Privacy Notice

1. Information about us

Kratos IT Ltd
Limited Company, registered in England & Wales under company number 13041722
Registered address: 85 Great Portland Street, London, W1W 7LT
VAT Number: GB 364618284

2. What does this notice cover?

This privacy information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

3. What is personal data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679)(the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 5, below.

4. What are my rights?

Under the GDPR, you have the following rights, which we will always work to uphold:
a) The right to be informed about our collection and use of your personal data. This privacy notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.
b) The right to access the personal data we hold about you. The process to do so, is detailed below.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

5. What personal data do you collect?

We may collect some or all of the following personal data (this may vary according to your relationship with us):

• Contact details
• Payment information
• Source of enquiry
• Current supplier
• Current equipment
• Web browser type and version, IP address and operating system
• Any other personal information that you choose to provide to us when you complete our online contact forms or otherwise make contact with us

6. How do you use my personal data?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following purposes:

• Providing and managing your account.
• Supplying our products and services to you. Your personal details are required in order for us to enter into a contract with you.
• Personalising and tailoring our products and services for you.
• Communicating with you. This may include responding to emails or calls from you.
• Supplying you with information by email and post that you have opted-in to (you may unsubscribe or opt-out at any time by contacting us.)
• We process the source of enquiries to analyse the effectiveness of marketing campaigns.

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone, text message or post with information, news, and offers on our products and services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

7. How long will you keep my personal data?

We will not retain data longer than is necessary to fulfil the purpose for which it was collected, or as required by applicable laws or regulations, or to enforce our legal rights.
We will retain your information for as long as your account is active or as long as needed to provide you with our services. We retain information relating to financial and accounting records for 6 years to comply with HMRC requirements.

8. How and where do you store or transfer my personal data?

We will only store or transfer your personal data within the the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the GDPR or to equivalent standards by law.

9. Do you share my personal data?

We may sometimes contract with the third parties to supply products and services to you on our behalf. These may include payment processing, delivery services, and marketing. In some cases, those third parties may require access to some or all of your personal data that we hold.
Where this is necessary, we comply with all aspects of the General Data Protection Regulation (GDPR). We only share data to the extent necessary to fulfil any contracts we enter into with you, where required by law, or to enforce our legal rights. If you give consent to receive product updates and special offers, we may supply personal data to marketing agencies, who will only process the data on our instruction.
If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

10. How can I access my personal data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown below.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

11. How do I contact you?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:
Data Protection Officer: George Waldie
Email address: info@kratosit.co.uk
Telephone number: 01634 969701
Postal address: Kratos IT Ltd, 85 Great Portland Street, London, W1W 7LT

12. Changes to this privacy policy

We may change this privacy policy from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.