Privacy Policy

Data and Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
Sharing information outside the UK
How to complain

1. Kinetic Business Limited contact details:

Post: 6 St. Peters Street, ST. Albans, Hertfordshire, AL1 3LF, GB
Telephone: 0333 772 3330
Email: hello@kinetic.biz

2. What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:

Names and contact details.
Addresses.
Gender.
Pronoun preferences.
Occupation.
Payment details (including card or bank information for transfers and direct debits).
Financial data (including income and expenditure).
Transaction data (including details about payments to and from you and details of products and services you have purchased).
Usage data (including information about how you interact with and use our website, products and services).
Criminal records data (including driving or other convictions).
Information relating to compliments or complaints.
Records of meetings and decisions.

We collect or use the following personal information for the operation of client or customer accounts:

Names and contact details.
Addresses.
Purchase or service history.
Account information, including registration details.
Information used for security purposes.
Marketing preferences.
Technical data, including information about browser and operating systems

We collect or use the following personal information for information updates or marketing purposes:

Names and contact details
Addresses
Marketing preferences
Purchase or account history
Website and app user journey information

We collect or use the following personal information to comply with legal requirements:

Name
Contact information
Identification documents
Client account information
Any other personal information required to comply with legal obligations
Criminal offence data

We collect or use the following personal information for recruitment purposes:

Contact details (eg name, address, telephone number or personal email address)
Copies of passports or other photo ID
Employment history (eg job application, employment references or secondary employment)
Education history (eg qualifications)
Right to work information
Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
Security clearance details (eg basic checks and higher security clearance)

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details
Address
Payment details
Account information
Purchase or service history
Relevant information from previous investigations
Customer or client accounts and records
Financial transaction information
Information relating to health and safety (including incident investigation details and reports and accident book records)
Correspondence

3. Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details set out in this privacy notice.

3.1 Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Kinetic Business Limited has a legitimate interest in collecting personal information insofar as it relates to the commercial and contractual engagement of Associates who have the necessary skills and experience to perform services on behalf of Kinetic Business Limited, who are legally entitled and/or permitted to work in the country and/or countries within which they perform such services, and who also have fully and accurately disclosed the details of their personal background such as having a criminal record or having current and/or County Court Judgements.

3.2 Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Kinetic Business Limited has a legitimate interest in collecting personal information insofar as it relates to the commercial and contractual engagement of Associates who have the necessary skills and experience to perform services on behalf of Kinetic Business Limited, who are legally entitled and/or permitted to work in the country and/or countries within which they perform such services, and who also have fully and accurately disclosed the details of their personal background such as having a criminal record or having current and/or County Court Judgements.

3.3 Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Kinetic Business Limited occasionally sends updates, marketing materials, and other communications to people which it legitimately believes would be of relevance and interest to them.

3.4 Our lawful bases for collecting or using personal information to comply with legal requirements:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

3.5 Our lawful bases for collecting or using personal information for recruitment purposes are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interest are:
- Kinetic Business Limited has a legitimate interest in collecting personal information insofar as it relates to the commercial and contractual engagement of Associates who have the necessary skills and experience to perform services on behalf of Kinetic Business Limited, who are legally entitled and/or permitted to work in the country and/or countries within which they perform such services, and who also have fully and accurately disclosed the details of their personal background such as having a criminal record or having current and/or County Court Judgements.

3.6 Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

4. Where we get personal information from

Directly from you.
Publicly available sources.
Regarding Associates, from your previous employers and/or clients.

5. How long we keep information
We store personal information for an initial period of ten years starting from the date on which the personal information was first provided to us.

If you wish to request the amendment or deletion of any aspect of your personal information, you may do this at any point in time by contacting us in writing.

If you request that an aspect of your personal data be amended the ten year initial data retention period will restart from the date at which your request we received your request.

We will contact you prior to the end of the initial ten-year data retention period and request you to inform us whether you wish your personal data to be deleted or for it to be stored for a further retention period of ten years.

6. Who we share information with

Data processors

Electronic data processing and online data processing via global Cloud-based systems for CRM, marketing, and other purposes.

This data processor does the following activities for us: Collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction of personal data.

Electronic data processing and online data processing via global Cloud-based systems for accounting purposes.

This data processor does the following activities for us: Recording, organisation, structuring, storage, adaptation or alteration, retrieval, use, alignment or combination, erasure or destruction of personal data.

Others we share personal information with

Insurance companies, brokers or other intermediaries
Professional or legal advisors

7. Sharing information outside the UK

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Hubspot.

Category of recipient: Online CRM and marketing provider.

Country the personal information is sent to: USA, Germany, and in any other country where Hubspot or its affiliates, subsidiaries, or service providers operate facilities.
How the transfer complies with UK data protection law: Addendum to the EU Standard.

Contractual Clauses (SCCs).

Organisation name: Intuit.

Category of recipient: Accounting services platform.

Country the personal information is sent to: The United States and in any other country where Intuit or its affiliates, subsidiaries, or service providers operate facilities.

How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs).

Organisation name: Microsoft.

Category of recipient: Cloud storage provider.

Country the personal information is sent to: The United States and in any other country where Microsoft or its affiliates, subsidiaries, or service providers operate facilities.

How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs).

Organisation name: Dropbox.

Category of recipient: Cloud storage provider.

Country the personal information is sent to: The United States and in any other country where Dropbox or its affiliates, subsidiaries, or service providers operate facilities.

How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs).

8. How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint

Last updated
6 February 2025