Privacy Policy

KAS Workplace Solutions is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

KAS Workplace Solutions is registered with the Information Commissioner's Office (ICO). Registration Number: 00010750248.

Who We Are

Data Controller: KAS Workplace Solutions
Contact: info@kasworkplacesolutions.co.uk

We are a sole trader providing HR consultancy services to small businesses in the UK.

What Personal Data We Collect

We may collect and process the following personal data:

• Your name and job title
• Business name and contact details (email address, phone number)
• Information you provide when completing our contact or enquiry form
• Correspondence sent to us by email or other written communication
• Information about your employees provided to us in the course of delivering HR services (e.g. employment records, disciplinary matters, absence records)

We do not collect sensitive personal data (special category data) unless it is strictly necessary for the delivery of a specific HR service, and only with your explicit consent or where legally required.

How We Use Your Personal Data

We use your personal data for the following purposes:

• To respond to enquiries and provide information about our services
• To deliver HR consultancy services you have engaged us for
• To issue invoices and process payments
• To comply with legal and regulatory obligations
• To maintain records of work carried out on your behalf

We will never use your personal data for marketing purposes without your explicit consent.

Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

• Contract: Processing is necessary to perform the contract between us or to take steps prior to entering into a contract
• Legal obligation: Processing is necessary to comply with our legal obligations
• Legitimate interests: Processing is necessary for our legitimate business interests, where these are not overridden by your rights
• Consent: Where you have given clear consent for a specific purpose

How We Store Your Data

Your personal data is stored securely using password-protected digital systems. We take reasonable technical and organisational measures to protect your data against unauthorised access, loss, or disclosure.

We do not store physical paper files containing personal data beyond what is temporarily necessary during the delivery of a service.

How Long We Keep Your Data

We retain personal data only for as long as necessary for the purpose it was collected, or as required by law:

• Client contact and project data: retained for 6 years following the end of our engagement (in line with contract law limitation periods)
• Invoice and financial records: retained for 6 years (HMRC requirement)
• Enquiry data where no contract was formed: deleted within 12 months

Once data is no longer required, it is securely deleted or anonymised.

Who We Share Your Data With

We do not sell or rent your personal data to third parties. We may share your data in limited circumstances:

• With professional advisors (e.g. accountants) where necessary for business administration
• Where required by law or regulatory authority
• With cloud service providers used to operate our business (e.g. Google Workspace), who are bound by data processing agreements

Any third parties with whom we share data are required to handle it in accordance with UK GDPR.

Your Rights

Under UK GDPR, you have the following rights:

• Right of access: to request a copy of the personal data we hold about you
• Right to rectification: to request correction of inaccurate data
• Right to erasure: to request deletion of your data, where no legal obligation requires us to retain it
• Right to restrict processing: to ask us to limit how we use your data
• Right to data portability: to receive your data in a structured, machine-readable format
• Right to object: to object to processing based on legitimate interests

To exercise any of these rights, please contact us at info@kasworkplacesolutions.co.uk. We will respond within 30 days.

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.

Cookies

Our website may use cookies to improve performance and user experience. You can disable cookies in your browser settings. Where cookies are used to collect personal data, this will be clearly communicated and your consent obtained.

Changes to This Policy

We may update this Privacy Policy from time to time. Any significant changes will be communicated via our website. The date at the top of this document indicates when it was last revised.

Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact: