing your data. HKA Global Limited is the controller and responsible for this website.
CONTACT DETAILS
Our full details are:
Full name of legal entity: HKA Global Limited
Email address: privacy@HKA.com
Postal address: 3200 Daresbury Park, Warrington, WA4 4BU, United Kingdom
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
THIRD-PARTY LINKS
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual that identifies you either directly from that information or indirectly, by reference to other information we have access to. It does not include data where the identity has been removed (anonymous data).
The personal data we collect, and how we collect it, depends upon how you interact with us. Categories of personal data that we collect include:
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
- Contact information such as name, email address and telephone number
- Biographical Information such as job title, employer, photograph and video or audio content including you.
- Technical Information such as internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
- Usage Information such as information about how you use our website, products and services.
- Marketing and Communications Preferences and related information such as meal preferences, feedback and survey responses and your preferences in receiving marketing from us.
- Billing and financial information such as billing address, bank account and payment information.
- Special categories of data such as race and ethnicity, trade union membership, information about health or information about political opinions or religious beliefs
- Other information such as in relation to criminal matters or relating to children
PERSONAL DATA WE COLLECT FROM YOU
We use different methods to collect data from you including:
- When you sign up to receive any news services, or literature from us, use a toolkit or register for one of our online services, we will ask you to provide your contact and other relevant information, as well as your communication preferences.
- When you register to attend one of our events, we will ask you to provide your contact, guest and other relevant information, including meal preferences.
- When you use our website or one of our online services we collect information about your visit and how you interact with our website.
- When a client uses our services, we will ask for the information that we need to provide those services; this information includes contact details, billing information, information necessary to conduct pre-clearance checks and information relevant to the services we provide. Information provided by a client may include personal data that relates to persons whose information is relevant to the instruction; for example when we provide professional services in relation to a dispute, business transaction or a regulatory investigation.
- If you visit one of our buildings we may collect information that we need in order to identify you and complete necessary security checks. We may also collect your image on CCTV.
- When you apply for a job with us we will ask you for information relevant to your application. A specific privacy notice is available for candidates at Data & Privacy – HKA Global.
- If you become an employee or provide services to us, we will collect personal data that is relevant to the employment or engagement. A specific privacy notice is available to employees and to contractors.
If you provide information to us about another person, you must ensure that you comply with any legal obligations that may apply to your provision of the information to us, and allow us, where necessary, to share that information with service providers.
INFORMATION WE COLLECT FROM THIRD PARTIES
Most of the personal data that we collect about you will be information that you provide to us voluntarily. In some circumstances we may also receive information from:
- other HKA entities
- our clients, when we handle personal data on their behalf
- regulatory bodies
- credit reference agencies
- other companies providing services to us.
Some of these third party sources may include publicly available sources of information.
We will also receive information about you from Google Analytics, a web analytics service provided by Google, Inc. (“Google”) whose servers are in the European Union. Google Analytics uses cookies to help us analyse how users use our site.
We may also receive information about you from advertising networks and search information providers, some of whom are based in the UK, some based in the EU and some based outside both the UK and the EU.
DATA WE COLLECT AUTOMATICALLY
When you visit one of our websites, we automatically collect, store and use technical information about your equipment and interaction with our website. This information is sent from your computer to us using a variety of cookies[A4] . It is possible to manage your cookie preferences by visiting the cookie settings icon at Claims Advisory & Dispute Resolution Experts | HKA
We may also receive technical data about you if you visit other websites employing our cookies. Our cookie policy can be found at Cookie Policy – HKA.
HOW WE USE YOUR PERSONAL DATA
We will only use your personal data fairly and where we have a lawful reason to do so.
We are allowed to use your personal data if we have your consent or another legally permitted reason applies. These include to fulfil a contract with you, when we have a legal duty to comply with, or when it is in our legitimate business interest to use your personal data. We can only rely on our legitimate business interest if it is fair and reasonable to do so.
Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
- Where you have consented to such processing.
