Who is responsible
Hampton Headway Solutions Ltd (HHS) is responsible for your initial Sales Agent registration information. Our registered office is 1 Ashley Avenue, Epsom, England, KT18 5AD. For privacy questions or requests, contact Jennifer Chilton-Jones at jennifer.chilton-jones@hamptonheadwaysolutions.com.
Scope and information collected
This notice covers initial registration, communications and HHS review. Submission does not approve an engagement or activate access. Separate arrangements apply to later identity verification, contracts, tax and payment information.
An authorised administrator creates an invitation using your name and personal email. HHS will identify the actual source of those details in the invitation if they were not obtained directly from you. The form records preferred name, telephone details, address, city, postal code, country, optional LinkedIn profile and employment summary. It also records declarations, submission time, the notice version acknowledged, invitation/session references and limited security/review events. Do not enter identity-document numbers, health information, tax identifiers or bank details.
Purposes and lawful bases
Where you ask HHS to consider you for an engagement, we use necessary information to take the requested steps towards a contract. Our proposed basis for invitation administration, securing the portal, preventing misuse and proportionate review evidence is legitimate interests: administering recruitment safely and fairly and protecting applicants and HHS. Notice acknowledgement is evidence that the notice was provided; it is not marketing consent or acceptance of engagement terms.
Required and optional details
Your invitation name and email are fixed. The current form requires mobile, address, city, country and both declarations; other displayed details are optional. These are current form requirements, not a claim that the law requires every field. If necessary information is unavailable, HHS may be unable to progress the registration. Contact HHS to correct invitation details or discuss an alternative.
Who receives information
Access is restricted to authorised HHS personnel involved in onboarding and secure administration. Planned service providers are Airtable for registration/review records, Resend for messages and OpenAI for portal hosting and identity, with infrastructure providers in its subprocessor chain. Registration does not grant applicants Airtable base access, and HHS does not use registration to add applicants to marketing lists.
Overseas access and processing
Brian McClurg and Jennifer Chilton-Jones, HHS co-owner and Commercial Director, may access registration information from South Africa for administration within Hampton Headway Solutions Ltd. Provider processing can also take place outside the United Kingdom, including the United States. Resend documents US storage; its sending region does not determine storage location. HHS is verifying the contractual safeguards and actual processing arrangements for each provider and overseas-access route. Once verified, details of applicable safeguards can be requested from the privacy contact. HHS does not claim exclusive UK or EU storage.
Retention
The HHS-approved operational policy is to remove incomplete registrations within 90 days after the last invitation expires; unsuccessful or withdrawn registrations after six months from the recorded outcome; and duplicate successful intake data within 90 days of verified transfer to the necessary personnel record. A documented complaint or legal hold may require specific information to be retained longer. Successful personnel, contract and payment records require a separate approved schedule. These periods are HHS policy decisions, not statements of statutory retention periods.
Resend documents 30-day retention for email/log data on the current Free plan and seven-day backups. Earlier removal requires a support request. HHS retains only necessary local notification evidence under its own schedule. The Airtable onboarding base shows one year of snapshot history, during which snapshots made before live-record deletion can still contain those records. Airtable documents seven-day record trash and separate history/comment handling. Airtable Support confirms that 45 days is not a universal maximum for permanent erasure. A supplied SIG Lite questionnaire labelled 2023 describes removal from all backups taking up to 90 days following a permanent-deletion request; its current applicability to selective applicant deletion on the Team plan remains unconfirmed. HHS will remove relevant active information when due, record deletion requests and seek further provider erasure where required. HHS does not promise that all retained copies are erased within either 45 or 90 days. Provider expiry, backups, restoration and residual copies must be reconciled with HHS disposal controls; deletion from a live table does not establish deletion from every backup.
Your rights and human review
You may request access, correction, erasure, restriction and, where applicable, portability. You may object to processing based on legitimate interests for reasons connected with your circumstances. Contact Jennifer; HHS will explain any limitation and how it handles your request. You may complain to the UK Information Commissioner or another competent supervisory authority where applicable.
HHS staff review and decide the outcome. The workflow does not automatically approve or activate an applicant or make an automated suitability decision. Technical checks validate invitations, required fields and duplicate submissions. HHS will provide updated privacy information if relevant purposes or handling change.
Form acknowledgement
“I acknowledge that I have been provided with the HHS Sales Agent Privacy Notice, version 0.5.” The portal records the version, URL, content digest and server timestamp. The applicant’s accuracy declaration remains separate.