Privacy Policy

Who are we?

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the data controller is: Hippo Digital Limited, with its registered office at: 24–26 Aire Street, Leeds LS1 4HT and with registered company number: 09877239 (“Hippo,” “we,” “our,” “us”).

What is this privacy policy?

We want to make sure that we process your personal data lawfully, fairly and in a transparent manner. This privacy policy explains what we do with the personal data that we collect about you when you:

• visit our website;
• use one of our services;
• apply for a job or work as a contractor for us.

There are laws allowing us to collect and keep this data in order to:

• meet our contractual obligations;
• provide products and services to you;
• help us develop our products and services;
• grow our business;
• protect our systems;
• detect and prevent fraud.

The law also gives you certain rights relating to the information we collect and use. See the sections on ‘your rights’ and ‘how to exercise your rights’ for more information.

By visiting hippodigital.co.uk you acknowledge the practices described in this policy, so please read it carefully. You should also read our website terms and conditions, which can be found at the bottom of our website. It is important that the information we have about you is accurate and up to date, so please inform us if your information changes.

What information do we collect?

As part of us providing a service to you, you visiting our website, or you applying for a job or working as a contractor for us, we may collect some or all of the following information:

• Name; address; email address; phone number; company name and address; your website address; date of birth; job title; education and employment history; qualifications; experience; your preferences in receiving marketing from us and our third parties; your communication preferences; and automatically collected information such as: information about how you use our website or services; IP address; web browser type and version; operating system; your activity on our website; reports of whistleblowing.

When do we collect this information?

Some of this information we will collect automatically when you visit our site, and other information we will collect when you:

• fill in a contact form on our website;
• call us on the telephone number on our website;
• visit our website;
• contact us another way, for example by phone or email;
• subscribe to email marketing;
• request information from us;
• report a problem with our site;
• receive services from us;
• share your details with us at an event or register to attend an event;
• apply for a job or work as a contractor for us;
• respond to a Google form.

How do we use this information?

We use this information (and the lawful basis for our processing is) to:

• carry out our obligations in any contracts we enter into with you;
• comply with legal obligations;
• protect and run our business and where it is necessary for our legitimate interests (such as the provision of administration and IT services, network security, to prevent fraud);
• provide information about services you request;
• provide information about services that are similar to the ones you have already enquired about or purchased;
• process job applications or contractor applications;
• let you know about changes to our services;
• make sure our website works effectively for you and your device (for example a computer, laptop or mobile phone);
• provide information about services we think might interest you (you can stop us from doing this by emailing us at info@hippodigital.co.uk).

What do we do with the information we automatically collect?

We automatically collect and use technical information, including:

• the internet protocol (IP) address used to connect your device to the internet;
• browser type and version;
• time zone setting;
• operating system and platform.

Information about your contact with us, including:

• full website addresses for sites you use to get to our site and while using our site, and the sites you go to when leaving our site;
• date and time you access those sites;
• services you viewed or searched for;
• page response times;
• page interaction information (for example scrolling, clicks and mouse-overs);
• how you browse away from the page;
• phone number used to contact us.

We will use this information to:

• manage our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
• make sure our website works effectively for you and your device;
• allow you to participate in interactive features of our service;
• help us keep our site safe and secure;
• suggest services that may be of interest to you.

What do we do with information from other sources?

We may receive information about you if you use any of the other websites we operate or the other services we provide. We are also working closely with other organisations (including, for example, business partners, sub-contractors in technical and hosting services, analytics providers, social networks and search information providers) and may receive information about you from them.

We may combine information from these other sources with the information you give to us and the information we automatically collect about you. We may use this combined information for the purposes set out above (depending on the types of information we receive).

Cookies

This website uses cookies to improve your browsing experience and to help us improve our site. You can accept or decline cookies on your first visit to this site.

You can opt in to our cookies and they can be managed from the cookie control tool in the bottom left of the site.

Cookies in use:

• Google Tag Manager – Enables us to view website performance
• Hubspot – Provides website analytics and contact forms
• NewRelic – Site performance measure
• CookieBot – Controls management of your cookie preferences

Who do we share your information with?

We may share your information with the parties set out below for the purposes set out in the ‘How do we use this information?’ section above:

• business partners, suppliers, and subcontractors to fulfil any contract we enter into with you;
• analytics and search engine providers that help us improve and optimise our site;
• providers of information, event and other marketing services working for us;
• if we buy or sell business assets, we may share your information with prospective buyers or sellers;
• if Hippo (or substantially all of its assets) is sold to another organisation, the information we hold about our users and customers will become one of the transferred assets.

