POLICY BUILDER · HBK SOLUTIONS
Privacy Notice
Last updated: 26 October 2026
How HBK Solutions handles Policy Builder website enquiries and personal information.
Who is responsible for your information?
HBK Solutions Ltd supplies Policy Builder and is responsible for the personal information collected through this marketing website. Contact: HBK Solutions Ltd, West Midlands House, Gipsy Lane, Willenhall, WV13 2HA. Email info@hbksolutions.co.uk.
What information do we collect?
If you request a demonstration, we collect your name, work email address, company name and any message you choose to provide. Hosting and security providers also process technical information such as IP addresses, request times, browser details and error records to deliver and protect the website. Please do not submit policyholder records, medical information or other sensitive personal data through this enquiry form.
How and why do we use it?
We use enquiry details to respond, understand your company’s requirements, arrange a demonstration and maintain the related correspondence. We rely on our legitimate interests in responding to business enquiries and managing prospective customer relationships. Where an enquiry is about a contract with you personally, taking steps at your request before entering that contract may also apply. Security processing supports our legitimate interests in protecting the website and preventing abuse.
Marketing and automated decisions
Submitting an enquiry does not subscribe you to a marketing mailing list. This website currently has no analytics, advertising pixels, session recording or behavioural profiling installed by HBK. We do not use the enquiry form to make automated decisions with legal or similarly significant effects.
Who receives the information?
Enquiries are sent through Resend to HBK’s business email inbox. Resend processes the message for email delivery, and our email provider processes the received email and subsequent correspondence. The website runs on OpenAI Sites infrastructure using Cloudflare for hosting, delivery and security. These providers may process technical records needed to operate their services. We do not sell enquiry details.
International processing
Some service providers operate internationally and may process information outside the UK. The locations and transfer terms depend on the provider and service configuration. Resend’s Data Processing Addendum describes its processing and international-transfer provisions. Contact us for information about the safeguards applicable to your enquiry, including relevant contractual safeguards or adequacy arrangements.
How long do we keep information?
We keep enquiry correspondence while responding to you and for any active demonstration or commercial discussion. Afterwards, we assess whether it remains necessary based on the nature of the enquiry, any ongoing relationship, recordkeeping obligations and the need to resolve disputes. If the enquiry becomes a customer relationship, relevant records are retained under the service arrangements. Technical and delivery records follow the applicable providers’ retention settings and service terms. You can ask us about retention of your particular enquiry.
Your rights
Depending on the circumstances, you may request access, correction, erasure, restriction or portability of your personal information. You also have the right to object to processing based on legitimate interests, including handling of your enquiry. Contact info@hbksolutions.co.uk to exercise your rights. Rights are subject to the applicable legal conditions; where we rely on consent for any future processing, you can withdraw it.
Providing information and making a complaint
The required form fields let us identify your company and reply; you are not legally obliged to complete the form. If you prefer, email us directly. You can complain to the Information Commissioner’s Office. We would welcome the opportunity to address your concerns first.
Scope and changes
This notice covers the public Policy Builder marketing website. Processing inside a customer’s licensed Policy Builder instance is subject to separate service and data-processing arrangements. We will update this notice if our website, providers or use of information changes.