1. Who we are
Kaidence ("Kaidence", "we", "us") is a trading name operated as an individual/sole trader. We design, build and run automations, apps and websites for businesses. If you contact us about your data, you can reach us at privacy@kaidence.co.uk.
2. Who this policy covers
- People who visit kaidence.co.uk
- People who send us an enquiry or a message through the website, or email us directly
- The contacts at businesses we work with
When we build or run something for a client that handles their own customers' data, the client is in charge of that data and we process it on their behalf. That's covered by our Data Processing Agreement, not this policy.
3. What we collect
| Data | Why we have it |
|---|---|
| Enquiry form | Your name, email, business name, phone number (optional), the services you're interested in and your message, so we can reply and work out how to help. |
| Contact form | Your name, email and message, so we can reply. |
| Emails and calls | Anything you tell us when we talk, so we can scope and deliver the work. |
| Client details | Contact and billing details for the people we work with, so we can deliver the work and invoice for it. |
| IP address | Used for a few minutes, in memory only, to stop the forms being flooded by scripts. Our hosting provider also keeps short-lived server logs for security. |
The website has no analytics, advertising or tracking, and no login. Form submissions are emailed to us and not stored in a database.
4. Why we use it
| What we do | Legal basis |
|---|---|
| Replying to your enquiry and preparing a proposal | Taking steps at your request before entering into a contract, or our legitimate interest in answering people who contact us |
| Delivering and invoicing work we've agreed | Performance of a contract |
| Keeping financial records | Legal obligation (UK tax law) |
| Limiting form submissions and keeping server logs | Legitimate interest in keeping the website secure and available |
We don't add you to a mailing list. The only automatic email you get is a short note confirming we received your enquiry or message.
5. Who we share it with
We don't sell personal data, and we don't use it for advertising. We share it only with the providers who help us run the website and the business:
| Provider | What they do |
|---|---|
| Resend | Delivers the website's form submissions to our inbox and sends you the confirmation email. Based in the United States. |
| Vercel | Hosts the website and keeps short-lived server logs. Based in the United States. |
| Our email provider | Hosts the Kaidence inbox where your enquiry and our replies are kept. |
| Stripe | Processes card payments if you pay one of our invoices by card. We never see full card details. |
We may also disclose personal data if required by law, or to protect the rights, property or safety of Kaidence, our clients or others.
6. International transfers
Some of our providers, particularly Resend and Vercel, process data outside the UK, including in the United States. Where that happens, we rely on the safeguards each provider has in place, typically the UK International Data Transfer Addendum or the EU Standard Contractual Clauses, so your data stays protected to UK standards.
7. How long we keep it
Enquiries that don't lead to work are deleted within 24 months of our last contact. If we work together, we keep project correspondence for as long as we're working with you, and financial records for six years after the end of the tax year they relate to, as UK tax law requires. IP addresses used to limit form submissions are forgotten within minutes.
8. Your rights
Under UK GDPR, you have the right to:
- Ask what personal data we hold about you, and get a copy of it (right of access)
- Ask us to correct inaccurate data (rectification)
- Ask us to delete your data, in some circumstances (erasure)
- Ask us to restrict or object to certain processing
- Ask for your data in a portable format
- Withdraw consent at any time, where we're relying on it
To exercise any of these, email privacy@kaidence.co.uk.
9. Children
This website is for businesses. It isn't directed at children, and we don't knowingly collect data from anyone under 13.
10. Keeping data secure
The website is served over HTTPS, holds no database of submissions, and only Kaidence has access to our inbox and records. No system is completely secure, but we take reasonable technical and organisational steps to protect your data against loss, misuse and unauthorised access.
11. Changes to this policy
We may update this policy as the business changes. If we make a significant change, we'll update the date at the top.
12. Contact & complaints
Questions or concerns about your data: privacy@kaidence.co.uk. If you're unhappy with how we've handled your data, you also have the right to complain to the UK regulator, the Information Commissioner's Office (ICO), at ico.org.uk or on 0303 123 1113.