Privacy notice

1. Who we are

Kaeo (kaeosystems.com) is run by Lee Clarke in the United Kingdom. We are the controller of the personal information described here. For anything about your data, email lee@kaeosystems.com.

2. What we collect

• Business contact details: company name, business email address, business phone number, website and town. Sometimes the first name of an owner or manager, where it is published.
• What you send us: the content of emails, replies and anything you share during a review or project.
• Client project information: details of the tools and systems you use, and any customer data you ask us to work with, under a separate agreement.

3. Where we get it

From you directly, or from public business sources: company websites, Google business listings and the Companies House register.

4. Why we use it, and our lawful basis

• Contacting businesses about our services. We send a small number of relevant emails to limited companies and LLPs. Our lawful basis is legitimate interests: offering a useful business service to firms it is likely to help. Every email tells you how to opt out.
• Replying to you and arranging reviews. Legitimate interests, or steps you ask us to take before entering a contract.
• Delivering work for clients. Performance of our contract with you.
• Keeping records. Legal obligation (for example, tax and accounting records).

5. Opting out

Reply "no" to any email from us, or email lee@kaeosystems.com, and we will stop contacting you. We keep your email address on a do-not-contact list so we never email you again by mistake.

6. Who we share it with

We never sell or rent your information. We use a small number of trusted providers to run the business, mainly Google Workspace for email, documents and spreadsheets. For client projects, we may use the tools you already use or agree with us in writing. Some providers may process data outside the UK; where they do, they use safeguards approved under UK data protection law, such as the UK International Data Transfer Addendum.

7. How long we keep it

• Prospects: up to 12 months after our last contact, then deleted, unless you become a client.
• Do-not-contact list: kept for as long as we send emails, so your opt-out is respected.
• Clients: for the length of our work together, then up to 6 years for legal and accounting records.

8. Your rights

Under UK data protection law you can ask us to: see the information we hold about you; correct it; delete it; restrict or object to how we use it, including objecting to direct marketing at any time; and receive a copy in a portable format. Email lee@kaeosystems.com and we will reply within one month.

9. This website

This website does not use tracking or advertising cookies. Fonts are loaded from Google Fonts, which means your browser connects to Google's servers and shares your IP address with them to deliver the font files.

10. Complaints

If you're unhappy with how we've handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

11. Changes

We may update this notice from time to time. The date at the top shows when it last changed.