1. Introduction
Knowledge Genie Ninja ("we," "our," or "us") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website knowledge-genieninja.com or use our services.
We are based in the United Kingdom and operate in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Information We Collect
2.1 Information You Provide Directly
- Contact Information: Name, email address, phone number, and postal address when you contact us or subscribe to our newsletter
- Business Information: Company name, job title, and business requirements when requesting services
- Communication Data: Content of emails, messages, and other communications with us
- Service Data: Information related to our office design and furniture services
2.2 Information Collected Automatically
- Website Usage Data: Pages visited, time spent on pages, and navigation patterns
- Technical Data: IP address, browser type, device information, and operating system
- Cookies and Tracking: Data collected through cookies and similar technologies (see our Cookie Policy)
3. How We Use Your Information
We use your personal information for the following purposes:
- Service Provision: To provide office design consultation, furniture supply, and related services
- Communication: To respond to inquiries, provide updates, and send newsletters (with consent)
- Business Operations: To manage our business relationship, process payments, and maintain records
- Website Improvement: To analyze usage patterns and improve our website functionality
- Legal Compliance: To comply with legal obligations and protect our legitimate interests
- Marketing: To send relevant information about our services (with appropriate consent)
4. Legal Basis for Processing
Under UK GDPR, we process your personal information based on the following legal grounds:
- Consent: When you have given clear consent for specific processing activities
- Contract: When processing is necessary for the performance of a contract with you
- Legal Obligation: When processing is required to comply with legal requirements
- Legitimate Interests: When processing is necessary for our legitimate business interests
5. Information Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:
- Service Providers: Trusted third-party companies that help us operate our business (e.g., IT support, payment processors)
- Business Partners: Furniture manufacturers and suppliers when necessary to fulfill services
- Legal Requirements: When required by law, court order, or government regulation
- Business Transfers: In connection with a merger, acquisition, or sale of business assets
- Protection of Rights: To protect our rights, property, or safety, or that of others
6. Data Security
We implement appropriate technical and organizational measures to protect your personal information:
- Encryption of data in transit and at rest
- Regular security assessments and updates
- Access controls and staff training
- Secure data centers and backup systems
- Incident response procedures
7. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy:
- Customer Data: For the duration of our business relationship plus 7 years for legal compliance
- Marketing Data: Until you withdraw consent or we determine it's no longer relevant
- Website Data: Generally for 2 years unless longer retention is required
- Financial Records: As required by UK tax and accounting regulations (typically 6-7 years)
8. Your Rights
Under UK GDPR, you have the following rights regarding your personal information:
- Right of Access: Request copies of your personal information
- Right to Rectification: Request correction of inaccurate or incomplete information
- Right to Erasure: Request deletion of your personal information
- Right to Restrict Processing: Request limitation of how we use your information
- Right to Data Portability: Request transfer of your information to another organization
- Right to Object: Object to processing based on legitimate interests or for marketing purposes
- Rights Related to Automated Decision-Making: Rights regarding automated processing and profiling
9. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to enhance your browsing experience. For detailed information about our use of cookies, please see our Cookie Policy.
10. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies before providing any personal information.
11. Children's Privacy
Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will take steps to delete it promptly.
12. International Transfers
Your personal information may be transferred to and processed in countries other than the UK. When we do so, we ensure appropriate safeguards are in place to protect your information in accordance with UK GDPR requirements.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date.
14. Contact Information
If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:
15. Data Protection Officer
For matters specifically related to data protection, you can contact our Data Protection Officer:
Email: [email protected]
16. Supervisory Authority
You have the right to lodge a complaint with the UK's supervisory authority, the Information Commissioner's Office (ICO), if you believe we have not handled your personal information in accordance with data protection law.
ICO Website: https://ico.org.uk