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Privacy Policy

HSS respects your privacy and is committed to protecting your personal data. This privacy policy (“Policy”) will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.

1. Important information and who we are

Any reference to "we", "us" or "HSS" means HSS ProService Limited (registered company number 11084154) or, where applicable, our group companies (which include our holding companies and all subsidiary companies in the HSS group). Our registered office address is at Building 2, Think Park, Mosley Road, Trafford Park, Manchester, M17 1FQ.

This Policy sets out the basis on which we collect information from you and how we use the information we collect or which you provide. This includes information which we collect or that you provide manually or via any HSS website or via other online services or platforms (together, our "Sites").

If you have any questions regarding how we use your information or you wish to exercise any of your rights in relation to your information (as set out in paragraph 10 below), please contact our Data Governance Team at datagovernanceteam@hss.com or at HSS, Building 2, Think Park, Mosley Road, Trafford Park, Manchester, M17 1FQ.

Our Site may include links to third party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third party websites and are not responsible for their privacy statements. When you leave our Sites, we encourage you to read the privacy notice of every website you visit.

2. Other policies may apply to you

If you work for us (or have worked for us), whether as an employee or not, on a part-time, temporary or full-time basis, as a contingent worker, as a contractor, as a trainee or otherwise, the personal data we process as part of your engagement is dealt with under our separate Employee Privacy Notice, available on ProConnect.

If you apply for a job with us, the personal data we process as part of your application is dealt with under our separate Candidate Privacy Notice, available on the HSS ProService website.

3. The data we collect about you

You may give us information about you when you do any of the following:

  • contact us by telephone, or by using our ‘Request a call back’ facility by providing your telephone number, or by sending us a text message, or by sending us an email;
  • use our ‘live chat’ facility to speak to one of our customer service advisors;
  • create a trade account (and become an ‘HSS Account Customer’), a registered user or non-trade customer account;
  • sign up to receive our various newsletters by email;
  • obtain a quote for hire of our products or services, e.g. obtain a quote for skip hire by providing us with your email address and information about the type and volume and waste you would like to dispose of;
  • purchase our products or services;
  • book a place on an HSS Training course and/or share information about our training programs with people you think may be interested in our courses;
  • CCTV footage in which you feature when you visit our premises. If you have an accident while on our premises that you bring to our attention, we may record details of that accident and any injury you suffer in the relevant store's accident log; and
  • consent to be notified of products and/or services that may be of interest to you (based on your purchase history or browsing of our Sites).

If you want to use any of these services, you may need to provide us with some additional personal information so that we can liaise with you in order to deal with your request, query, purchase, quotation request, booking, application and/or customer account registration. If you do choose to provide us with your personal information, we will collect that information for our own use and for the purposes described in this Policy.

What type of personal information do we collect?

Identity Data:

  • Full name
  • Date of birth
  • Pre-contractual ID documentation (such as your driving licence or passport)
  • Usernames and passwords for our Sites

Contact Data:

  • Business and/or home contact details, e.g. address, telephone numbers (including your mobile telephone number) and email address

Customer Contract Data:

  • Order, booking or other reference number
  • Details of the product or service you have ordered
  • Details of the reason(s) for your order
  • Details of the product(s) and/or service(s) that you add to your “basket”
  • Delivery and collection dates
  • Delivery and collection address
  • Incidents, complaints or other matters relating to your order

Finance Data:

  • Financial account information, such as bank account details, credit/debit card number and other payment information

HSS Training Contract Data:

  • Attendee ID information, including national insurance number; and
  • Information about your language and/or literacy ability
  • Information about your health and/or fitness

Marketing Preference Data:

  • Marketing preferences

Communication Data:

  • Content of communications sent to us
  • Social media content (where this is in the public domain), including when you “like” us or make posts on our pages on social networking websites, such as Facebook, LinkedIn, Twitter, YouTube and Instagram, and any messages you send us via social media. This information can include posts, comments, pictures, competition responses and video footage

Call Recording Data:

  • Voice recordings of calls with us

Security and Access Data:

  • CCTV footage taken at any of our premises

Site Data:

Information collected when you visit our Sites, including:

