Privacy & Cookie Policy

1. BACKGROUND

Kudocs Limited (“Kudocs”, “we”, “us” or “our”), offers an all-in-one digital solution for managing your corporate governance, company registers and automatically updating Companies House on your behalf to ensure improved compliance.

We care about privacy and data protection and we are committed to protecting your personal information. We also aim at transparency, we want you to know what data we collect about you and how it is used and shared. Please be aware that, whilst we make our best efforts to keep your personal information safe, no website can be completely secure.

The following privacy policy (“Privacy Policy”) and cookies policy (“Cookies Policy”) relates to our use of any personal information regarding you we collect and process via our website, mobile application or any other personal information you provide us in person, via email, telephone, text message, or other means.

In the Privacy Policy and Cookies Policy, the terms processing, personal data, data controller, data processor, data subject shall have the same meaning as set out in the Data Protection Act 1998 (“DPA”) as amended, extended or re-enacted from time to time and including all subordinate legislation made from time to time under the DPA or as defined by the Regulation of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (the “GDPR”) once applicable and/or any corresponding or equivalent national laws or regulations once in force and applicable (“Applicable Data Protection Laws”).

To learn more about your rights to privacy and data protection, we recommend you visiting the Information Commissioner’ Office (“ICO”) website at https://ico.org.uk/.

2. ABOUT US

Kudocs Limited is a limited liability company registered in England and Wales with registered office at Third Floor, Marlborough House, Victoria Road South, Chelmsford, Essex, England, CM1 1LN, company number 09611371.

We are based and only operate in the United Kingdom. If you have any query regarding our use of your personal data, please contact us at info@kudocs.co.uk.

3. KEY TERMS

To help you understand the content of our Privacy Policy we have summarised some key terms:
Data Controller means the individual or organisation that, alone or jointly with others, exercises overall control over how Personal Data are processed and the purposes of such treatment.
Data Processor means any person (other than an employee of the data controller) who processes the data on behalf and under the instruction of the Data Controller.
Communication Methods mean email, telephone, notices posted on our Site, or any other communication methods.
Personal Data means any information relating to a living individual who can be directly or indirectly identified in particular by reference to an identifier. Personal Data may include identification numbers, location data and online identifiers.
Processing means obtaining, recording or holding data or carrying out any operation in relation to Personal Data.
Sensitive Personal Data means data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.
Services means the all-in-one digital solution for managing your corporate governance, company registers and automatically updating Companies House on your behalf to ensure improved compliance.
Site means Kudocs’ website or app as available from time to time
Third-Party Websites mean websites owned and/or operated by third parties.
User means any individual accessing and using the Service or Site through registration keys provided by Kudocs.

User Generated Content means any data uploaded or in any way inputted in or through the Service or Site by each User.

4. PRIVACY POLICY IN RELATION TO WEBSITE USERS

The following terms in this paragraph apply only to users of the Site who are not otherwise using our Services or actively enquiring about our Services.

4.1 DATA CONTROLLER

Kudocs will be the Data Controller with regards to the processing of your Personal Data provided to, or collected by or for, in connection with your use of our Site.

4.2 LEGAL BASIS FOR PROCESSING

Please be aware that we also rely on legitimate interest to process your Personal Data. Our legitimate interest includes our commercial interest in offering our Services to the public.

4.3 INFORMATION WE COLLECT ABOUT YOU

We log your visits and your usage data when you visit our Site. In particular, we use internet protocol (“IP”) addresses, cookies and similar technologies (e.g., web beacons, pixels, ad tags and device identifiers) to identify you or your device. Please read our Cookies Policy below at https://kudocs.co.uk/cookies to learn more about how we use cookies and similar tracking technologies and how to opt out.

We receive data from your devices and networks, including location data. When you visit or leave our Site, we receive the URL of both the site you came from and the one you go to next. We also get information about your IP address, proxy server, operating system, web browser and add-ons, device identifier and features, and/or ISP or your mobile carrier. If you use our Site from a mobile device, that device will send us data about your location. Most devices allow you to prevent location data from being sent to us and we respect your settings.

