Privacy Policy

1. Who we are

Mentora Group ("we", "us") is the parent company of HLB Ireland, an accounting, tax and advisory firm, and FutureRange, an IT services firm. Our registered address is Suite 7, The Courtyard, Carmanhall Road, Sandyford, Dublin 18, D18 NW62.

Mentora Group is the data controller for personal data collected through this website. We process personal data in accordance with the General Data Protection Regulation (EU 2016/679) ("GDPR") and the Irish Data Protection Act 2018.

2. Scope of this policy

This policy covers this website and general enquiries made to the group. When one of the group's firms provides services to you — for example accounting, tax, advisory, managed IT or cybersecurity services — the engagement is governed by that firm's own privacy policy and engagement terms:

• HLB Ireland privacy policy — which also covers matters specific to regulated professional services, such as anti-money-laundering identification, engagement files and payroll processing;
• FutureRange privacy policy — which covers data processed in the delivery of IT and security services.

3. What personal data we collect

Data you give us

When you contact us by form, email or phone, we receive the details you choose to share: your name, email address, phone number, company, the area you are interested in, and the content of your message. If you apply to work with us, we receive the information in your application. Providing this information is voluntary, though we cannot respond to an enquiry without contact details.

Data collected automatically

Like most websites, our hosting provider records limited technical data in server log files: IP address, browser type and version, operating system, referring pages, and the date and time of visits. We use this data in aggregate to keep the site secure and working; we do not use it to identify individual visitors.

Data from the firms

Where you are already a client or contact of HLB Ireland or FutureRange, the relevant firm may share your business contact details within the group so the right team can deal with your enquiry.

4. Why we use it and our legal bases

• Responding to enquiries and managing business relationships — our legitimate interest in dealing with the people who contact us and in administering and promoting the group's business.
• Providing services — where processing is necessary for a contract with you or to take steps at your request before entering one.
• Legal and regulatory obligations — including company law, tax law and the anti-money-laundering obligations that apply to the group's regulated services.
• Consent — where we rely on consent (for example optional marketing communications), you may withdraw it at any time, without affecting processing already carried out.

We do not use personal data for automated decision-making or profiling that produces legal or similarly significant effects.

5. Cookies

This website does not use advertising, analytics or tracking cookies. Only cookies that are strictly necessary for the site to function may be set. You can block or delete cookies through your browser settings at any time without affecting your use of this site. If we introduce analytics in future, this policy and our cookie controls will be updated first.

6. Who we share it with

We do not sell personal data. It may be shared with:

• Group companies — HLB Ireland and FutureRange, so the right team can answer you;
• Service providers — the IT and cloud providers that host our website, email and systems, acting under GDPR-compliant data-processing agreements;
• Professional advisers and auditors — where necessary for the running of the group;
• Regulators and authorities — including the Revenue Commissioners, the Companies Registration Office, the Data Protection Commission or others, where the law requires or permits it.

7. International transfers

Our systems are hosted principally within the European Economic Area. Where a service provider processes data outside the EEA, we rely on an adequacy decision of the European Commission or appropriate safeguards such as the EU Standard Contractual Clauses.

8. How long we keep it

• Enquiries — retained as long as needed to handle your enquiry and any business relationship that follows from it;
• Client engagement files — generally retained for six years after the engagement ends, per the firms' policies and professional obligations;
• Anti-money-laundering records — retained for five years after the business relationship ends, as the law requires;
• Unsuccessful job applications — retained for up to twelve months unless you agree to a longer period;
• Server logs — retained for a short period for security purposes and then deleted.

9. How we protect it

We apply appropriate technical and organisational measures, including encryption in transit, access controls limiting data to the people who need it, and staff training. If a personal data breach occurs that we are required to notify, we will notify the Data Protection Commission without undue delay and where feasible within 72 hours, and — where the breach is likely to result in a high risk to you — we will tell you directly.

10. Your rights

Under the GDPR you have the right to:

• Access — request a copy of the personal data we hold about you;
• Rectification — have inaccurate data corrected and incomplete data completed;
• Erasure — have your data deleted where there is no lawful reason for us to keep it;
• Restriction — limit how we use your data while a question about it is resolved;
• Objection — object to processing based on legitimate interests, and to direct marketing at any time;
• Portability — receive the data you provided to us in a structured, machine-readable format;
• Withdraw consent — at any time, where consent is the basis of processing.

To exercise any of these rights, contact info@hlb.ie or phone +353 (0)1 291 5265. We respond within one month, extendable by two further months for complex requests, in which case we will tell you. We may need to verify your identity before acting on a request.

You also have the right to lodge a complaint with the supervisory authority: the Data Protection Commission, 6 Pembroke Row, Dublin 2, D02 X963 — phone +353 1 765 0100 — dataprotection.ie.

11. Children

This website and the group's services are directed at businesses and their advisers, not at children. We do not knowingly collect personal data from anyone under 16; if we become aware that we hold such data, we will delete it.

12. Links to other websites

This site links to other websites, including those of HLB Ireland and FutureRange. This policy applies only to this website — check the privacy policy of any site you visit.

13. Changes to this policy

We may update this policy from time to time. The version published on this page, with its "last updated" date, is the one that applies.