  • Internet protocol(“IP”) address: your IP address indicates your location, unless you are using a VPN service;
  • Media Access Control address: a unique identifier, or address, assigned by the manufacturer of your device;
  • Device: what type of device you are using, e.g. TV, smartphone, laptop, desktop;
  • Operation system: what operating system your device has (IOS, Android, Windows, Linux, MAC OS X);
  • Browser and browser version: which web browser you are using (Internet Explorer/Edge, Opera, Chrome, Safari, Firefox);
  • Domain: the web address of the domain you came from before landing on our Sites;
  • Clickstream data: this is a list of all the web pages that you visited, and the order you viewed them in, on each visit to our Sites. We also record how much time you spend on each web page, and record any actions you make on each page; and/or
  • Cookies: these are small text files that our Sites place on your device, so that our Sites can remember something about you at a later time. For more information on the specific cookies that we use and their function, please see our Cookie Policy

Incoming Email Data:

Email content sent to our email addresses, including metadata, e.g. sender, recipient, time, subject, attachments and embedded content, as well as any of the other categories of personal data set out in this table that are contained in such emails. Processing of Incoming Email Data is primarily limited to work-related communications.However, personal data contained in such email content may be incidentally processed where you include it in emails you send to us. Special Category Data is not intentionally collected, but may be incidentally processed if included in such emails

Special Category Data:

Information that reveals your racial or ethnic origin, religious data, information about your health, including mental, disability, or sexual orientation

Personal data about individuals connected to our business customers and suppliers

If you are a business customer, you may provide us with personal data about your employees, workers or contractors (“Staff”), for example, the names, job titles and work contact details, e.g. telephone numbers (including their mobile telephone number) and email address, of your procurement team, site contacts, or authorised collection/delivery contacts, so that we can perform our contract with you.

Similarly, if you work for one of our suppliers, we may collect and use personal data about you, for example, your name, job title and work contact details, or details such as vehicle registration or identification needed for site access or deliveries, in order to manage our contract with your employer, arrange deliveries or collections, and meet our health and safety obligations.

We process this information because it is necessary for our legitimate interests in performing our contracts and managing our business relationships with our customers and suppliers, and, where relevant, to comply with health and safety obligations.

As it would involve disproportionate effort for us to contact each individual directly, we rely on an exemption under data protection law, and we ask our business customers and suppliers to bring this Policy to the attention of any personnel whose data they provide to us.

4. How is your personal data collected?

We use different methods to collect data from and about you including through:

Information you give us. You may give us your data by filling in forms or by corresponding with us by post, telephone, email or in person or by uploading information to our app or Sites, or via third party software providers we use. This includes personal data you provide when you:

  • order or express interest in our products or services;
  • contact customer service;
  • create an account on our Sites;
  • subscribe to our services or publications;
  • request marketing to be sent to you;
  • enter a competition, promotion or survey; or
  • give us some feedback.

Information we collect automatically. As you interact with our Sites, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive technical data about you if you visit other websites employing our cookies. Please see our Cookie Policy for further details. We also use advanced technologies, including artificial intelligence (“AI”), to support our business operations. Communications (including emails) you send to us may be processed using AI or other automated systems. This processing may involve systems designed to categorise and respond to your communication automatically.

Information we receive from other sources. We may receive personal data relating to you from others, including:

  • if you are a member of Staff of one of our business customers or suppliers, your employer (see ‘Personal data about individuals connected to our business customers and suppliers’ above);
  • analytics providers;
  • advertising networks;
  • search information providers; and
  • database bureaux and credit reference agencies. Details on why we use credit reference agencies and what data is shared is set out in section 6 below.

Information that we collect from publicly available sources. We may collect information about you from publicly available sources, such as Companies House, the Electoral Register, news sources and/or social media platforms, for example, for customer or supplier onboarding purposes, or as part of customer or supplier due diligence.

5. How we use your personal data

We use the information we collect from and about you for the purposes and activities set out below.

Lawful basis for processing your personal data

Depending on the reason we are using your personal data, we rely on one of the following lawful bases, as required by data protection law:

Contract We need certain personal data to enter into and carry out our contract with you, for example, to process your booking, hire request or order.

Consent In certain circumstances, we ask for your consent before we collect, use or share your personal data, for example, for some marketing communications, or before placing certain cookies on your device. You can give or refuse consent freely, and there is no penalty for refusing. You can withdraw your consent at any time.

Legitimate Interests We may use your personal data where it is in our legitimate interests to do so, provided this does not override your own rights and interests. We rely on this, for example, to prevent fraud, keep our premises and vehicles secure, manage our relationships with business customers and suppliers, and improve our products and services. We only rely on this basis where we are satisfied it is something you would reasonably expect, and where it does not materially affect your rights and freedoms.

Legal Obligation We sometimes need to use and keep your personal data to comply with the law, for example, to meet health and safety requirements or respond to a request from a regulator or court.

Vital Interests In rare cases, we may need to use your personal data, including health information, to protect someone’s life, for example, in a medical emergency at one of our premises.

