Privacy Policy
HQ Systems (formerly HQ Cabling Services) is committed to protecting and respecting your privacy. This policy explains what personal data we collect, why we collect it, and how we use and protect it.
Who We Are
Our website address is: [www.hqsystems.co.uk]. HQ Systems provides network, security, and audio visual system installation, maintenance, and support.
For the purposes of UK data protection law, HQ Systems is the “data controller” of the personal information you provide to us.
What Personal Data We Collect and Why
Contact and Enquiry Forms
When you submit a contact form, request a quote, or make an enquiry through our website, we collect the information you provide — typically your name, email address, phone number, company name (if applicable), and the content of your message. We use this information to respond to your enquiry, provide quotes, and deliver our services. We retain this information for as long as necessary to provide customer service and for legitimate business purposes.
Media
If you upload images or files to us, please avoid uploading images with embedded location data (EXIF GPS), as this data can be extracted from image files.
Cookies
Our website uses cookies to improve your browsing experience and to help us understand how the site is used.
If you submit an enquiry, you may opt in to saving your name, email address, and other details in cookies. These are for your convenience so you do not have to re-enter your details. These cookies last for one year.
We also use cookies for website functionality, analytics, and advertising, as described in the sections below. You can control and delete cookies through your browser settings at any time.
Analytics and Website Performance
We use Google Analytics to understand how visitors interact with our website. Google Analytics collects information such as how often users visit the site, which pages they visit, and what other sites they used prior to visiting ours. We use this information to improve our website and services.
Google Analytics uses cookies and may collect:
Your IP address (anonymised)
Browser type and version
Device type and operating system
Pages visited and time spent on pages
Referring website addresses
Geographic location (country/city level)
Google Analytics data is retained for [26 months]. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on available at: https://tools.google.com/dlpage/gaoptout
For more information on how Google uses data, visit: https://policies.google.com/technologies/partner-sites
Advertising and Marketing
We may use online advertising services including Google Ads and Meta (Facebook/Instagram) to promote our services. These platforms may use cookies and similar technologies to:
Show you relevant advertisements based on your interests
Measure the effectiveness of our advertising campaigns
Build audiences for targeted advertising
Email Marketing
Where you have given us your consent, or where we have a legitimate interest in doing so, we may contact you by email with information about our services, offers, and updates. You can withdraw your consent or unsubscribe at any time by using the unsubscribe link in any marketing email, or by contacting us directly. We will not share your details with third parties for their own marketing purposes without your explicit consent.
Google Ads
When you visit our website, Google may collect data about your visit and use cookies to serve you targeted advertisements across the Google Display Network and Google Search. This may include your IP address, browser and device information, pages you visit on our site, and your interactions with our advertisements.
You can control the ads you see and opt out of personalised advertising by visiting Google’s Ads Settings at: https://adssettings.google.com
Google’s advertising policies and privacy information can be found at: https://policies.google.com/technologies/ads
Meta Pixel (Facebook/Instagram)
We may use the Meta Pixel on our website to measure the effectiveness of our advertising and deliver personalised advertisements on Facebook and Instagram. The Meta Pixel collects information about your visit to our website, actions you take on our site (such as form submissions or page views), device and browser information, and your IP address.
This data is used to show you relevant advertisements on Meta platforms, track conversions, build custom audiences, and improve our advertising targeting.
You can control how Meta uses your data for advertising by adjusting your settings at: https://www.facebook.com/settings?tab=ads
Meta’s data policy can be found at: https://www.facebook.com/privacy/policy/
Remarketing
We may use remarketing technologies from Google and Meta to show advertisements to people who have previously visited our website. This means that after visiting our site, you may see our advertisements when using other websites, Google Search, Facebook, or Instagram. These advertisements are based on your previous interactions with our website.
Embedded Content from Other Websites
Pages on this site may include embedded content (e.g. videos, images, maps). Embedded content from other websites behaves in the same way as if you had visited the other website directly. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content.
How Long We Retain Your Data
Contact form submissions and enquiries are retained for up to [3 years] for customer service and business purposes, after which they are securely deleted unless we have a legitimate reason to retain them longer (such as ongoing customer relationships, contractual obligations, or legal requirements).
Where we hold data relating to an active or ongoing service, maintenance, or support contract, we retain that information for the duration of our relationship and for a reasonable period afterwards to meet legal and business obligations.
Google Analytics data is retained for [26 months]. Advertising platform data (Google Ads and Meta Pixel) is processed according to each platform’s respective data retention policies.
What Rights You Have Over Your Data
Under UK data protection law (UK GDPR), you have the following rights:
The right to access your personal data
The right to rectification of inaccurate data
The right to erasure (“right to be forgotten”)
The right to restrict processing
The right to data portability
The right to object to processing (including direct marketing)
Rights related to automated decision-making and profiling
You can request an exported file of the personal data we hold about you, or request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes. To exercise any of these rights, please contact us using the details below.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK regulator for data protection, at any time. Their website is: https://ico.org.uk
Where We Send Your Data
Enquiries submitted through our website may be checked through an automated spam detection service. Data collected through Google Analytics is processed by Google LLC in accordance with their privacy policies, and may be transferred internationally, including to the United States.
Data collected through advertising platforms (Google Ads and Meta) is processed by those respective companies in accordance with their privacy policies and may be transferred internationally.
Contact Information
If you have any questions about this privacy policy or wish to exercise your data rights, please contact us at:
HQ Systems
Email: sales@hqsystems.co.uk
Phone: 020 3813 1554
Address: Unit 3, The Courtyard Business Centre, Birling Road, Ryarsh, Kent ME19 5AA
Changes to This Privacy Policy
We may update this privacy policy from time to time to reflect changes in our practices or for legal, regulatory, or operational reasons. We will notify you of any significant changes by posting a notice on our website. The date of the last update will be shown at the bottom of this policy.
Last updated: 31/07/2026
