Privacy Policy | Kaizenray

KAIZENRAY LTD

Effective Date: 1st February 2025

Kaizenray Ltd ("we", "us", "our") is committed to protecting and respecting your privacy in accordance with our obligations under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable UK data protection laws. This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you interact with us or use our website: www.kaizenray.com (the "Website").

1. WHO WE ARE

Kaizenray Ltd is a company incorporated and registered in the United Kingdom, specialising in the installation of LED screen systems. We are the data controller of the personal data you provide to us.

Contact Details:
Kaizenray Ltd
Website: www.kaizenray.com
Email: info@kaizenray.com
Phone: 0330 341 3420

2. WHAT INFORMATION WE COLLECT

We may collect and process the following categories of personal data:

Identity Data: name, title, job title
Contact Data: address, email address, telephone number
Technical Data: IP address, browser type and version, time zone setting, operating system, and other technology on the devices you use to access our Website
Usage Data: information about how you use our Website and services
Marketing and Communications Data: your preferences in receiving marketing from us

We may also collect limited special category data where explicitly required and only with your explicit consent.

3. HOW WE COLLECT YOUR DATA

We collect data:

Directly from you when you contact us via email, phone, post or through our Website forms
Automatically through cookies and similar technologies when you use our Website
From publicly available sources or third-party service providers in compliance with data protection laws

4. LEGAL BASIS FOR PROCESSING

We only process your personal data where we have a lawful basis to do so under UK GDPR. These bases include:

Your consent (e.g., for marketing purposes)
Performance of a contract with you or to take steps at your request before entering into a contract
Compliance with a legal obligation (e.g., for tax or regulatory purposes)
Our legitimate interests, provided such interests are not overridden by your data protection rights

We will document and maintain records of our legal bases for each processing activity in accordance with accountability requirements under UK GDPR.

5. HOW WE USE YOUR INFORMATION

We may use your personal data to:

Provide, manage and administer our services
Communicate with you, including responding to inquiries or service requests
Send you updates, newsletters, and marketing materials (where legally permitted)
Improve our Website, services, and internal business processes
Detect, investigate, and prevent security incidents and fraud
Comply with our legal and regulatory obligations, including auditing and recordkeeping

We will not use your personal data for profiling or automated decision-making without your explicit consent or where legally permitted.

6. DISCLOSURE OF YOUR INFORMATION

We will not sell or rent your personal data to third parties. We may share your personal data with:

Our trusted third-party service providers who assist in the provision of our services, including IT, cloud hosting, analytics, and communications
Regulatory authorities, law enforcement, or other third parties where required or permitted by law
Our legal and professional advisers for the purpose of obtaining legal advice or managing risk

All third parties with whom we share data are required to respect the security of your personal data and treat it in accordance with the law. They are contractually bound to process your data only on our instructions and are subject to strict duties of confidentiality.

7. INTERNATIONAL TRANSFERS

We do not routinely transfer your personal data outside the UK. If it becomes necessary to do so (e.g., using a cloud provider with overseas data centres), we will ensure that appropriate safeguards are implemented, such as:

Adequacy decisions from the UK government
Standard contractual clauses approved by the Information Commissioner’s Office (ICO)
Binding corporate rules or other approved transfer mechanisms

You may contact us for further information on the specific safeguards applied.

8. DATA SECURITY

We have implemented appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorised way, altered or disclosed. These include:

Secure servers and encryption protocols
Access controls and authentication procedures
Staff training and confidentiality agreements

We also have procedures in place to deal with any suspected personal data breach and will notify you and the ICO where we are legally required to do so.

9. DATA RETENTION

We will retain your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy. This includes:

Meeting our legal, regulatory, tax, accounting or reporting requirements
Resolving disputes and enforcing our contractual agreements

We apply strict criteria to determine appropriate retention periods, and where data is no longer required, we securely delete or anonymise it.

10. YOUR DATA PROTECTION RIGHTS

Under UK GDPR, you have the following rights:

Right to access: You can request a copy of your personal data we hold.
Right to rectification: You can request correction of any inaccurate or incomplete data.
Right to erasure: You can request deletion of your data where there is no lawful reason for us to continue processing it.
Right to restrict processing: You can request us to pause processing in certain circumstances.
Right to data portability: You can request a copy of your data in a structured, commonly used, and machine-readable format.
Right to object: You can object to processing based on legitimate interests or for direct marketing.
Right to withdraw consent: Where we rely on consent, you can withdraw it at any time.
Right to lodge a complaint with the Information Commissioner's Office (ICO).

ICO Contact Details:
Website: https://ico.org.uk
Phone: 0303 123 1113

To exercise any of your rights, please contact us at the details provided above. We may request proof of identity before fulfilling your request.

11. COOKIES

We use cookies and similar technologies to enhance the functionality and performance of our Website and to gather analytics on user behaviour. For detailed information on the cookies we use and how to manage your preferences, please refer to our Cookie Policy.

12. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our data processing practices, legal requirements, or business operations. Any updates will be posted on this page, and where appropriate, we will notify you by email or via a Website notice.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your data.

For questions or concerns regarding this Privacy Policy or our data protection practices, please contact us using the details provided above.