Privacy notice

HLD Services uses personal information to assess requests, prepare quotations and, after acceptance, administer the agreed service and accounting records. HLD does not sell personal information.

1. Who is responsible

HLD Services operates from 75 Shelton Street, Covent Garden, London, WC2H 9JQ. Privacy enquiries and rights requests should be sent to customerservice@hldtechserv.com.

For some employer-sponsored services, HLD may act on an employer's documented instructions. The employer's privacy notice may also apply and the service arrangement must identify each party's role.

2. Who this notice concerns

This notice covers customers, applicants, employees, sponsored workers, family members, employer and sponsor contacts, representatives, website visitors and people named in documents or correspondence.

3. Information we may collect

• Names, contact details and relationships between requestors and applicants
• Nationality, residence, employment, sponsor and relocation information
• Document types, issuing authorities, destinations and optional file copies
• Messages, case instructions and customer-service correspondence
• Quotations, acceptance evidence, invoices and payment status
• Delivery and courier information
• Internal case notes, activity history and audit records
• Website security data such as IP address, browser details, access time and secure-link activity

HLD does not routinely retain full payment-card details. The online payment provider handles them.

4. Sensitive information

Documents can reveal health, ethnicity, religion, biometric information, family details or criminal allegations and convictions. Upload only what is necessary and contact HLD first if unsure.

Contact HLD before sending medical records, criminal records or other particularly sensitive information. HLD must confirm that the information is necessary for your service and that an appropriate lawful basis and any additional legal conditions apply before accepting it. A general enquiry or upload confirmation is not consent to unrestricted use of sensitive information.

5. Where information comes from

Information may come from you, an applicant or authorised representative, an employer or sponsor, supplied documents, an authority, or a provider involved in the agreed service.

6. Why information is used

• To take steps requested before a personal contract and perform that contract
• To administer employer or sponsor services under the appropriate contractual and data-protection arrangement
• To communicate with authorised case participants
• To create and retain transaction, quotation, acceptance and accounting records
• To protect private files, secure links and the website
• To prevent fraud, investigate misuse and handle complaints or legal claims
• To meet tax, accounting, regulatory and other legal duties

Depending on the activity, the usual basis is contract, steps requested before a contract, legal obligation or legitimate interests in operating and securing the service. HLD does not rely on privacy consent for ordinary contract administration and does not currently use customer information for advertising or marketing analytics.

7. Submitting for someone else

If you are an employer, caseworker, family member or other representative submitting for an applicant, confirm that you are authorised to make the enquiry and share the details provided. Make this privacy notice available to the applicant before submitting. If you cannot confirm your authority, contact HLD before providing their information.

Provide only information needed for the enquiry. Employers and sponsors remain responsible for ensuring that their collection and disclosure of employee and dependant information is lawful. HLD may ask for evidence of your authority or contact the applicant directly to clarify instructions or provide privacy information.

The confirmation records your authority to submit; it is not blanket consent to all processing, permission to accept a quotation on someone else's behalf, or an appointment of HLD to provide regulated immigration advice or representation. The applicant retains their data-protection rights. HLD remains responsible for its own privacy-information duties.

Additional progress recipients must be authorised separately. Progress emails do not give those recipients access to quotations, invoices or private files.

8. Private files and secure links

No customer account is required. Uploaded files are stored privately and restricted while security and malware checks are pending. Files that fail checks may be blocked, isolated or deleted.

Staff access is limited by operational need. Secure account-free links are used for quotations and related actions. Anyone with a valid link may be able to access the linked material, so do not forward or publish it. Contact HLD promptly if a link may have been disclosed.

HLD does not routinely send identity or sensitive case documents as ordinary email attachments.

9. Who may receive information

Where necessary for an agreed service, information may be shared with government departments, embassies, consulates, notaries, solicitors, translators, appropriately authorised immigration providers, legalisation agents, couriers, employers, sponsors, payment providers, infrastructure and security providers, professional advisers, regulators, courts or law-enforcement bodies.

HLD uses Amazon Web Services for website infrastructure, private file storage, security and transactional email; Microsoft 365 for business email; and Stripe for online payments. Service providers and authorities involved in your request depend on the agreed route. Contact HLD for details relevant to your case.

10. International transfers

International document and relocation services may require information to be sent to authorities or providers outside the UK. Protections may differ. The destination and recipient depend on your service. Contact HLD for information about the recipients and any safeguards relevant to your case before providing documents. Where a restricted transfer requires a UK transfer safeguard or another permitted legal basis, this must be established before the transfer takes place. Transfers to foreign public authorities may also be governed by their own legal powers and procedures.

11. Retention

HLD keeps information only as long as necessary for the service, legal duties, security, complaints and legal claims. Retention depends on the type of record, whether your enquiry or service is still active, completion or cancellation, outstanding payments and any unresolved complaint or legal duty.

Working documents and routine correspondence are considered separately from quotation, acceptance and accounting evidence, which may need to be retained longer. A limited record of an enquiry and communications may be kept to investigate whether a request was received and answered. A complaint, legal hold, fraud investigation or statutory duty may require relevant records to be kept longer. Backup copies follow a separate expiry cycle and are not used for routine case access. Contact HLD to ask about retention or request deletion of information relating to your case.

12. Your rights

Depending on the circumstances, you may ask for access, correction, deletion, restriction, portability or object to certain processing. You may withdraw consent where consent is genuinely used. Some rights are limited by legal duties, the rights of others and statutory exemptions.

Email customerservice@hldtechserv.com. HLD may need to verify identity and authority. You may also complain to the Information Commissioner's Office.

13. Automated decisions

HLD does not currently make decisions with legal or similarly significant effects solely by automated means.

14. Cookies and browser storage

HLD uses essential security, authentication and secure-link storage, and temporary enquiry draft storage in your browser tab. Draft fields stay in that tab until submission, clearing or expiry; files are not stored in the draft. It does not currently use advertising cookies, behavioural tracking or marketing analytics. Read the Cookie notice for details.

15. Changes and contact

The effective version will be shown on this page. A material change affecting an active case will be communicated appropriately.

General and privacy: customerservice@hldtechserv.com
Document legalisation: legalisations@hldtechserv.com
Work visa administration: visas@hldtechserv.com