External Privacy Notice — Version 1.0
Applies to: Website visitors, job applicants, clients, suppliers, business contacts and other external individuals.
Kona Solutions Limited ("Kona", "we", "us") respects your privacy and is committed to protecting your personal information.
This notice explains how we collect, use, share, retain and protect personal information relating to individuals who interact with Kona in a professional, commercial or recruitment capacity.
Kona is normally the data controller for the information described in this notice.
Where Kona processes personal information solely on behalf of a client, the client may be the data controller and its own privacy arrangements may apply.
Data controller: Kona Solutions Limited
Registered office: Suite G04, 1 Quality Court, Chancery Lane, London, WC2A 1HR
Data protection contact: COO / Security Manager
Email: info@konasolutions.co.uk
Depending on how you interact with Kona, we may collect:
| Category | Examples |
|---|---|
| Contact information | Name, email address, telephone number, organisation and job title. |
| Business information | Professional correspondence, meeting information, proposals and contractual contacts. |
| Recruitment information | CVs, employment history, qualifications, references and recruitment correspondence. |
| Supplier information | Contact details, contractual information and information required for supplier assessment. |
| Website and enquiry information | Information submitted through website forms, emails or other enquiries. |
| Security information | Information necessary to manage authorised access, information sharing or relevant contractual security requirements. |
We aim to collect only the information necessary for the relevant activity.
We may obtain information:
Where information is obtained indirectly, we provide appropriate privacy information in accordance with applicable requirements.
| Purpose | Principal lawful basis |
|---|---|
| Responding to enquiries and maintaining professional relationships | Legitimate interests. |
| Preparing proposals and managing prospective business | Legitimate interests or steps towards a contract, as applicable. |
| Delivering contracted services | Contractual necessity where the individual is a party to the contract, or legitimate interests for business contacts. |
| Managing suppliers and subcontractors | Legitimate interests, contractual necessity or legal obligation, as applicable. |
| Recruiting employees or associates | Steps towards a contract and legitimate interests, as applicable. |
| Meeting statutory, regulatory or contractual security obligations | Legal obligation or legitimate interests, as applicable. |
| Protecting Kona systems, information and business operations | Legitimate interests. |
| Managing legal claims and disputes | Legitimate interests and applicable legal provisions. |
Kona's legitimate interests include conducting its business, maintaining professional relationships, recruiting suitable personnel, delivering services and protecting its information and commercial interests.
Where applicable, we assess these interests against the rights and freedoms of the individuals concerned.
Where you apply for employment or associate opportunities, we may use your information to:
If your application is successful, relevant information may become part of your workforce record and will then be covered by Kona's Workforce Privacy Notice.
Unsuccessful applicant information is retained only for a justified period and then securely disposed of.
Where recruitment information includes special category or criminal-offence data, Kona applies the additional legal conditions and safeguards required.
Where necessary, we may share information with:
We do not sell personal information.
Where third parties process information on our behalf, appropriate contractual and security arrangements are required.
Some approved service providers may process or access information outside the UK.
Where this occurs, Kona requires appropriate legal safeguards, including applicable UK adequacy regulations or approved transfer mechanisms.
Information about relevant safeguards can be requested using the contact details above.
Kona uses appropriate technical and organisational controls to protect personal information.
These include approved systems, restricted access, authentication controls, information classification and secure information handling.
Information is made available only to authorised individuals with a legitimate requirement.
Kona retains personal information only for as long as necessary for the relevant business, contractual or legal purpose.
Retention arrangements are defined in PR-01 – Documented Information and Records Control.
Examples include:
Information is reviewed and securely disposed of when no longer required, unless a continuing legal, contractual or legitimate business reason justifies retention.
Subject to applicable legal conditions and exemptions, you may have rights to:
You have the right to object to processing based on legitimate interests.
You can exercise your rights by contacting Kona using the details in Section 2.
Kona may communicate with professional contacts about relevant business opportunities, services or existing commercial relationships where permitted by applicable law.
Where consent is required, it will be obtained.
Individuals may object to direct marketing or unsubscribe from relevant communications at any time.
Kona's website may collect technical information necessary for its operation and security.
Where cookies or similar technologies are used, Kona will provide appropriate information and obtain consent where required by applicable law.
Details of any non-essential cookies or analytics services must be provided through the website's applicable cookie information or consent mechanism.
Kona does not currently use solely automated decision-making that produces legal or similarly significant effects on individuals covered by this notice.
If you have concerns about how Kona handles your information, please contact us using the details above.
You also have the right to complain to the Information Commissioner's Office.
Website: www.ico.org.uk
Kona reviews this notice when its processing activities, legal requirements or information-management arrangements materially change.
The current version will be made available through the Kona website or other appropriate communication channels.
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We may choose to use analytical cookies to help us provide you with the best possible experience by collecting and reporting information on how the website is used. The cookies collect information in a way that does not directly identify anyone. If you prefer not to allow us to accept these cookies you can adjust permissions by clicking the cookie symbol at the bottom left corner of this page.