Hartamin Migration Ltd ("we", "us", "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect information about you when you visit our website or use our services.
We are a UK-based immigration advisory business. This policy is written in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully. If you have any questions, please contact us using the details in Section 11.
Introduction
Who we are: Hartamin Migration Ltd is a UK-based immigration advisory company. Our registered address and contact details are available in Section 11 of this policy.
For the purposes of UK data protection law, Hartamin Migration Ltd is the data controller of any personal data you provide to us. This means we are responsible for deciding how and why your personal data is used.
This Privacy Policy applies to personal data collected through our website at www.hartamin.co.uk, through our contact and enquiry forms, and through any direct communications you have with us by email, telephone, or other means.
Our commitment: We will never sell your personal data to third parties. Your information is used only to provide you with the advisory services you have requested, to respond to your enquiries, and to comply with our legal obligations.
Information We Collect
We collect two types of information: information you provide to us directly, and information collected automatically when you visit our website.
Information you provide to us:
- Identity data: your full name and nationality
- Contact data: your email address, phone number, and WhatsApp number (if provided)
- Immigration data: information about your visa category of interest, current immigration status, previous applications or refusals, and your migration goals
- Financial data: where relevant to your immigration case, information about your financial circumstances (e.g. bank statements for visa applications)
- Communications data: any messages, emails, or other correspondence you send to us
- Marketing preferences: how you heard about us and your preferences regarding our communications
Information collected automatically:
- Technical data: your IP address, browser type and version, time zone, browser plug-in types and versions
- Usage data: information about how you use our website, including pages visited, time spent, and links clicked
- Cookie data: data collected through cookies and similar tracking technologies — see Section 8 and our full Cookie Policy for details
Sensitive data: Immigration-related information may be considered sensitive personal data under UK GDPR. We handle this information with particular care and only process it where necessary to provide our advisory services.
How We Use Your Information
We use your personal data for the following purposes:
| Purpose | Description |
|---|---|
| Responding to enquiries | To review and respond to the enquiries you submit through our contact form or direct communications |
| Providing advisory services | To conduct eligibility assessments, prepare immigration advice, and deliver the services you have engaged us for |
| Case management | To manage your immigration case, maintain records, and coordinate with legal professionals where required |
| Legal compliance | To comply with our legal and regulatory obligations, including record-keeping requirements |
| Improving our services | To analyse how our website is used and improve its content and functionality |
| Communications | To send you service-related communications, updates relevant to your case, and — where you have consented — information about our services |
We will never use your information for: selling to third-party marketers, profiling for advertising purposes, or any purpose unrelated to the immigration advisory services you have requested.
Legal Basis for Processing
Under UK GDPR, we are required to have a lawful basis for processing your personal data. We rely on the following legal bases:
- Consent (Article 6(1)(a)): Where you have given us clear consent to process your personal data for a specific purpose — for example, when you submit our contact form and tick the consent checkbox, or when you consent to non-essential cookies.
- Contract (Article 6(1)(b)): Where processing is necessary to perform a contract with you or to take steps at your request before entering into a contract — for example, when we provide you with immigration advisory services.
- Legal obligation (Article 6(1)(c)): Where processing is necessary to comply with a legal obligation to which we are subject — for example, our obligations under the Immigration Act or anti-money laundering regulations.
- Legitimate interests (Article 6(1)(f)): Where processing is necessary for our legitimate business interests — such as improving our website, maintaining the security of our systems, and providing you with relevant service information — provided these interests are not overridden by your rights and interests.
How We Share Your Information
We do not sell, rent, or trade your personal data. We may share your information in the following limited circumstances:
- Legal professionals: Where your case requires legal expertise, we may share relevant information with experienced UK immigration solicitors or legal advisors. This is done only with your knowledge and agreement.
- Service providers: We may share data with trusted third-party service providers who assist us in operating our website and delivering our services (e.g. website hosting, email providers). These parties are bound by strict data processing agreements and may not use your data for any other purpose.
- Legal requirements: We may disclose your information where required to do so by law, court order, or at the request of a regulatory authority — for example, the Home Office or the Information Commissioner's Office (ICO).
- Business transfers: In the unlikely event that Hartamin Migration Ltd is sold or merged, your data may be transferred as part of that transaction. We will notify you in advance if this occurs.
International transfers: We do not routinely transfer your personal data outside the United Kingdom. Where any transfer is necessary, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.
Data Retention
We retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, or as required by law.
| Type of Data | Retention Period | Reason |
|---|---|---|
| Enquiry form data (no engagement) | 12 months | To allow follow-up and respond to any queries arising |
| Client advisory records | 6 years from end of engagement | Legal and regulatory compliance, professional obligations |
| Financial records | 7 years | HMRC and legal requirements |
| Website analytics data | 26 months | Standard analytics retention period |
| Cookie consent records | 12 months | To evidence compliance with consent obligations |
When your data is no longer required, we will securely delete or anonymise it. You may request early deletion of your data — subject to any legal obligations we have to retain it — by contacting us using the details in Section 11.
Your Rights Under UK GDPR
Under UK data protection law, you have the following rights in relation to your personal data. We will respond to any request within one calendar month.
Right of Access
You have the right to request a copy of the personal data we hold about you (a Subject Access Request).
Right to Rectification
You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to Erasure
You have the right to ask us to delete your personal data where there is no compelling reason for us to continue processing it.
Right to Restriction
You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Right to Data Portability
You have the right to receive your personal data in a structured, commonly used, machine-readable format.
Right to Object
You have the right to object to processing based on legitimate interests or for direct marketing purposes.
Right to Withdraw Consent
Where processing is based on consent, you have the right to withdraw that consent at any time without affecting the lawfulness of prior processing.
To exercise any of these rights, please contact us at info@hartamin.co.uk. We will not charge a fee for exercising your rights unless a request is manifestly unfounded or excessive, in which case we may charge a reasonable fee.
Cookies
Our website uses cookies and similar tracking technologies to improve your browsing experience, analyse website traffic, and remember your preferences.
We use both essential cookies (which are necessary for the website to function) and non-essential cookies (such as analytics cookies), which are only placed with your consent.
For full details of the cookies we use, what they do, how long they last, and how to manage or refuse them, please read our Cookie Policy.
You can manage your cookie preferences at any time by visiting our Cookie Policy page or adjusting your browser settings.
Data Security
We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect it against unauthorised access, loss, destruction, or alteration. These include:
- Secure, encrypted transmission of data via HTTPS across our website
- Restricted access to personal data — only authorised team members and engaged legal professionals have access to client data
- Regular review of our data handling practices and security measures
- Secure storage of physical and electronic records
In the unlikely event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify you and the Information Commissioner's Office (ICO) as required by UK GDPR.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make material changes, we will update the "Last updated" date at the top of this page.
We encourage you to review this policy periodically. Your continued use of our website after any changes constitutes your acceptance of the updated policy. If we make significant changes that materially affect how we process your personal data, we will notify you directly where we are able to do so.
Contact & Complaints
If you have any questions, concerns, or requests relating to this Privacy Policy or the way we handle your personal data, please contact us:
Hartamin Migration Ltd — Data Enquiries
📧 Email: info@hartamin.co.uk
📞 Phone: +44 724 450 2984
📍 United Kingdom
If you are not satisfied with our response, or if you believe we are processing your personal data in a way that does not comply with UK data protection law, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office (ICO)
Website: www.ico.org.uk
Helpline: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
We would, however, appreciate the opportunity to address your concerns before you approach the ICO, and we ask that you contact us in the first instance.