Privacy policy

What is this privacy policy for?

This privacy policy is for this website, https://www.rkwo.com; served by RKWO Ltd (defined as “RKWO” throughout this agreement) and governs the privacy of its website visitors who choose to use it.

The policy sets out the different areas where website visitor privacy is concerned and outlines the obligations and requirements of the website visitors and RKWO. Furthermore, the way this website processes, stores and protects website visitor data and information will also be detailed in this policy.

RKWO take a proactive approach to website visitor privacy and try to ensure the necessary steps are taken to protect the privacy of its website visitors throughout their visiting experience.

This website complies with all UK national laws and requirements for website visitor privacy. This privacy policy also covers aspects of the general data protection regulations (GDPR) set out by the EU regulations.

Data control

How is website visitor data collected?

Website visitor data is collected in various ways around this website. Website visitor data is collected both on RKWO’s hosting provider’s servers and also through external applications installed on this website, all of which are outlined in the data privacy impact assessment below.

Data privacy impact assessment

Contact & Communication

Website visitors contacting RKWO do so at their own discretion and provide any such personal data requested at their own risk. The website visitor’s personal data is kept private and stored securely until a time it is no longer required, has no use or has been requested to be removed by the website visitor. Data is stored for no longer than three hundred and sixty-five (365) days, however, this excludes digital signature submissions.

Efforts have been made to ensure safe and secure email submission processes but RKWO still advise website visitors using such submissions to do so at their own risk.

Digital signature submissions

RKWO use online forms in order to request digital signatures from the Client.

These digital signatures capture the details of the submission, including but not limited to the IP address the form was submitted from. This data is used for verification purposes, should RKWO need to verify the submission on and/or at a later date.

These submissions are required to be stored indefinitely, in case of any dispute between the Client and RKWO. Therefore, the term regarding data being stored for no longer than three hundred and sixty-five (365) days does not apply to digital signature submissions.

Viewing proposals

Website proposals are often sent out to potential customers of RKWO.

When a proposal is viewed by a website visitor, RKWO gets an email to notify them that a website visitor is viewing their proposal.

The notification email simply acts as a receipt for RKWO to understand that a website visitor (usually, but not limited to, the potential customer) has viewed a specific proposal at a specific date and time.

Use of cookies

Cookies are small files saved to the website visitor’s computer hard drive that track, save and store data about the website visitor’s interactions and usage of the website. This allows the website, through its server to provide the website visitors with a tailored experience within this website.

This website uses cookies to better the website visitors experience while visiting the website. Where applicable this website uses a cookie control system allowing the website visitor on their first visit to the website to allow or disallow the use of cookies on their computer or device. This complies with legislation requirements for websites to obtain explicit consent from website visitors before leaving behind or reading files such as cookies on a website visitor’s computer or device.

Website visitors are advised that if they wish to deny the use and saving of cookies from this website onto their computer hard drive they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors.

This website uses tracking software to monitor its website visitors to better understand how they use it. This software is provided by Google Tag Manager and Google Analytics which use cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not automatically store, save or collect personal data. You can read Google’s privacy policy here for further information, including what they collect; https://policies.google.com/privacy.

This website often participates in advertisements run through Google Ads. RKWO can then monitor advertisement clicks, search terms used to show their advertisements, on-site interactions which may trigger conversions and various other data on Google’s Ads platform. You can read Google Ads’ privacy policy for further information, including what they collect here; https://policies.google.com/technologies/ads.

This website often participates in advertisements run through Microsoft Advertising (formally known as Bing Ads). RKWO can then monitor advertisement clicks, search terms used to show their advertisements, on-site interactions which may trigger conversions and various other data on Microsoft Advertising’s platform. You can read Microsoft Advertising’s privacy policy for further information, including what they collect here; https://about.ads.microsoft.com/en-gb/resources/policies/privacy-and-data-protection-policies and here https://privacy.microsoft.com/en-GB/privacystatement.

This website also uses a LinkedIn Insight Tag, which uses cookies to track visitor usage. This software allows RKWO to track LinkedIn profile data based on advertisement clicks through LinkedIn (including any of their publishing partners) and also website visitors which come to the website, even if they have not come through LinkedIn. You can read LinkedIn’s data policy for further information, including what they collect here; https://www.linkedin.com/legal/privacy-policy.

RKWO use Stripe and PayPal in order to process some transactions. Payment providers are not limited to just these two providers. Customer data, including but not limited to; full names, addresses, email addresses, telephone numbers and payment card (not limited to credit and/or debit cards) information are stored on these payment platforms for processing payments and record keeping. You can read Stripe’s privacy policy for further information on what can be collected here; https://stripe.com/gb/privacy. Furthermore, you can also read PayPal’s privacy policy for further information on what can be collected here; https://www.paypal.com/uk/webapps/mpp/ua/privacy-full.

Other cookies may be stored on your computer’s hard drive by external vendors when this website uses referral programs or sponsored links. Such cookies are used for conversion and referral tracking and typically expire after thirty (30) days, though some may take longer. No personal data is automatically stored, saved or collected.

How long is website visitor data stored?

The website visitor’s data is stored on RKWO’s hosting provider’s servers. The data is kept private and stored securely until a time it is no longer required, has no use or has been requested to be removed by the website visitor. Non-actively used data is stored for no longer than three hundred and sixty-five (365) days, however, this excludes digital signature submissions.

Website visitor rights

Website visitors can request to view their data

Website visitors can request to view their submitted personal data on this website if the data is kept by RKWO. To request this, the website visitor should write to RKWO, International House, 64 Nile Street, London, N1 7SR, United Kingdom. Alternatively, the website visitor can email through this website or directly at general@rkwo.com.