4.4 HOW WE USE YOUR PERSONAL DATA

We use your Personal Data to give you access to our Site and in particular to:
(a) provide you with information about the Services;
(b) contact you through any Communication Method about our Services, provided that you have previously consented to us contacting you. You may always opt to be excluded from communications regarding Kudocs and our Services by sending an email to info@kudocs.co.uk;
(c) produce aggregate insights that do not identify you; and
(d) investigate, respond to and resolve complaints and service issues.

4.5 RECIPIENTS OF YOUR DATA

To provide and develop our Site, we may share your Personal Data with:
(a) our subsidiaries, as defined by section 1162 of the Company Act 2006 as amended, extended or re-enacted from time to time, provided that our subsidiaries will be subject to the same terms of this Privacy Policy; and
(b) third parties for maintenance, analysis, audit, payments, marketing and development. Third parties will only have access and use your information as reasonably necessary to perform these tasks on our behalf and they will be bound to non-disclosure obligations and to the terms of this Privacy Policy.
We may have to disclose your Personal Data if it is reasonably necessary to: (i) investigate, prevent, or take action regarding suspected or actual illegal activities or to assist government enforcement agencies; (ii) enforce our agreements with you; investigate and defend ourselves against any third-party claims or allegations; (iii) protect the security or integrity of our Services.
We will attempt to notify you about legal demands for your Personal Data when appropriate in our judgment, unless prohibited by law or court order or when the request is an emergency. We may dispute such demands when we believe, in our discretion, that the requests are overbroad, vague or lack proper authority, but we do not promise to challenge every demand.

We may share your Personal Data as part of a sale, merger or change in control, or in preparation for any of these events. Any other entity which buys us, or part of our business, will have the right to continue to use your data, but only in the manner set out in this Privacy Policy.

4.6 DATA RETENTION

We will normally keep your Personal Data for as long as it is necessary to provide you with access to our Site or Services and in any case for a maximum of 3 months from the first collection of your Personal Data.

5. PRIVACY POLICY IN RELATION TO CLIENTS AND INDIVIDUALS ENQUIRING ABOUT THE SERVICES

The following terms in this paragraph apply only to users of our Services and to individuals enquiring about the services.

5.1 DATA CONTROLLER

With the exception of User Generated Data, Kudocs will be the Data Controller with regards to the processing of your Personal Data provided to, or collected by, for or in relation to, our Services.
Each user will have exclusive responsibility for User Generated Content and in respect of such data Kudocs will only be a Data Processor.

5.2 LEGAL BASIS FOR PROCESSING

For the purpose of performing and providing information about the Services, we may process Personal Data of Users and of individuals enquiring about the Services on the basis that we have a legitimate interest in such processing that includes our commercial interest in offering and providing our Services.
Furthermore, we may process Personal Data of Users and of individuals enquiring about the Services on the basis that: (i) the individual data subject has consented to such processing; (ii) it is necessary for the entry into, or performance of, a contract or in order to take steps at their request prior to the entry into a contract; (iii) it is necessary for compliance with a legal obligation.

5.3 INFORMATION WE HOLD

We may collect Personal Data about you, including but not limited to your name, email address, home address, mobile number, and password, when you register or enquire about the Service.

In addition, to provide you with our Services and while you use the Service or Site (e.g. search for information, submit requests, participate in discussion boards or other social media functions on our site, enter a competition, promotion or survey, submit information for storage or to be sent to Companies House, report a problem with our Site), we may have to collect and process your biographical data, financial and credit card information, your nationality and other Personal Data (e.g. name, address, nationality, date of birth and similar information about directors and employees of any company you have registered with us).

We log your visits and use of our Services, your usage data when you visit or otherwise use our Services. We use log-ins, IP addresses, cookies and similar technologies (e.g., web beacons, pixels, ad tags and device identifiers) to log your use and identify you or your device. Please read our Cookies Policy at https://kudocs.co.uk/cookies to learn more about how we use cookies and similar tracking technologies and how to opt out.

When you visit or leave our Site, we receive the URL of both the site you came from and the one you go to next. We also get information about your IP address, proxy server, operating system, web browser and add-ons, device identifier and features, and/or ISP or your mobile carrier. We process information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number. If you use our Site from a mobile device, that device will send us data about your location. Most devices allow you to prevent location data from being sent to us and we respect your settings.

