Privacy Policy

Privacy Policy

Your right to privacy

Your right to privacy is very important to us and we take the security of your information seriously. We have strict policies in place to protect your data.

Who we are

Kounteq Limited (Kounteq) provides support to Start-ups and SMEs adopt innovative cloud solutions increasing productivity and agility. We provide Accounting & Tax Automation, Inventory Management and Material Resource Planning, Sales Enablement and Customer Engagement, Compliance & Information Security and Cloud Migration Solutions, driving businesses, empowering teams and delighting customers..

Our website is:

How we comply with regulations

We are committed to compliance with the Data Protection Act 2018 and the EU GDPR, including registration with data protection authorities that regulate the collection, storage, processing, disclosure, transfer, and destruction of personal data where appropriate.

We have a Chief Information Security Officer who ensures the fair processing of your information in line with the regulations, and who you can contact using the details at the end of this policy. You also have the right to complain to the relevant data protection authority if you have any concerns, see the end of this policy for more information.

Information we hold about you

We collect personal information about you when you contact us or become a customer. Personal information we hold will include:

1. name, address, and contact information
2. information we needed to set you up as a customer on our system
3. Information needed to manage our prospect database
4. information about the services you use, and related details
5. records of contact with you, such as notes, emails, and letters

How we use your personal information

We will only collect, use, hold or disclose personal information where we have a lawful basis to do so. Please see the Grounds for processing section for more details.

Visitors to our website

When someone visits our website, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. This information is only processed anonymously.

We use cookies to track visitors to our websites to help us tailor the content and features to our customers’ interests and preferences. Full details are presented in our cookie notice when you first visit the website. We sometimes link our websites and social media to other relevant sites. You should be aware that this privacy policy will not apply once you enter the other site.

People recorded on our database

When you contact us to discuss any of the services we offer, we may hold your name, contact details and other information (such as your company or employer) in our prospects database.

People who email us

Any email sent to us, including any attachments, may be monitored, and used by us for reasons of security and for monitoring compliance with office policy. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

People who contact us via social media

If you send us a private or direct message via social media the message we may retain these for up to three months on our systems. Messages will be retained by the individual social media platforms in line with their policies. Information we receive via social media platforms may be extracted and stored locally in line with this notice. If you do not wish for details to be shared by your social media platforms, you will need to manage what permission you have given to them directly.

Job applicants, current and former employees

When individuals apply to work for us, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Once a person has taken up employment, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.

How we protect your information

The security of your information is very important to us. We protect your information by maintaining physical, electronic, and procedural safeguards in relation to the collection, storage, and disclosure of personal data to prevent unauthorised access, accidental loss, disclosure, or destruction.

How we share your information

From time to time we may send information to, receive information from, or exchange your personal information with:

1. Service providers selected as part of the solutions we are implementing for you as a customer
2. Service providers we use to store information (e.g. Hubspot). We can provide a full list of these upon request

We will only share or exchange data with third parties with the protection of a written agreement and the ability to oversee their activities unless information is required for legal or regulatory reasons. Where we have relationships with other organisations that process your information on our behalf, we take care to ensure they have high data security standards. If Kounteq is reorganised or sold to another organisation, we may transfer any personal information we hold to that organisation.

Automated individual decision-making, including profiling

Kounteq does not undertake any automated decision-making or profiling.

International Transfers

We may store and process some data outside the UK and EEA. Where this happens, appropriate controls will be in place to assure security of information, including (but not limited to) contractual obligations, data processing agreements, and data limitation.

How long we keep your information

We will keep your personal information for the duration of your relationship with Kounteq. If you decide to discontinue our relationship, we will only retain necessary information for as long as needed to fulfil our regulatory and legal requirements and will delete or make information unusable when it is no longer needed. This is typically after 12 months.

Grounds for processing

Customers of Kounteq
As a customer of Kounteq, it is necessary for us to process some personal data to deliver our services to you. This data is processed under the lawful grounds of Contractual Obligation. 

When you contact us to discuss any of the services we offer, we may hold your name, contact details and other information (such as your company or employer) in our prospects database. This processing is undertaken on the grounds of Legitimate Interests. You may request deletion of identifying information following completion of your enquiry. Simply advise of this in any of your messages sent to us.

Messages sent to us via our website, email, or social media
When you send messages to us via our website, email, or social media we will use the personal information you provide to respond to your messages and retain a log of communications. This processing is undertaken on the grounds of Legitimate Interests. You may request deletion of identifying information following completion of your enquiry. Simply advise of this in any of your messages sent to us.

Analysing service delivery, improving our services and understanding habits
Processing in this area is based on legitimate interests. It is very important to us to ensure we are delivering the best possible service to you. Therefore, we may use your data internally to understand where we can improve our services. This processing is undertaken by Kounteq and not shared with third parties.

Your rights

Data protection regulations mean you have rights over how we hold and use the information we hold about you:

1. You have the right to give your consent to us using your data for any activities we do not have a lawful basis to carry out, for example sending you marketing communications. You can withdraw it at any time
2. You have the right to request access to the information we hold about you; this is called a Data Subject Access Request
3. You have the right to know who your data is shared with and why
4. You have the right to have your details updated if they are inaccurate and for information not required for lawful reasons to be deleted
5. You have the right to have automated processing and profiling restricted.
6. You have the right to request that information we process by automated means is sent to you or another nominated data controller in a commonly used electronically readable format

If you wish to action any of the above please contact us using the details below. Please do not include confidential information in e-mails.

Making a complaint to the supervisory authority (ICO) 

If you are unhappy about the way we have processed your personal information for any reason, please email us in the first instance to see if we can resolve your complaint. If you are still unhappy, you can contact the Information Commissioner’s Office as the statutory body which oversees data protection law –

Our ICO Registration Details 

Registration Number: ZA427735
Data Controller: Kounteq Limited
Address:  Congress House, 14 Lyon Road, Harrow, HA1 2EN
Full Details:

Contacting us

If you would like further information on this policy, exercise your rights under GDPR, or to make a complaint please contact us using the following details:
Postal Address: 2nd Floor, Congress House, 14 Lyon Road, Harrow, HA1 2EN

Changes to this Notice

We regularly review this notice.
Last updated 24 October 2020