Privacy Policy

Draft – last updated October 31, 2026. Please review with a qualified advisor before relying on it.

This Privacy Policy explains how Hargrave & Co. (“we”, “us”) handles personal information when you visit hargraveandco.com or take our Records Fit Check. We have tried to keep it short and in plain English.

The site is run by Hargrave & Co. If you have any questions, email hello@hargraveandco.com.

The short version

  • We collect what you type into the Records Fit Check, so we can tell you if your firm may be a fit and follow up about a referral.
  • We never ask you to upload files on our site.
  • We do not sell your personal information.
  • We only share your details with an AI data buyer if your business asks us to refer it.
  • You can ask us to see, correct or delete your details at any time by email.

What we collect

When you take the Records Fit Check, we collect:

  • Your answers about your firm: team size, years in business, the types of records you keep, your country, whether your records are mostly in English, and how your records are stored.
  • Your contact details: your name, work email, company name and phone number, and your company website if you choose to give it.
  • The page you sent the form from.

The form also has a hidden spam-check field (sometimes called a “honeypot”). People never see it and leave it empty. If it is filled in, we treat the submission as spam and do not send it on.

When you visit the site: like most websites, our hosting provider (Cloudflare) processes technical information such as your IP address, browser type and the pages requested. This is used to deliver the site and keep it secure.

When you email us: we receive your email address and whatever you choose to include in your message.

What we do not collect: we do not ask you to upload files or project records on our site. Please do not send us confidential records unless we have agreed a reason with you first.

Why we use it

We use your information to:

  • work out your fit score and show you the result;
  • contact you about your result and next steps, including a possible referral to an AI data buyer;
  • answer your questions;
  • keep the site secure and stop spam and misuse; and
  • meet our legal obligations.

How your information is handled

  • The site is hosted on Cloudflare. When you submit the Fit Check, it is checked on Cloudflare’s servers.
  • Your submission is then sent to us by email through an email delivery provider, Resend.
  • We receive and store those emails in our email inboxes, which are provided by Google.
  • If email delivery fails, a copy of the submission may be kept for a short time in our hosting provider’s server logs so it is not lost.

These providers act on our behalf and handle information under their own security and privacy terms.

Who we share it with

  • AI data buyers, only if you ask. If your business decides to apply to an AI data buyer through us, we may share your contact details and Fit Check answers with that buyer so they can consider your application. We will not share them with a buyer without your request. Once a buyer has your information, its own privacy policy applies.
  • Service providers that help us run the site and our email (listed above).
  • If the law requires it, for example to respond to a valid legal request, or to protect our rights or someone’s safety.

We do not sell your personal information, and we do not share it for advertising.

Cookies and analytics

We do not use analytics tools, advertising trackers or marketing cookies on this site, and our own code does not set cookies. Our host, Cloudflare, may use strictly necessary cookies or similar technology to protect the site from attacks and bots. If we ever add analytics, we will update this policy first.

How long we keep it

We keep Fit Check submissions and related emails for as long as we need them to follow up with you and manage any referral, and then for up to 24 months after our last contact with you, unless the law requires us to keep them longer. You can ask us to delete your details sooner.

Keeping it safe

The site uses HTTPS (encrypted connections). We use reputable providers and limit who can see lead emails. No system is perfectly secure, so we cannot promise that information will never be lost or misused, but we take reasonable steps to protect it.

Your choices and rights

You can email hello@hargraveandco.com at any time to:

  • ask what personal information we hold about you;
  • ask us to correct it;
  • ask us to delete it; or
  • tell us to stop contacting you.

We may need to confirm who you are before we act on a request. We will not charge you for a reasonable request, and we aim to reply within 30 days.

Privacy laws in the countries we serve

We work with firms in the US, Canada, the UK and Australia. Depending on where you live, privacy laws may give you extra rights. We aim to respect them, and we do not claim any certification under them.

  • United States. Some US states give residents rights to know, access, correct and delete personal information, and to opt out of its sale or use for targeted advertising. We do not sell personal information or use it for targeted advertising. You can make any of these requests by email, and we will not treat you differently for doing so.
  • Canada. Canadian privacy law gives you rights to access and correct your personal information and to withdraw consent, subject to legal limits. You can contact us, and you may also contact the Office of the Privacy Commissioner of Canada.
  • UK and European Economic Area. Under the UK GDPR and the EU GDPR, you can ask for access, correction, deletion, restriction, a copy of your data (portability), and you can object to our use of it. We rely on our legitimate interests in responding to and following up on inquiries you start, and on your consent to contact you about your results, which you can withdraw at any time. You can complain to the UK Information Commissioner’s Office or your local data protection authority.
  • Australia. Where the Australian Privacy Principles apply, you can ask to access and correct your personal information. If you are unhappy with how we handled a complaint, you can contact the Office of the Australian Information Commissioner.

International transfers

Our providers (Cloudflare, Resend and Google) may store or process information in the United States and other countries, which may have different privacy laws from where you live. Where the law requires it, we rely on our providers’ standard safeguards for these transfers, such as contractual clauses.

Children

This site is for businesses. It is not meant for anyone under 18, and we do not knowingly collect information from children.

Changes to this policy

We may update this policy from time to time. We will change the “last updated” date at the top, and if a change is important we will make it clear on this page.

Contact

Hargrave & Co
Email: hello@hargraveandco.com
Postal address: PO Box 170, Clare, South Australia 5453, Australia