Last Updated: 27 October 2026
HAILO is the trading name of HAILO-OPS LTD (company number 17283721), 205 Regent Street, London W1B 4HB. We decide how the personal data described here is used, which makes us the controller of it. You can reach us about anything in this policy at contact@hailo-ops.com.
We only collect what we need to answer your enquiry, prepare your assessment report and run this website. The table lists every piece of personal data the site handles.
| What | Why | Legal basis | Who handles it | How long we keep it |
|---|---|---|---|---|
| Name, work email, company, job title, what is slowing your operations down (free text), consent tick, and the lead score the form calculates | To arrange the call you asked for and prepare for it | Consent | HAILO website backend on Google Cloud (Cloud Run, London; Firestore) | Kept until you ask us to delete it. We review whether we still need it once a year. |
| Name, work email, company, job title, what is slowing your operations down, lead score and how you found the site | To keep track of who we are talking to and what we agreed | Consent | HAILO CRM (Omnidrive) on Google Cloud | Kept until you ask us to delete it. We review whether we still need it once a year. |
| Which campaign or site sent you here (UTM tags, ad click IDs, referring page) and the first page you landed on | To know which channels bring the conversations we have | Legitimate interests | HAILO website backend and HAILO CRM, attached to your form submission | Kept until you ask us to delete it. We review whether we still need it once a year. |
| Name, work email, company, your assessment answers and the figures calculated from them | To build your report and give you a private link to it | Consent | HAILO website backend on Google Cloud (Firestore) | Kept until you ask us to delete it. We review whether we still need it once a year. |
| Name, work email, company and your report link | To send you the link to your report. This is the only email the site sends you. | Consent | Brevo (email delivery) | Brevo keeps its delivery logs under its own retention policy. |
| When your report link was opened and how many times (no IP address or device details are stored with it) | To know whether the report reached you before we follow up | Legitimate interests | HAILO website backend on Google Cloud (Firestore) | The detailed open log keeps the last 90 days and at most 50 opens, trimmed when the report is next opened. The open count and first and last open times are kept with the report. |
| Name, work email and a submission reference, passed to the booking calendar after you submit the form | To show you available times and book the call | Consent | Calendly | Calendly keeps bookings under its own privacy policy. We keep the booking status with your lead. |
| Whether you booked, cancelled or rescheduled, and the meeting time | To prepare for the call and stop chasing you once you have booked | Legitimate interests | HAILO website backend and HAILO CRM | Kept until you ask us to delete it. We review whether we still need it once a year. |
| A spam-check score for your form submission and your IP address | To stop automated spam reaching us and being sent email in your name | Legitimate interests | Google reCAPTCHA | Google keeps reCAPTCHA data under its own privacy policy. |
| Pages you visit, how you move through the site, and form steps you complete (never your name, email or what you type) | To understand which pages help people and which do not | Consent | Google Analytics 4 | Kept in Google Analytics for the retention period set on our property. |
| IP address, browser type and, when the site breaks, the error and page address | To keep the site secure and fix it when it breaks | Legitimate interests | Google Cloud Logging; error alerts (without IP or browser details) go to a private HAILO Telegram chat | Deleted automatically after 30 days. |
Where we rely on your consent, you can withdraw it at any time by emailing us. Where we rely on legitimate interests, we have weighed our need against your privacy, and you can object.
We will not add you to marketing emails. The only email this website sends you is the link to an assessment report you asked for. We do not sell your data, and we run no advertising tracking on this site.
When we send someone a link to an operational diagnostic, we record when that report page is opened. We do this so we know whether a report we sent was actually read, and can follow up appropriately instead of chasing someone who already has what they need.
Each open is recorded as a date and time against the record of the person the report was prepared for. Automated checks run by mail-security scanners are recorded separately and are not counted as someone reading the report.
Report links do not expire and can be forwarded. If somebody else sent you a report, the open is recorded against the person it was originally prepared for, and we do not identify you from it.
Individual open timestamps are kept for 90 days and then deleted. A running count of opens, together with the first and most recent open dates, is kept with the report until you ask us to delete it.
This is first-party measurement on our own pages. It sets no cookies and is not used for advertising, and it is separate from the analytics described in our Cookie Policy.
Our website backend and our CRM run on Google Cloud in London. Calendly, Brevo and Google may process data outside the UK. Where they do, the transfer is covered by UK adequacy regulations or the provider's data transfer agreement.
You can ask us to:
Email contact@hailo-ops.com. To protect you, we confirm the request by replying to the email address we hold for you before we act on it. We reply within one month.
If you ask us to delete your data, we keep your email address on a do-not-contact list only, so that we never contact you again by mistake.
If you are unhappy with how we have handled your data, tell us first at contact@hailo-ops.com. We acknowledge every complaint within 30 days and tell you what we are doing about it.
You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
When what we collect changes, we update this page and the date at the top.