1. Who We Are

HRN is committed to protecting and respecting your privacy. We are a family-run business established in 1980, specialising in the sale of agricultural, construction and plant machinery. For the purpose of the UK GDPR and Data Protection Act 2018, we are the Data Controller.

  • Company Name: HRN Tractors Limited
  • Company Number: SC072669
  • Registered Address: South Road, Insch, Aberdeenshire, AB52 6XF
  • Trading Address: West Rossburn Lane, Stirling, FK9 4AH
  • Data Protection Contact: Please direct all enquiries to PrivacyInfo@HRNGroup.co.uk

  1. What This Policy Covers

This Privacy Policy explains:

  • What personal data we collect
  • How we use that data
  • How we protect your data
  • Your legal rights
  • How you can contact us

  1. What is Personal Data

Personal data refers to any information that can identify an individual, directly, or indirectly, including names, addresses, contact details, IP addresses, and other identifiers.

  1. Your Rights

Under data protection law, you have the following rights:

  • To be informed – about how we use your personal data.
  • To access – the personal data we hold about you.
  • To correct – any inaccuracies in your data.
  • To delete – your data in certain circumstances.
  • To restrict – or object to how we process your data.
  • To data portability – allowing you to move your data to another provider.
  • To withdraw consent – where you have previously given it.
  • To object to automated decision making – we do not use your personal data in this way.

To exercise any of these rights, please email PrivacyInfo@HRNGroup.co.uk

  1. Who We Collect Data From

We collect personal data directly from individuals interacting with us as customers, suppliers, service providers, employees, job applicants, and other business contacts.

  1. What Data We Collect and How

Data Type Collection Method
Name, contact details, date of birth Website, order forms, in-person events, phone, or email enquiries.
IP address, browser info Web analytics and cookies.
Business details, credit information Account applications, finance agreements, credit checks.
Purchase history, preferences Through our CRM, website transactions, marketing interactions.

 

We do not knowingly collect data from children.

If you apply for a job with us by post, email, or in person, we will collect and process your personal data to manage the recruitment process. This may include your CV, application forms, references, and interview notes. Recruitment is managed offline, and we treat applicant data in accordance with this Privacy Policy and our legal obligations.

  1. Lawful Basis for Processing

We only process your personal data where we have a valid legal reason to do so. Depending on the nature of our relationship with you, we may rely on one or more of the following lawful bases:

  • Consent – when you have given clear permission for us to process your data (e.g. for marketing)
  • Contract – when processing is necessary for a contract we have with you (e.g. to supply goods or services)
  • Legal obligation – when we need to comply with the law (e.g. tax or employment obligations)
  • Legitimate interests – when we use your data in a way that is necessary for our business, as long as it does not override your rights and freedoms (e.g. keeping in touch with existing customers)

We carefully consider whether using your data in this way is fair and does not override your rights.

  1. How We Use Your Data

  • To supply goods and services
  • To manage customer accounts and finances
  • For marketing (with consent)
  • To improve our products and services
  • To communicate regarding transactions or enquiries

We do not currently use your data for profiling or automated decision-making.

When you visit our premises, you may be recorded on CCTV for security and safety purposes.

Marketing

We will only send marketing communications if you have opted in. You may opt out at any time by emailing PrivacyInfo@HRNGroup.co.uk or clicking the unsubscribe link in our emails.

We do not share your data with third parties for marketing purposes without explicit consent.

  1. Data Sharing

We may share your data with trusted third parties where necessary and appropriate. These include:

  • Associated Companies – including Agritrac Exports Limited and R & N Barclay, where it supports our business operations, such as fulfilling orders, processing payments, or managing joint services.
  • IT and Service Providers – including software, cloud storage, website hosting, analytics, email services, and other third parties that support the delivery and operation of our business systems and website. These providers only process data on our instructions and in line with applicable data protection law.
  • Regulatory or Legal Authorities – such as HMRC or law enforcement, if required by law.

If we transfer personal data outside the UK, we will ensure it is protected with appropriate safeguards such as adequacy decisions, standard contractual clauses, or other lawful mechanisms.

  1. How Long We Keep Your Data

We only retain personal data for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements. The specific retention period depends on the type of data and our relationship with you.

We typically retain data for the following periods:

  • Customer and financial records – typically kept for 6-7 years to comply with tax and accounting laws.
  • Marketing preferences – retained until you unsubscribe or withdraw your consent.
  • Employee records – typically retained for 6 years after employment ends in line with statutory limitation periods (e.g. to defend legal claims). Certain information may be retained longer where required (e.g. pension or health and safety data).

Full retention schedules are maintained internally and reviewed regularly.

  1. Security of Your Data

We take the security of your personal data seriously and use a combination of technical, physical, and organisational measures to protect it. These include:

  • Password-protected systems and secure user authentication.
  • Encrypted communications and data transfers where appropriate.
  • Firewalls, antivirus, and malware protection.
  • Secure server environments with restricted access controls.
  • Regular security updates and patching of software and systems.
  • Role-based access controls to ensure only authorised personnel access specific data.
  • Staff training on data protection and confidentiality obligations.

  1. Cookies

We use cookies on our website to improve user experience and analyse site traffic. Please refer to our Cookies Policy for full details.

  1. Access to Your Data (Subject Access Request)

You have the right to request a copy of the personal data we hold about you. Requests can be made in writing to PrivacyInfo@HRNGroup.co.uk

We aim to respond within one month unless the request is complex, in which case you will be informed of any delay.

  1. Updates to This Policy

We may update this policy from time to time. The latest version will always be available at hrngroup.co.uk/privacy-policy/

  1. Complaints

If you have any concerns about how we handle your personal data, we would appreciate the chance to resolve this issue directly.

You can contact us at PrivacyInfo@HRNGroup.co.uk

If you remain dissatisfied, you have the right to lodge a complaint with the UK’s data protection authority:

Information Commissioner’s Office (ICO)

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Website: https://ico.org.uk