Upon your request we may acquire information relating to you and/or the directors and/or employees of the companies you have registered with us from Companies House or other governmental departments, including but not limited to Her Majesty’s Revenue & Customs. This information will be acquired using governmental services (APIs) and upon you requesting that we acquire such information on your behalf to generate content for your account.

Information we receive from other sources. We may receive information about you if you use any of the other websites we operate or the other services we provide. In this case we will have informed you when we collected that data that it may be shared internally and combined with data collected on this site. We are also working closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.

5.4 HOW WE USE YOUR PERSONAL DATA

We use your Personal Data to give you access to our Site and to provide you with our Services and in particular to:
(a) administer and process registrations;
(b) authenticate and grant you with access to some areas of our Site;
(c) correspond with Users and individuals enquiring about the Services through any Communication Methods, about enquires, registrations and other Services relates requests;
(d) contact Users via any Communication Methods about the availability of our services, security, other service-related issues, network updates, reminders and suggestions;
(e) provide Users and individuals enquiring about the Services with information about our offering. You may opt to be excluded from communications regarding Kudocs and our products and services by ticking the appropriate box on the Registration Section or by sending an email to info@kudocs.co.uk;
(f) produce aggregate insights that do not identify any individual user of our Services; and
(g) investigate, respond to and resolve complaints and service issues.
Please be aware that as long as you are using our Services you cannot opt out of receiving essential service messages from us, including security and legal notices.

5.5 RECIPIENTS OF YOUR DATA

To provide and develop our Services, we may share your Personal Data with:
(a) our subsidiaries, as defined by section 1162 of the Company Act 2006 as amended, extended or re-enacted from time to time, provided that our subsidiaries will be subject to the same terms of this Privacy Policy;
(b) subcontractors who may perform the whole or part of the Services on behalf of Kudocs (“Subcontractors”), provided that the Subcontractors will be bound to the terms of this Privacy Policy or to substantially similar obligations; and
(c) third parties (e.g. for maintenance, analysis, audit, payments, marketing and development). Third parties will only have access and use your information as reasonably necessary to perform these tasks on our behalf and they will be bound to non-disclosure obligations and to the terms of this Privacy Policy.
We may have to disclose your Personal Data if it is reasonably necessary to: (i) investigate, prevent, or take action regarding suspected or actual illegal activities or to assist government enforcement agencies; (ii) enforce our agreements with you; (iii) investigate and defend ourselves against any third-party claims or allegations; (vi) protect the security or integrity of our Services.
We will attempt to notify you about legal demands for your Personal Data when appropriate in our judgment, unless prohibited by law or court order or when the request is an emergency. We may dispute such demands when we believe, in our discretion, that the requests are overbroad, vague or lack proper authority, but we do not undertake or warrant to challenge every demand.
We may also share your Personal Data as part of a sale, merger or change in control, or in preparation for any of these events. Any other entity which buys Kudocs or part of our business will have the right to continue to use your data, but only in the manner set out in this Privacy Policy.

5.6 DATA RETENTION
THIS ONLY APPLIES TO USERS

Unless you have agreed for us to retain your Personal Data for a longer period, we will keep your Personal Data only for as long as it is necessary to provide you with our Services.

We may need to retain part of your Personal Data even after termination of the agreement to provide you with our Services, if reasonably necessary to comply with our legal obligations (including law enforcement requests), meet regulatory requirements, resolve disputes, maintain security, prevent fraud and abuse, enforce our agreements with you.

INDIVIDUALS ENQUIRING ABOUT THE SERVICES

We keep your Personal Data only for as long as it necessary to provide you with the information you requested about the Services, and in any case no longer than three months from our latest communication with you.

6. GENERAL

The following terms in this paragraph apply to Users of the Site or Services and to individuals enquiring about the Services.

6.1 CROSS-BORDER DATA TRANSFERS

We do not transfer, store or process your Personal Data at destinations outside the European Economic Area (“EEA”).

6.2 CHANGE TO THIS PRIVACY POLICY

As we are committed to constantly improving our Services, we may change the selection of data and the way we process it. We reserve the right to change or adapt this Privacy Policy from time to time. In case of any material change to our Privacy Policy, we will update the version available on our Site as soon as reasonably possible.

