Kingsbrook (UK) Limited Privacy Notice

Kingsbrook (UK) Limited is committed to protecting and respecting your privacy and your personal data. We prioritise protecting the privacy of all clients and users that communicate with us, whether online or offline, at trade shows or events, over the phone, website, helpdesk and social media platforms.

This privacy notice sets out the basis on which any personal data we collect about you, or that you provide to us, will be processed by us and also tells you about your privacy rights and how the law protects you.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it when you visit our website (regardless of where you visit it from).

By visiting www.kingsbrook.co.uk (the “Website”), you are accepting and consenting to the practices described in this policy. We may link to other websites owned and operated by certain trusted third parties to make you aware of, or introduce you to, relevant articles or content. Kingsbrook (UK) Limited cannot be held responsible for the data these external sites collect, and recommend you refer to their privacy policies as appropriate.

This website is not intended for children and we do not knowingly collect data relating to children.

Please be aware, we may periodically make changes to this privacy policy (for example in response to changing or new data legislation) we recommend you check this policy regularly to remain up-to-date.

1. Important information and who we are

Kingsbrook (UK) Limited is the controller for the personal information we process, unless otherwise stated, meaning that Kingsbrook (UK) Limited determines what data is collected, how this data is going to be used and protected.

Kingsbrook (UK) Limited a UK company with registration number 10446225 with registered address Kingsbrook House, Kingsclere Park, Kingsclere, Newbury, RG20 4SW, England

We hope you never have a need to complain, and would always appreciate the chance to deal with your concerns directly. However, under UK GDPR and EU GDPR you have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk) at any time.

2. Information we collect and when 

Personal data, or personal information, means any information about an individual from which a person can be identified. It does not include data where the identity has been removed (anonymised data).

We only collect personal information that we know we will genuinely use and in accordance with Data Protection Legislation. Throughout your interactions with us we may collect, and you may voluntarily provide us with, personal data that could include some or all of the following:

• Identity Data includes first name, last name, username or similar identifier, marital status, title, date of birth and gender.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you, and other details of services you have purchased from us.
• Technical Data including internet protocol (IP) address, cookies and Google Analytics
• Profile Data includes your username and password, your interests, preferences, social media profile links, feedback and survey responses.
• Usage Data includes information about how you use our website, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.

It is important to note we do not proactively collect any Special Categories of Personal Data about you, but we may on occasion receive such data incidental to specific projects (this includes details about your health for example if it has a bearing on services delivered to you). Nor do we collect any information about criminal convictions and offences.

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

• Direct interactions where you may provide us personal data when filling in forms or by corresponding with us by post, phone, email, social media or otherwise.
• Automated technologies or interactions such as when you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. This data is collected by using cookies, server logs and other similar technologies (please refer to our websites Cookie Policy for more information).
• Third parties or publicly available sources like Companies House, subscription directories (ie Dun & Bradstreet, Experian), public directories, trade associations, exhibition lists and websites

1. How we use your data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you;
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
• Where we need to comply with a legal or regulatory obligation

We have set out below, in a table format, a description of the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

 

Processing Purpose / Activity	Lawful Basis
For contacting you following an enquiry or to respond to any questions	Legitimate Interest
Customer service enquiries, reply to suggestions, resolve issues or complaints for which you have contacted us	Legitimate Interest  or Performance of a Contract to you
Fulfilling our contractual obligations when offering an agreed service or product	Performance of a contract to you
Processing your orders	Performance of a contract to you
Processing payment	Performance of a contract to you
For statistical analysis, feedback, survey	Legitimate Interest
Contacting you about services we provide (B2B)	Legitimate Interest
For the sharing of relevant blogs, news, articles	Legitimate Interest
Analytics from our website cookies	Legitimate Interest
To contact you while undertaking activities on behalf of our clients	Legitimate Interest

 

3. Sharing of data

We may share your personal data with other organisations in the following circumstances, ensuring only the minimum necessary relevant to the purpose:

• To fulfil a legal obligation where a public authority or law says we must
• Selected third parties to fulfil a contract
• Subcontractors, suppliers & Business partners
• Credit reference agencies (if required)
• Others – for example: Xero, Microsoft, Less Annoying, Web Developer, Accountant

Where we use third parties, we have data processor agreements in place to ensure they respect the security of your personal data and treat it in accordance with the applicable laws.  We do not allow any third party to use your personal data for their own purposes and only permit them to process your data for clearly defined purposes and in strict accordance with our instructions.  They will securely store your personal data and retain it for only as long as we instruct.

4. International Data Transfers

If on occasion we transfer personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• Countries that are deemed to provide an adequate level of protection for personal data by the European Commission Adequacy List
• Standard Contract Clauses are used with providers outside the EEA to provide the same protection it has in Europe

5. How we keep you informed

We will send you relevant news about our services in a number of ways including by email, but where we have a legitimate interest to do so and only once completing a legitimate interest assessment for the processing activity has been completed.

You have the right to object to the processing, if you wish to amend your marketing preferences, you can do so by contacting us by post, email or telephone.  Contact details are provided on our communications and available within this Privacy Notice or website.

6. Data Storage & retention

Kingsbrook (UK) Limited take data security seriously.  To ensure your personal information remains protected, we have put on place suitable physical, electronic and organisational procedures.  These include:

• Limiting access to our offices to those we believe are entitled to be there
• Implementing access controls and technical measures to our IT systems
• Undertaking robust staff training on data privacy best practice & procedures

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 or reporting requirements.

7. Your Legal Rights

You have the right to:

• To be informed about the collection and use of your personal data as outlined in this privacy notice.
• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you. You will not have to pay a fee to access your information, however we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.  Alternatively, we may refuse to comply with your request in such circumstances.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us or email at [email protected]