Privacy Policy

Privacy Policy

Effective Date: 15 November 2025

Last Updated: 26 January 2026

This privacy policy outlines how KYA HR Ltd (“we”, “us”, “our”) collects, uses, shares and protects your personal information when you use our website kya-hr.co.uk.  Any information gathered through will be held in accordance with Data Protection laws and processed as per this Privacy Policy. 

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

·  How to complain

Contact details

Email: enquiries@kya-hr.co.uk

What information we collect, use, and why

We may collect or record the following information, which you provide voluntarily through submitting forms through our website, through electronic mail, or by other communication means with kya-hr.co.uk.  The intent of this information is to provide and improve products and services for clients:

·  Names and contact details

·  Addresses

·  Occupation

·  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)

·  Information relating to compliments or complaints

·  Records of meetings and decisions

·  Website user information

In addition to the above we collect or use the following personal information for the operation of client or customer accounts:

·  Purchase or service history

·  Marketing preferences

We also collect the following for information updates or marketing purposes:

·  Profile information

·  Marketing preferences

·  Website and app user journey information

·  IP addresses

KYA HR Ltd only collects information of a more sensitive nature in the course of engaging in business, for example: bank account details, credit card details.  This information will be collected, stored and processed in a secure manner.

Who we share your data with

KYA HR Ltd may also use or disclose your personal information when KYA HR believes, in good faith, that such use or disclosure is reasonably necessary to comply with law,  to provide client support or advice, or to enforce or apply terms of our agreement. 

·  Employees, agents or professional advisors for client support or advice

·  Relevant authorities for prevention of fraud, tax compliance, or other legal obligations.

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 set out in brief 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. Read more about the right of access.

·  Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

·  Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

·  Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

·  Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

·  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. Read more about the right to data portability.

·  Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

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 at the top of this privacy notice.

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.

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.

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.

·  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.

Where we get personal information from

·  Directly from you

·  Publicly available sources

·  Market research organisations

·  Providers of marketing lists and other personal information

·  Suppliers and service providers

How long we keep information

We will only retain your personal data for as long as it is necessary to fulfil the purposes we collecting it for.  

The law requires us to keep information about our customers for six years after they cease a customer engagement for tax purposes.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Others we share personal information with

·  Suppliers and service providers

·  Professional advisers, including accountants, auditors and lawyers

·  Professional consultants

·  Government bodies that require us to report activities

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