Privacy Policy

How we handle and protect your personal information

Last updated: January 2024

Introduction

KentshiremBritAi Ltd ("we", "our", or "us") is committed to protecting the privacy of individuals who interact with our services. This Privacy Policy explains how we collect, use, store, and share your personal information when you use our website, engage our services, or communicate with us.

We take our responsibilities under data protection law seriously and have implemented measures to ensure your information is handled appropriately. By using our website or services, you acknowledge that you have read and understood this policy.

Information We Collect

We may collect and process the following categories of personal information:

Information You Provide Directly

  • Contact details: Name, email address, postal address when you enquire about or book our services
  • Financial information: Details about your income, expenses, debts, and savings that you share during consultations to enable us to provide guidance
  • Communication records: Emails, notes from conversations, and consultation records
  • Payment information: Transaction details when you purchase our services (payment card details are processed by our payment provider and not stored by us)

Information Collected Automatically

  • Technical data: IP address, browser type, device information, and operating system
  • Usage data: Pages visited, time spent on our website, and navigation patterns
  • Cookie data: Information collected through cookies as described in our Cookies Policy

How We Use Your Information

We use the personal information we collect for the following purposes:

  • To provide the financial guidance services you have requested
  • To respond to your enquiries and communicate with you about our services
  • To process payments and maintain accurate financial records
  • To improve our website and services based on how people use them
  • To comply with legal obligations and professional standards
  • To protect our legitimate business interests and enforce our terms

Legal Basis for Processing

Under data protection law, we must have a valid legal basis for processing your personal information. The bases we rely on include:

  • Contract: Processing necessary to provide services you have requested
  • Legitimate interests: Processing necessary for our legitimate business interests, such as improving our services and website security, provided these don't override your rights
  • Legal obligation: Processing necessary to comply with our legal duties
  • Consent: Where you have given clear consent for specific processing activities

Data Sharing

We do not sell your personal information to third parties. We may share your information in limited circumstances:

  • Service providers: With trusted partners who assist in operating our business (payment processors, email providers, IT support), bound by confidentiality obligations
  • Professional advisers: With accountants or legal advisers when necessary for our business operations
  • Legal requirements: When required by law, court order, or regulatory authority
  • Business transfers: In connection with a merger, acquisition, or sale of assets, where your information may be transferred as part of that transaction

Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

  • Encryption of data in transit and at rest
  • Secure access controls and authentication procedures
  • Regular security assessments and updates
  • Staff training on data protection practices
  • Secure disposal of data when no longer needed

While we take these precautions seriously, no system is completely secure. We cannot guarantee absolute security but are committed to protecting your information to the best of our ability.

Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including:

  • Client records: Retained for seven years after the end of our business relationship to comply with legal and professional requirements
  • Financial records: Retained for the period required by tax law (typically six years)
  • Marketing preferences: Until you withdraw consent or unsubscribe
  • Website analytics: Typically 26 months

When information is no longer required, we securely delete or anonymise it.

Your Rights

Under data protection law, you have rights regarding your personal information:

  • Access: Request a copy of the personal information we hold about you
  • Rectification: Request correction of inaccurate or incomplete information
  • Erasure: Request deletion of your information in certain circumstances
  • Restriction: Request that we limit how we use your information
  • Portability: Request transfer of your information to another organisation
  • Objection: Object to processing based on legitimate interests
  • Withdraw consent: Where processing is based on consent, withdraw it at any time

To exercise any of these rights, please contact us using the details below. We will respond within one month, though this may be extended for complex requests.

International Transfers

Your information is primarily stored and processed within the United Kingdom. If we transfer data outside the UK, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by relevant authorities.

Children's Privacy

Our services are not directed at individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Significant changes will be communicated through our website or by email where appropriate. We encourage you to review this policy periodically.

Contact Us

If you have questions about this Privacy Policy or how we handle your information, or if you wish to exercise your rights, please contact us:

KentshiremBritAi Ltd
47 Pembroke Road
Maidstone, Kent ME15 6NQ
Email: [email protected]

Complaints

If you are unhappy with how we have handled your personal information, please contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:

Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Website: ico.org.uk