Website visitors can request to update their data

Website visitors can request to update their submitted personal data on this website if the data is still kept by RKWO. To request this, the website visitor should write to RKWO, International House, 64 Nile Street, London, N1 7SR, United Kingdom. Alternatively, the website visitor can email through this website or directly at general@rkwo.com.

Website visitors can request to remove their data

Website visitors can request to remove their submitted personal data on this website if the data is still kept by RKWO. To request this, the website visitor should write to RKWO, International House, 64 Nile Street, London, N1 7SR, United Kingdom. Alternatively, the website visitor can email through this website or directly at general@rkwo.com.

Website visitors can restrict the collection of their data

The website visitor can restrict the collection of their personal data by disabling cookies in their web browser’s settings. website visitors who wish to restrict their personal data on the website should also avoid submitting any forms on the website.

Website visitors can object to the processing of their data

If a website visitor has submitted data to RKWO through the website or through email, the website visitor can request to not receive any further communication by RKWO. Website visitors who wish to do this should write to RKWO, International House, 64 Nile Street, London, N1 7SR, United Kingdom. Alternatively, the website visitor can email through this website or directly at general@rkwo.com. The website visitor may receive a confirmation email to show acknowledgement of the website visitor’s request and should avoid sending any future communication to RKWO.

Website visitors can object to RKWO reusing their data for other services

Website visitors who have submitted data on the website can object to RKWO reusing their data for other services in the future. Website visitors who wish to do this should write to RKWO, International House, 64 Nile Street, London, N1 7SR, United Kingdom. Alternatively, the website visitor can email through this website or directly at general@rkwo.com. The website visitor may receive a confirmation email to show acknowledgement of the website visitor’s request and should avoid sending any future communication to RKWO.

Website visitors can opt out from automated decision-making processes

RKWO do not conduct any automated decision-making processes through the website.

Data protection officer

Rahul Khosla is the data protection officer and can be contacted by writing to RKWO, International House, 64 Nile Street, London, N1 7SR, United Kingdom. Alternatively, RKWO can be contacted by email through this website or directly at general@rkwo.com.

Data processing

How is website visitor data used?

RKWO use data submitted through the website by the website visitor to provide the website visitor with further more-tailored information about products and services RKWO offers (including but not limited to; the submitted full name, phone number, email address and page URL of which the website visitor sent their enquiry from). RKWO may also use this data to answer any questions or queries the website visitor has submitted.

Data collection through the use of cookies is used for internal use only by RKWO. This data is used to better tailor replies from RKWO to the website visitor’s submissions made through the website.

Records of data

Records of the website visitor’s data are kept private and stored securely until a time it is no longer required, has no use or has been requested to be removed by the website visitor. If data is no longer required, data is stored for no longer than three hundred and sixty-five (365) days.

Website visitor data may be forwarded to recommended companies based on the website visitor’s enquiry. This is only if RKWO is unable to take on the website visitor’s project or required services at the time of submission due to their other projects or obligations. If a website visitor’s enquiry has been forwarded to a recommended company by RKWO, RKWO may receive commissions from the recommended company based on the recommended company’s discretion to do so. RKWO is not obligated to share this with the website visitor.

Data security

The website uses a secure sockets layer (SSL) to encrypt the connection between the website and website visitor. The SSL certificate that is used on this website is provided by Let’s Encrypt.

Data breaches

If for any reason the website encounters a data breach, RKWO will attempt to inform their website visitors who have submitted personal data a warning regarding the breach, within 24 hours of their acknowledgement of the data breach.

External links

Although this website only looks to include quality, safe and relevant external links, website visitors are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website. External links are classed as clickable text, banners and image links to other websites.

RKWO cannot guarantee or verify the contents of any externally linked website despite their best efforts. Website visitors should, therefore, note they click on external links at their own risk and RKWO cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Social media platforms

Communication, engagement and actions taken through external social media platforms that RKWO participate in are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Website visitors are advised to use social media platforms wisely and communicate or engage with them with due care and caution in regard to their own privacy and personal data. RKWO will never ask for personal or sensitive data through social media platforms and encourage website visitors wishing to discuss sensitive data to contact them through primary communication channels such as by telephone or email at general@rkwo.com.

This website may use social sharing buttons that help share web content directly from web pages to the social media platform in question. Website visitors are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Marketing & Newsletters

RKWO use Mailchimp as its marketing and newsletter provider. You can read Mailchimp’s privacy policy for further information, including what they collect here; https://mailchimp.com/legal/privacy/.

Visitor email addresses that are entered through the website are not automatically submitted into RKWO’s email mailing list, nor is previous customer data.

RKWO have authorisation in writing from all of their Mailchimp recipients. However, the recipients of the emails are also given an option to unsubscribe (through the Mailchimp platform) after the inital email has been delivered.

Should the unsubscribe link within the email not work, recipients of the received email should write to general@rkwo.com clearly stating that they wish to unsubscribe from any and/or all marketing and newsletter emails sent by RKWO.

RKWO may use alternative domains and/or email addresses to send and/or reply to its emails with, as well as deliver to. These domains and/or email addresses include but are not limited to rkwo.com, rkwo.co.uk and rkwo.net, including any wildcard subdomains too, along with any generated Mailchimp domains and/or email addresses.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to RKWO, International House, 64 Nile Street, London, N1 7SR, United Kingdom. Alternatively, you can email this website directly at general@rkwo.com.

This document was last edited on the 14th of September 2022.