Some of the information we collect is treated as special category data under data protection law (for example, health information). Where this applies, we need an additional legal condition on top of the lawful basis set out above. The conditions we rely on are:

Special category data — additional conditions we rely on

Explicit Consent for example, where you tell us about a health or fitness condition so that we can make reasonable adjustments for a training course.

Establishing, Exercising or Defending Legal Claims where we need to use special category data because a dispute or legal claim has arisen, or we reasonably believe one may arise.

Preventing or Detecting Unlawful Acts where we need to use information about criminal offences or convictions to prevent or detect fraud or other unlawful conduct, and it would not be appropriate to ask for your consent to do so.

Purpose and lawful basis / special category condition

To respond and/or deal with your request or enquiry and obtain any feedback from you

Type of personal data:

  • Identity Data
  • Contact Data
  • Customer Contract Data
  • Communication Data
  • Call Recording Data
  • Incoming Email Data

Lawful basis and/or Special Category condition: Contract

To process and administer your booking request(s), hire request(s) or order(s) for our products and/or services

Type of personal data:

  • Identity Data
  • Contact Data
  • Customer Contract Data
  • Finance Data
  • HSS Training Contract Data
  • Communication Data
  • Call Recording Data
  • Site Data
  • Incoming Email Data

Lawful basis and/or Special Category condition: Contract

For performing ID and credit checks to verify your identity, and ensure your location, ability to pay and creditworthiness and to safeguard against fraud and criminal activity

Type of personal data:

  • Identity Data
  • Finance Data

Lawful basis and/or Special Category condition: Legitimate Interests and, for criminal offence-related checks, Preventing or Detecting Unlawful Acts

To support customer review and feedback process

Type of personal data:

  • Identity Data
  • Contact Data
  • Customer Contract Data
  • HSS Training Contract Data
  • Communication Data
  • Call Recording Data
  • Site Data
  • Incoming Email Data

Lawful basis and/or Special Category condition: Legitimate Interests

To offer and improve our products and services

Type of personal data:

  • Identity Data
  • Contact Data
  • Customer Contract Data
  • HSS Training Contract Data
  • Communication Data
  • Call Recording Data
  • Site Data
  • Incoming Email Data

Lawful basis and/or Special Category condition: Legitimate Interests

To ensure that content from our Sites is presented in the most effective manner for you and for your computer (or other electronic internet-enabled device)

Type of personal data:

  • Site Data

Lawful basis and/or Special Category condition: Legitimate Interests

To administer and provide infrastructure to our Sites

Type of personal data:

  • Site Data

Lawful basis and/or Special Category condition: Legitimate Interests

To contact you (directly, or through a relevant partner or agent) by email or telephone for any of the above reasons

Type of personal data:

  • Identity Data
  • Contact Data
  • Communication Data
  • Call Recording Data
  • Incoming Email Data

Lawful basis and/or Special Category condition: Legitimate Interests

To carry out direct marketing and/or email marketing

Type of personal data:

  • Identity Data
  • Contact Data
  • Marketing Preference Data

Lawful basis and/or Special Category condition: Consent or, where you are an existing customer, the “soft opt-in” under Regulation 22 Privacy and Electronic Communications Regulations 2003

To enable you to take part in training courses provided by HSS Training and to keep you safe during such courses

Type of personal data:

  • Identity Data
  • Contact Data
  • HSS Training
  • Contract Data

Lawful basis and/or Special Category condition: Contract or, where the information relates to your health or fitness, Explicit Consent, or where the information is needed in a medical emergency, Vital Interests

Where necessary, as part of any actual or proposed restructuring or sale of our business or assets

Type of personal data:

  • Identity Data
  • Contact Data
  • Customer Contract Data
  • HSS Training Contract Data
  • Marketing Preference Data
  • Communication Data

Lawful basis and/or Special Category condition: Legitimate Interests

To perform any contract we have with you

Type of personal data:

  • Identity Data
  • Contact Data
  • Customer Contract Data
  • Finance Data
  • HSS Training Contract Data
  • Communication Data
  • Incoming Email Data

Lawful basis and/or Special Category condition: Contract

To respond to any social media posts or other public comments you make which relate to us

Type of personal data:

  • Identity Data
  • Contact Data
  • Customer Contract Data
  • HSS Training Contract Data
  • Communication Data

Lawful basis and/or Special Category condition: Legitimate Interests

For compliance with legal, regulatory and other good governance obligations

Type of personal data:

  • Identity Data
  • Contact Data
  • Customer Contract Data
  • HSS Training Contract Data
  • Marketing Preference Data
  • Communication Data
  • Call Recording Data
  • Security and Access Data
  • Incoming Email Data
  • Special Category Data

Lawful basis and/or Special Category condition: Legal Obligation or, in the case of good governance obligations, Legitimate Interests

To improve and measure the effectiveness of our marketing communications, including online advertising

Type of personal data:

  • Identity Data
  • Contact Data
  • Marketing Preference Data
  • Communication Data
  • Call Recording Data
  • Incoming Email Data

Lawful basis and/or Special Category condition: Legitimate Interests or, where the activity involves cookies or similar technology, Consent

To maintain and improve our physical and IT security

Type of personal data:

  • Security and Access Data
  • Site Data

Lawful basis and/or Special Category condition: Legitimate Interests

Disputes and legal proceedings

Type of personal data:

  • Identity Data
  • Contact Data
  • Customer Contract Data
  • HSS Training Contract Data
  • Communication Data
  • Call Recording Data
  • Security and Access Data
  • Incoming Email Data
  • Special Category Data

Lawful basis and/or Special Category condition: Legitimate Interests and, where a dispute or legal proceedings involves Special Category Data, Establishment, Exercise or Defence of Legal Claims

6. Disclosure of your personal data

We only share your information where we can do so in accordance with our legal data protection and privacy obligations. We share the information we collect with:

Our group companies and business divisions for the performance of contracts and to offer you a wider range of related services.

Suppliers and sub-contractors for the performance of contracts. This may include sharing your personal data with our suppliers of hire tools and equipment for the purposes of fulfilling your order, e.g. Identity Data, Contact Data and Customer Contract Data.

People and businesses who help us provide our Sites and related services to you. This may include:

  • information technology companies who host and/or maintain our Sites, e.g. Site Data;
  • payment services companies who enable you to use payment cards with us. We use Stripe for payment, analytics, and other business services. Stripe collects identifying information about the devices that connect to its services. Stripe uses this information to operate and improve the services it provides to us, including for fraud detection. You can learn more about Stripe and read its privacy policy at www.stripe.com/privacy;
  • Shopify International Limited for the purpose of transaction processing and fraud prevention, e.g. Identity Data;
  • Trulioo Information Services Inc. or its group companies to verify your identity and to prevent fraud, e.g. Identity Data;
  • Trust Pilot to support our customer review and feedback processes, e.g. Customer Contract Data;
  • companies such as Google and Facebook to make our advertising more relevant to you (where cookie consent has been given), e.g. Site Data; and/or
  • third party technology providers supporting AI or other automated systems to manage enquiries we receive from you (but where we do so the provider will act only on our instructions and under contractual safeguards), e.g. Incoming Email Data.

Our insurers and insurance brokers where required in order for us to be able to obtain insurance against risks we face in running our business. They may retain this information for the purpose of ongoing risk assessment and insurance broking and underwriting services.

Our auditors, professional advisers, compliance managers, government, law enforcement or regulatory authorities in order to manage disputes and legal proceedings, and fulfil our legal, statutory and regulatory obligations or as required for tax purposes.

Our registrars in order to administer our share register, employee share plans, dividend payments, voting, elections, annual report correspondence and identifying relevant products and services.

External third parties in response to a legal process, including as part of any actual or proposed restructuring, financing or sale of HSS or any of its businesses or assets.

Credit reference agencies. We will supply your personal information to credit reference agencies (“CRAs”) who will check the details supplied against any database, public or otherwise, and they will give us information about you, such as about your financial history. We do this to assess creditworthiness, check your identity, manage your account, trace, recover debts, and prevent fraud and criminal activity. A record of the search may be retained by CRAs. We will also continue to exchange information about you with CRAs on an ongoing basis, including about your settled accounts and any debts not fully repaid on time. CRAs will share your information with other organisations. The identities of the CRAs, and the ways in which they use and share personal information, are explained in more detail at https://www.experian.co.uk/privacy/privacy-and-your-data and https://www.creditsafe.com/gb/en/legal/privacy-policy.html. As part of the credit check process for cash customers who want to place an order with us, you may be asked to provide your name, address history, an image of yourself and an identity document such as a driving licence or passport. This information will be provided to CRAs, who will share it with their partners and other organisations, in order to carry out the credit check process, including via Document Verification Services..

