Privacy Policy

1. Who We Are

Kinetic IT Business Services Ltd ("Kinetic IT", "we", "us", "our") is an IT support and consultancy company registered in England and Wales (Companies House registration number 07597159).

Registered office address: 151 Leicester Road, Leicester, LE2 9HP, United Kingdom

For the purposes of UK data protection law (the UK GDPR and the Data Protection Act 2018), Kinetic IT Business Services Ltd is the data controller for personal information collected through this website, https://kinetic-itbs.co.uk/.

This policy explains what personal data we collect when you visit our website or contact us, why we collect it, how we use it, and the rights you have over it.

2. What Personal Data We Collect

We collect personal data in the following ways:

a) When you use our Contact Us form
When you submit an enquiry via the form on our Contact page, we collect:

• First name and last name
• Email address
• Phone number (if provided)
• Company name (if provided)
• The service area you're enquiring about
• The content of your message

b) When you contact us by phone, email or WhatsApp
If you call, email, or message us via WhatsApp, we collect the personal data you choose to share with us, such as your name, contact details, and the details of your enquiry. WhatsApp messages are subject to WhatsApp's own privacy policy in addition to this one, as they pass through WhatsApp's platform.

c) Automatically, through your use of the website
Like most websites, our site and hosting/security providers may automatically collect limited technical information, such as your IP address, browser type, device information, and pages visited, typically via server logs and essential cookies needed to operate the site securely (for example, through our content delivery and security provider, Cloudflare). See Section 7 (Cookies) for more detail.

d) If you become a client
If your enquiry leads to us providing IT services to you, we may collect further personal data necessary to deliver those services (for example, billing contacts, technical/administrative account details, and information relating to your IT systems), as agreed with you separately under our client engagement terms. This policy focuses on our website; a separate data processing agreement or client contract will govern data we handle on your behalf as your IT provider.

We do not collect special category data (e.g. health, religious belief) or financial account details (e.g. card numbers) through this website.

3. How We Use Your Personal Data and Our Legal Basis

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

4. Who We Share Your Data With

We do not sell your personal data, and — as stated on our contact form — we never share your information with third parties for their own marketing purposes.

We may share limited personal data with trusted third parties who help us run our business and website, strictly for the purposes described in this policy. These may include:

• Email and communications providers (e.g. Microsoft 365) — to receive and respond to your enquiries
• WhatsApp / Meta — if you choose to contact us via WhatsApp
• IT tools and business software providers (e.g. accounting, CRM, or helpdesk software) — where relevant to managing enquiries or client accounts
• Professional advisers (e.g. accountants, solicitors) — where necessary for our legitimate business operations
• Regulators, law enforcement, or other parties — where we are required to by law, or to protect our rights

Any third party we share data with is only permitted to use it for the specific purpose we've agreed and is required to keep it secure.

5. How Long We Keep Your Data

We keep personal data only for as long as necessary for the purposes it was collected:

• General enquiries that don't lead to a client relationship: retained for up to 24 months, then deleted or anonymised
• Client records (contracts, invoices, correspondence): retained for the duration of the client relationship plus a period afterwards as required for accounting, tax and legal purposes (generally up to 7 years, in line with HMRC requirements)
• Website technical/security logs: retained for a short period (commonly 30–90 days) by our hosting/security providers, in line with their standard retention practices

6. Cookies

Our website may use a small number of cookies or similar technologies;

• Analytics cookies to help us understand how visitors use the site, so we can improve it

We do not currently use cookies for third-party advertising or cross-site tracking. If this changes, we will update this policy and, where required, ask for your consent via a cookie banner.

7. Your Rights

Under UK data protection law, you have the right to:

• Access the personal data we hold about you
• Rectify inaccurate or incomplete data
• Erase your data ("right to be forgotten"), in certain circumstances
• Restrict how we use your data
• Object to processing based on legitimate interests, including direct marketing
• Data portability — receive your data in a portable format, where applicable

To exercise any of these rights, contact us at [email protected] or 0116 202 9696. We'll respond within one month, as required by law.

If you're unhappy with how we've handled your data, you also have the right to complain to the UK's data protection regulator:

Information Commissioner's Office (ICO)
Website: https://ico.org.uk
Helpline: 0303 123 1113

8. How We Protect Your Data

We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, misuse or alteration, including secure hosting, access controls, and working with reputable, security-conscious service providers. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

9. Children's Privacy

Our website and services are aimed at businesses and business owners, not children. We do not knowingly collect personal data from anyone under 18.

10. Changes to This Policy

We may update this policy from time to time, for example to reflect changes in our practices or legal requirements. The "last updated" date at the top of this page shows when it was last revised.

11. Contact Us

If you have any questions about this privacy policy or how we handle your personal data, please get in touch.