6.3 LINKING TO OTHER WEBSITES

For your information and convenience only, the Site contains hyperlinks to Third-Party Websites. Kudocs has no control over and does not endorse any content or service displayed, contained or related to those Third-Party Websites. We make no warranties or representations, express or implied, about Third-Party Websites or any content, products, material or service contained, displayed or related to them. If you decide to access any Third-Party Websites and make use of the information contained on them or to enter into any contract for the supply of goods or services from such third party, you do so entirely at your own risk. We accept no liability for damage or loss, however caused in the connection with the use of or reliance on any information, material, products or services contained on or accessed through any such Third-Parties Websites.

6.4 THIRD-PARTY ADVERTISERS

We do not share your Personal Data with any third-party advertisers or ad networks for their advertising.

6.5 SECURITY
We implement a number of security safeguards designed to protect your data, such as HTTPS, secure log-ins and auto log-out functionality. We regularly monitor our systems for possible vulnerabilities and attacks. However, we cannot warrant the security of any information that you send us.
Please be aware that your use of our Services is at your own risk. We do not guarantee that data may not be accessed, disclosed, altered, or destroyed by breach of any of our physical, technical, or managerial safeguards.

6.6 YOUR RIGHTS
RIGHT OF ACCESS.

We offer you access to the Personal Data we hold about you. Please be aware that the purpose of an access request is to give you the opportunity to confirm the accuracy of Personal Data we are holding about you, the lawfulness of our processing and to allow you to exercise your rights under Applicable Data Protection Laws if necessary. We reserve the right to reject manifestly unfounded (e.g. made for other, non-data protection purposes) or excessive requests.

To have access to the Personal Data we store about you, please contact us at: info@kudocs.co.uk.

RIGHT TO WITHDRAW CONSENT.

Please be aware that, if you have given us consent to process your data for the purposes detailed in this Privacy Policy, you can always change your mind and withdraw your consent by contacting us at info@kudocs.co.uk.
In order to process your requests, we may ask you to send us a copy of two forms of identification (such as passport, driving licence, birth certificate, bank statement, utility bills).

You also have the right to lodge a complaint about our processing of your data and/or our handling of your complaints to ICO or the appropriate data protection authority if you reside outside the United Kingdom.
To learn more about your rights please visit ICO’s website at https://ico.org.uk/.

7. COOKIES POLICY

The following terms in this policy apply to users of the Services and Site and individuals enquiring about the Services.

7.1 DEFINITIONS

A cookie is a small file that is downloaded on to your computer or smartphone or similar devices (a “Device”) when you visit a website. It allows a website to recognise your Device and store several information about you, like your preferences or past actions.

7.2 HOW WE USE COOKIES

We place cookies onto your Device to give you and anyone visiting our Site the best possible experience. In general terms, we use cookies to enables our Site’s features and functionality, and to keep your data safe. Also, we use cookies to identify your Device, secure your access to our Site, and to know if someone attempts to access your account from a different device.

7.3 WHEN WE PLACE COOKIES?

Anytime you visit our Site you may receive cookies from us. In particular, we use the following types of cookies:
Strictly necessary cookies. These are cookies that are required for the operation of our Site. They include, for example, cookies that enable and support our security features.

Analytical/performance/research cookies. They allow us to analyse the number of visitors and how visitors move around our Site when they are using it. This helps us to improve our Service and the way our Site works (for example, by ensuring that users are finding what they are looking for easily).

Functionality cookies. These are used to recognise you when you visit our Site. This enables us to personalise our content for you, and remember your preferences (for example, your choice of language or region).

Targeting cookies. These cookies record your visit to our Site, the pages you have visited and the links you have followed. We will use this information to make our Site and Service more relevant to your interests. We may also share this information with third parties for this purpose.

7.4 THIRD-PARTY COOKIES

Our cookie table on our website https://kudocs.co.uk/cookies lists some of the third-party cookies on our sites. Please note that the names of cookies, pixels and other technologies may change over time.

7.5 CONTROLLING COOKIES

You should be able to control cookies through the setting preferences of your web browser (most browser manufacturers provide online help pages relating to cookie management). You should be allowed to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our Site.

Our Site allows you to opt-out of some cookies on your settings page https://kudocs.co.uk/cookies. If you use our Site without changing your browser settings, we will assume that you are happy to receive all cookies available on our Site.

7.6 EXPIRATION

Except for essential cookies, all cookies will expire after six months.