We may share your information if we are under a duty to disclose or share your personal data to:

• comply with a legal obligation;
• apply or enforce our terms and conditions of supply and other agreements;
• protect the rights, property or safety of Hippo, our customers or others – this includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

We will never sell your information to other organisations.

Where will we store your information?

We use a number of cloud-based products to help us process the information we collect. Some of these products may process information outside of the United Kingdom. Where that happens:

• we will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK Secretary of State; or
• we may use specific contracts approved for use in the UK, such as the International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, which give personal data the same protection it has in the UK; and
• we review what information is being processed and ensure your information is treated securely and in accordance with this privacy policy.

How long do we keep your information?

We have data retention policies and procedures to ensure we comply with our legal obligations in relation to the retention and deletion of personal information.

We will only store and process your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including but not limited to for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.

To work out what is reasonably necessary we will consider:

• the nature and sensitivity of the personal data we hold;
• the purposes for which we process your personal data and whether we can achieve those purposes through other means; and
• the applicable legal, regulatory, tax, accounting, reporting or any other relevant requirements.

Your rights

Before collecting information about you, we will tell you if we intend to use it for marketing or share it with other organisations (please see the section ‘who do we share your information with?’ above). However, you have the right to ask us not to use your information for marketing. You can do this by ticking the appropriate boxes on the forms we use to collect your information or you can email us at dataprotection@hippodigital.co.uk.

In relation to your personal data you also have the right to:

• request a copy of the information that we hold about you;
• correct inaccurate or incomplete data that we have about you;
• ask for information that we hold about you to be deleted, in certain circumstances;
• restrict how we use your information, in certain circumstances;
• ask us to transfer information about you to another organisation;
• object to having your information used in certain ways (for example for marketing);
• withdraw your consent to us processing your personal data;
• object to automatic processing, including profiling;
• not be subject to solely automated decisions that affect your legal status or rights.

How to exercise your rights

To exercise any of these rights, please contact us at dataprotection@hippodigital.co.uk.

We will forward any requests you make to other organisations that may be involved in processing your information.

We will try to reply to all requests, including requests for access to information, within one month. Please note that in relation to any particularly complicated requests it may take us longer than one month to complete.

Please note that if you contact us to exercise your rights we may need to ask you for some information to confirm your identity, to ensure that we respond to your request in a security-compliant manner.

How to make a data protection complaint

We take the privacy and security of your personal information seriously. If you believe we have mishandled your personal data, ignored your marketing preferences, or infringed your data privacy rights in any way, you have the right to make a formal complaint directly to us. This process is open to anyone whose personal data we process, including:

• clients, suppliers and partners;
• job candidates;
• current or former employees, associates or subcontractors.

Submitting your complaint

The easiest way to reach us is by emailing dataprotection@hippodigital.co.uk. You can also write to us by post at our registered head office address in Leeds. If you contact us through any other channel — including social media — we will still accept and handle your complaint.

If you are submitting a complaint on behalf of someone else, please include written and signed authorisation from them so we can legally discuss their data with you.

To help us investigate as quickly as possible, please provide as much context as you can, including the dates your concern relates to, a description of what has happened or what you believe has gone wrong, and any correspondence you have already had with us.

Acknowledgement

We will acknowledge receipt of your complaint within 30 calendar days.

Investigation

Our Data Protection Officer will be responsible for investigating your concerns thoroughly, fairly, and objectively. If your case is complex, we will keep you informed of our progress and provide regular updates via your preferred method of communication.

Outcome

Once our investigation is complete, we will send you a formal written response without undue delay. This will provide a transparent answer to each of your specific concerns and, where relevant, set out any corrective actions we have taken internally — such as process changes, system updates, or staff training — to prevent the issue from recurring.

If you remain dissatisfied

If you are not satisfied with our response, or if you would prefer not to raise the matter with us directly, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection supervisory authority:

• Website: ico.org.uk/make-a-complaint
• Telephone: 0303 123 1113
• Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Contact us

Send questions, comments and requests in relation to this privacy policy to dataprotection@hippodigital.co.uk.

Data Protection Officer: Helen Croft, First floor, Aireside House, 24–26 Aire Street, Leeds, LS1 4HT.

Changes to our privacy policy

This policy was last updated in June 2026.

We will post any future changes on this page. Please check this page frequently for updates.