Hiwin Systems provides quantity surveying (BOQs), project scheduling and MEP drafting services to clients in Ireland, the UK, Europe and the Middle East. Hiwin Systems Ltd is the data controller for personal data collected through hiwinsystems.com.
We only collect what you give us through our forms or by email, plus basic technical data when you visit the site.
| Source | Data collected |
|---|---|
| Contact / Project Brief form | Name, company, email, phone, services of interest, project details, uploaded drawings (DWG, PDF, PNG, JPEG, RVT, ZIP) |
| Job Application form | Role applied for, name, email, phone, location, years of experience, LinkedIn profile, cover note, CV (PDF or DOCX) |
| Email to us | Your email address, message and any attachments |
| Website visits | IP address, browser and device type, pages visited, cookies (see section 7) |
Please do not send special category data (for example health information) unless we ask for it.
| Purpose | Legal basis (GDPR Art. 6) |
|---|---|
| Reply to enquiries and prepare quotes | Steps before a contract, at your request |
| Deliver BOQ, scheduling and MEP drafting work | Performance of a contract |
| Assess job applications | Steps before an employment contract |
| Send automatic confirmation emails | Legitimate interest in confirming receipt |
| Keep the website secure and working | Legitimate interest |
| Website analytics | Your consent via the cookie banner |
| Accounting and legal records | Legal obligation |
We do not sell your data, and we do not use it for automated decision-making or profiling.
Drawings and project documents you send are treated as confidential client information.
CVs and application details are seen only by the people involved in recruitment.
We share data only with service providers that help us run the business:
| Provider | Purpose |
|---|---|
| Hostinger | Website hosting and business email |
| Dropbox | Receiving and storing large drawing sets |
| Microsoft (Outlook) | |
| Google (Analytics, Maps) | Website statistics and office maps, only if you accept cookies |
Our team works from Ireland and India, so your data may be shared with Hiwinsystems LLP in India, which is outside the European Economic Area. We protect these transfers using the European Commission’s Standard Contractual Clauses (SCCs) between Hiwin Systems Ltd and Hiwinsystems LLP, and the safeguards in section 9. Contact us for a copy of the safeguards in place.
| Data | Kept for |
|---|---|
| Enquiries that do not become projects | 12 months after last contact |
| Client project files and drawings | Project duration + 6 years, or deleted earlier on request |
| Invoices and contracts | As required by Irish tax law (normally 6 years) |
| Unsuccessful job applications | 12 months, unless you ask us to delete sooner |
| Website form submissions | 12 months |
Essential cookies keep the website working and are always on. Everything else loads only after you accept it in the cookie banner, and you can change your choice at any time.
You can also block or delete cookies in your browser settings.
Under GDPR you have the right to:
Email info@hiwinsystems.com to use any of these rights. We reply within one month.
If you are unhappy with how we handle your data, you can complain to the Irish Data Protection Commission (or your local data protection authority).
Security. The website uses HTTPS, our business email is authenticated (SPF, DKIM, DMARC), and access to client files is limited to the people working on them.
Changes. We may update this policy. The date at the top of the page shows the latest version.
Contact. Questions about this policy or your data: info@hiwinsystems.com, or write to our Ireland office at the address in section 1.