7. International transfers

We may transfer your personal data outside the United Kingdom, including to the United States and other countries, for the purposes described in this Policy. Where we do this, we put in place appropriate safeguards, which may include relying on UK adequacy regulations, a supplier's certification under the UK – US Data Bridge (where applicable), or entering into the Information Commissioner’s Office’s (“ICO”) International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses together with a transfer risk assessment. You can request further details of the safeguards that apply to your personal data by contacting our Data Governance Team at datagovernanceteam@hss.com or at HSS, Building 2, Think Park, Mosley Road, Trafford Park, Manchester, M17 1FQ.

8. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the ICO without undue delay and, wherever feasible, within 72 hours of becoming aware of it. If the breach is likely to result in a high risk to your rights and freedoms, we will also notify you directly without undue delay.

9. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, taxation or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

You can request details of retention periods for specific aspects of your personal data by contacting our Data Governance Team at datagovernanceteam@hss.com.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

10. Your rights and managing your information

Your data protection rights are summarised below. We will comply with any valid request, unless it is manifestly unfounded or excessive, in which case we may refuse to act on it or charge a reasonable administrative fee, as permitted by data protection law. If we refuse a request, we will explain why, without undue delay and within one month, and tell you about your right to complain to the ICO and to seek a judicial remedy. To protect your information, we may ask you to verify your identity before responding.

We aim to respond to all requests within one month of receipt. If your request is complex, or you have made a number of requests, we may extend this by a further two months, and we will explain why within the first month if this is the case.

a) Asking us about your information You have the right to ask us whether we hold information about you and, if so, for us to give you certain details about that information and/or the information itself. This right is commonly known as a ‘subject access request’. If you would like to make a subject access request, you can do so here.

b) Correcting inaccurate information If you consider that any of the information we collect on you may be inaccurate or incomplete, and you cannot correct such inaccuracy or omission yourself through your account with us, please contact us with your queries and/or with the updated information.

c) Erasing information You have the right to ask us to erase your information in the following circumstances:

the information is no longer necessary for the purposes for which we collected it;

  • we need your consent to use the information and you withdraw such consent;
  • you object to us using your information (a) for the performance of a task carried out in the public interest; or (b) for the purposes of our legitimate interests (e.g. direct marketing) and there are no overriding legitimate grounds for the processing;
  • you unsubscribe from our marketing communications;
  • we have used your information unlawfully; or
  • deletion of the information is required to comply with a legal obligation applicable to us.

d) Restricting processing You have the right to require us to restrict our use of your information where one of the following applies:

  • while we verify the accuracy of the information that we hold about you where you contest the accuracy of the same;
  • we have used your information unlawfully, but you request us to restrict its use instead of deleting it;
  • we no longer need the information for the purpose for which we collected it, but you need it to deal with a legal claim; or
  • while we verify that our legitimate grounds override your right to object where you have objected to us using your information.

e) Right to object If we are using your information on the basis of our legitimate interests, you may object to this at any time by contacting us as set out below.

f) Right to data portability You have the right to request that we transfer the data you have provided to us to another organisation, or directly to you, under certain conditions.

g) Withdrawal of consent If you have consented to us using your information, e.g. for marketing purposes, you have the right to alter your preferences or withdraw this consent by contacting us as set out below or, where applicable, via https://www.hssproservice.com/marketplace/#/contact-preferences/request, or by clicking the unsubscribe link in any email communication. This will not affect the lawfulness of any use of your information that we make before you amend your preferences or withdraw your consent.

h) Right to complain to the ICO If you are unhappy with the way we have handled your personal data, you have the right to complain to the ICO, the UK's independent regulator for data protection, at ico.org.uk/make-a-complaint or by calling 0303 123 1113. We would welcome the opportunity to address your concerns directly before you approach the ICO, so please contact our Data Governance Team in the first instance at datagovernanceteam@hss.com.

It is key that the information we hold about you remains accurate and up to date to avoid errors and misunderstanding. Your assistance with this would be appreciated. If you have an online account with us which you manage directly, please ensure that the information you provide to us through that account remains accurate and up to date by regularly visiting us at https://www.hssproservice.com/marketplace/#/contact-preferences/request and updating as necessary.

Providing certain personal data, such as your Identity Data, Contact Data and Finance Data, is necessary for us to supply the products or services you request. If you do not provide this information, we may not be able to process your order, hire request or booking.

11. Updates to this Policy

We may update this Policy from time to time in response to changing legal, regulatory, technical or business developments.

You can see when this Policy was last updated by checking the “Version” date displayed at the bottom of this Policy.

12. How to contact us

You can contact us with any queries about how we use your information by contacting our Data Governance Team at datagovernanceteam@hss.com or at HSS, Building 2, Think Park, Mosley Road, Trafford Park, Manchester, M17 1FQ.



Version: August 2026