We will only process special category data where the processing is necessary for the purposes of providing our client with advice or in the context of an employment relationship.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and the lawful basis for the use of such data.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact privacy@hka.com if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
| Uses of personal data | Our lawful basis for the use of your personal data |
| To provide news and information services including email briefings and newsletters; to give access to online tools and to invite you to events that we organise or sponsor | Where you have consented and expressed a preference to receive such marketing communications; or where it is appropriate and relevant to our business relationship with you. |
| To send you details of surveys, campaigns or other initiatives that we co-ordinate. | Where you have consented and expressed a preference to receive such marketing communications; or where it is appropriate and relevant to our business relationship with you |
| To operate suppression lists to ensure that you do not receive communications if you object or unsubscribe | To respect your rights and comply with our legal obligations |
| To collect insights into how you interact with our services so that we can personalise our communications with you and improve our websites and services. | Where we have your consent or where it is necessary so that we can deliver our websites and online services effectively |
| To maintain contact with past employees and consultants. | To promote networking and communication with and between HKA and its former employees and consultants |
| To conduct client due diligence and conflict checks when on-boarding a new client or supplier. | To comply with our legal and regulatory obligations including compliance with anti-money laundering legislation, anti-bribery, fraud and crime prevention. |
| To provide legal advice and related relevant services, to manage and administer our business relationships, including to communicate with our clients, their employees and representatives, to manage billing and payments and to keep records. | To fulfil our contract with our client(s) and to comply with legal and regulatory obligations including accounting, tax and data privacy |
| To maintain security and manage access to our offices, systems and our websites | To comply with legal obligations, and because we have a legitimate interest in maintaining the security of our buildings, websites and networks |
| Enforcing our terms of engagement, website terms of use and other terms and conditions | To protect our legal interests |
| Sharing personal data in connection with acquisitions and transfers of our business | To comply with legal obligations and to facilitate the transaction |
| To manage our supply chain including identifying and maintaining contact with service providers | Where necessary for the efficient running of our business |
| Other purposes that we have identified at the point of collection. | Where we have your consent. |
MARKETING
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
PROMOTIONAL OFFERS FROM US
We may use your personal data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or if you provided us with your details otherwise and, in each case, you have not opted out of receiving that marketing.
THIRD-PARTY MARKETING
We will get your express opt-in consent before we share your personal data with any company outside the HKA Global group of companies for marketing purposes.
OPTING OUT
You can ask us or third parties to stop sending you marketing messages at any by Contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase, service experience or other transactions.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact privacy@hka.com
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
SHARING AND TRANSFERRING YOUR DATA
We treat your personal data with respect and do not share it with third parties except as described below.
- We may disclose your personal data to other HKA entities for the purpose of our internal business processes (such as administration, liaising with experts in different jurisdictions and billing) and for the purpose of providing our services. When we provide personal data to HKA entities outside of the EU and EEA, we have in place an intra-group transfer agreement in the form approved by the European Commission. Where it is necessary to transfer data from any HKA entity outside of the EU and EEA, we will comply with any transfer requirements applicable under local law.
- We may disclose personal data relating to our clients, their employees and agents to other specialists including solicitors, barristers, mediators, arbitrators, consultants or experts engaged in a matter. We may also disclose personal data to law firms for the purpose of obtaining legal advice.
- We may share personal data with our suppliers and service providers including event organisers and partners and document production and management services
- We may share personal information when necessary with law enforcement and regulatory authorities
- We may share personal information with third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets or who buys our shares. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice
- We may also share your personal data when you have consented to us doing so.
We will only transfer your personal data outside of the European region under the following circumstances:
- where the transfer is to a country or other territory which has been assessed by the European Commission (or an equivalent UK body) as ensuring an adequate level of protection for personal data
- with your consent or
- on the basis that the transfer is compliant with the GDPR (or equivalent UK regulations) and other applicable laws.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
HOW WE PROTECT YOUR PERSONAL DATA
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
KEEPING YOUR PERSONAL DATA
We do not keep your personal data for any longer than is necessary to fulfil the purpose for which we collected it, or to comply with any legal, regulatory or reporting obligations or to assert or defend against legal claims.
YOUR RIGHTS CONCERNING YOUR PERSONAL DATA
You have certain rights regarding how we use and keep your personal data. These are:
- you can require us, to update or correct any inaccurate personal data, or to complete any incomplete personal data, concerning you. If you do, we will take reasonable steps to check the accuracy of, and correct the information. Please let us know if any of your information changes so that we can keep it accurate and up to date;
- you can require us to stop processing your information for direct marketing purposes; if you withdraw your consent, we may not be able to provide certain products or services to you; and
- you have the right to object to our use of your personal data more generally.
You may also have the right, in certain circumstances to:
- be provided with a copy of any personal data that we hold about you, with certain related information. There are exceptions to this right; for example where information is legally privileged or if providing you with the information would reveal personal data about another person
- to require us, without undue delay, to delete your personal data
- to “restrict” our use of your information, so that it can only continue subject to restrictions; and
- to require personal data which you have provided to us and which are processed by using automated means, based on your consent or the performance of a contract with you, to be provided to you in machine readable format so that they can be “ported” to a replacement service provider.
You can exercise the above rights, where applicable by contacting privacy@hka.com. We will require you to provide satisfactory proof of your identity in order to ensure that your rights are respected and protected. This is to ensure that your personal data is disclosed only to you.
