Who we are
Hakusana Ltd (“we”, “us”) is responsible for the personal data described in this policy. Hakusana Ltd, 61 Bridge Street, Kington, HR5 3DJ, United Kingdom. Company number 11407742.
For any question about your personal data, email support@hakusana.com.
What this policy covers
This policy explains what personal data we handle when you visit this website, book a call, contact us or work with us, why we handle it and what your rights are.
Information we collect
When you visit the website. Like any web server, our hosting provider’s server records technical details of each request: your IP address, browser type, the page requested and the time. We use these records to run and secure the website. We do not use advertising tools.
If you accept analytics cookies. Google Analytics records how the website is used: the pages you visit, how you arrived, your browser and device type, and your approximate location. Google Analytics does not log or store IP addresses. The data is linked to a random identifier in a cookie, not to your name. Without your consent, Google Analytics is not loaded. See the cookie policy.
When you choose a language. Your choice is saved in your own browser so the next page opens in the same language. It is not sent to us. See the cookie policy.
When you book a call. Booking is handled by Lunacal, a booking service. You give your name, email address and anything you choose to add about your project. Lunacal adds the booking to our Google calendar and creates a Google Meet link for the call.
When you email us. We receive your message, your email address and any other details you include.
When you work with us. We keep contact details, project information and the records needed for invoicing and payment.
Why we use it and our legal basis
We handle personal data under the UK General Data Protection Regulation (UK GDPR):
- to answer enquiries, hold intro calls and prepare suggestions, as steps you ask for before a contract, or in our legitimate interest in responding to you;
- to deliver and invoice the work we agree, to perform our contract with you;
- to keep accounting and tax records, because the law requires it;
- to keep the website running and secure, in our legitimate interest;
- to measure how the website is used, with your consent, which you can withdraw at any time with “Cookie settings” at the bottom of every page.
Who we share it with
We use these service providers, who handle personal data on our behalf:
- A2 Hosting, our web host, whose server for this website is in Amsterdam, the Netherlands;
- Lunacal, for call bookings (Lunacal privacy policy);
- Google, for email (Google Workspace), our calendar and Google Meet calls, and for Google Analytics if you accept analytics cookies (Google privacy policy).
Developers who work on your project with us see the project information they need, under confidentiality. We may also share data with professional advisers, or with authorities when the law requires it. We do not sell personal data.
When a client project uses AI services, we agree in writing which services are used and how your data is handled before the work starts.
Transfers outside the UK
Lunacal and Google may process data outside the UK and the European Economic Area. Where they do, the transfer relies on safeguards recognised under UK GDPR, such as adequacy regulations (including the UK–US data bridge) or standard contractual clauses.
How long we keep it
- Server records are kept by our hosting provider for a limited period for security and troubleshooting.
- Google Analytics data is kept for the period set in our Google Analytics account, at most 14 months.
- Enquiry and booking details are kept only as long as we need them to respond and follow up.
- Client, project and invoicing records are kept for six years after the end of the financial year they relate to, as UK law requires for accounting records.
Your rights
You have the right to ask for a copy of your personal data, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable format. Where we rely on your consent, you can withdraw it at any time.
To use these rights, email support@hakusana.com. We will reply within one month.
If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office (ico.org.uk). We would appreciate the chance to put things right first.
Security
We use access controls and encrypted connections, and we give access to personal data only to people who need it for their work.
Changes to this policy
We update this policy when our services or the law change. The date at the top shows the latest version.