Privacy & Cookie Notice

Version 0.4 (draft) · Last updated 14 June 2026 · Applies to the website hrm-globalsolutions.com and the services described below.

This notice explains how we collect and use personal data, the choices you have, and how to contact us or complain. We are committed to handling personal data , especially data relating to children, lawfully, fairly and transparently under the UK GDPR and the Data Protection Act 2018.

1. Who we are

This website and the services on it are operated by HRM Global Solutions Ltd, which is the data controller. Registered office: 124 City Road, London EC1V 2NX. VAT no. GB 984 291 188. Company no. 6894797.

We operate under several brands, all part of HRM Global Solutions Ltd: The Green Room (food service), RecyclaCell® (a registered trademark — environmental and energy tools), and RecyclaCell Foundation (under which we deliver the Growing Intelligence education programme). RecyclaCell Foundation is a brand of HRM Global Solutions Ltd and is not a registered charity.

For questions about this notice or your data, contact our data protection contact at info@hrm-globalsolutions.com or in writing at the address above.

Pupil data in the Growing Intelligence programme. The GI programme is designed so that we do not collect or hold identifiable pupil data. Our role is to provide educational materials and curriculum; these are used by teachers, who keep pupil information anonymous. Any personal data about pupils stays within the school, which is the data controller under its own privacy notice. This notice covers only the data we control directly.

2. The personal data we collect, and why

When	What we collect	Why (purpose)
You use our website contact form	Name, email, phone, company (optional), and your message	To respond to your enquiry
You order from The Green Room	Order details. Payment is taken by SumUp through their own store — we do not receive or store your card details	To fulfil your order
You join our WhatsApp community	Your WhatsApp profile/number, visible within the group	To share menu, offers and order updates. Managed within WhatsApp (Meta)
Use of the RFID attendance / tuck-shop system (not currently in operation)	If deployed in future: name, attendance, account balance and transactions	Attendance, cashless purchases and account management
Live dashboards	System telemetry (energy, sensors) — not personal. Camera views are intended to show plants and equipment, not identifiable people	Monitoring and education

3. Our lawful bases

We rely on the following lawful bases under Article 6 of the UK GDPR (confirm and adjust to match your actual processing):

Contract — to take and fulfil Green Room orders.
Legitimate interests — to respond to enquiries and run our services.
Consent — for the WhatsApp community and any non-essential cookies; you can withdraw consent at any time.
Legal obligation — e.g. to keep financial records.

We do not currently process special-category data (such as allergy, dietary or medical information) through this website. If that changes, we will rely on an appropriate Article 9 condition and update this notice.

4. Children's data

Parts of our work involve children. We take additional care: we collect only what is needed, we do not use children's data for marketing or profiling, and within the GI programme we act on the school's instructions as set out above. Safeguarding concerns are handled under the relevant school's safeguarding policy. [Add link to your DPIA / safeguarding statement once complete.]

5. Cookies & similar technologies

We aim to keep cookies to a minimum. This site uses:

Strictly necessary cookies for security and to make the site work (for example via our hosting/CDN provider, Cloudflare). These do not require consent.
We use no analytics or advertising cookies. Non-essential cookies are only set with your consent.

Ordering is handled on SumUp's own store, which sets its own cookies under SumUp's privacy notice. You can control cookies through your browser settings.

6. Who we share data with

We do not sell personal data. We share it only with service providers who process it on our behalf, under contract, including:

SumUp — payment processing for The Green Room.
Meta (WhatsApp) — the community group.
Our hosting provider — 123 Reg — and Cloudflare for site delivery and security.
No other processors are used beyond those listed.

We may also disclose data where required by law.

7. How long we keep it

We keep personal data only as long as needed for the purposes above and to meet legal requirements, then delete or anonymise it. [Add your retention periods — e.g. enquiries: 12 months; order records: 6 years for tax; RFID accounts: while active + [X] months.]

8. Where your data is stored

Our website and systems are hosted by 123 Reg, a UK-based hosting provider. Some providers (e.g. Meta / WhatsApp) may process data outside the UK; where that happens, appropriate safeguards such as the UK International Data Transfer Agreement apply.

9. Your rights

Under the UK GDPR you have the right to: access your data; ask us to correct or erase it; restrict or object to processing; data portability; and to withdraw consent at any time. To exercise any right, contact us at info@hrm-globalsolutions.com. We will respond within one month.

10. Complaints

If you have a concern, please contact us first so we can help. You also have the right to complain to the Information Commissioner's Office (ICO):

Information Commissioner's Office · Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113 · ico.org.uk/make-a-complaint
Our ICO registration number: [ICO REG NO. — register at ico.org.uk if not yet done]

11. Changes to this notice

We may update this notice from time to time. The version and date at the top show when it was last changed.