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Last updated: 10 November 2025

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1. Introduction

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We are committed to safeguarding the privacy of our website visitors, prospective clients, clients, and their personnel. This policy explains how we handle your personal data when you visit www.kaizenex.co.uk (the “Website”), interact with us, or use our services.

Unless stated otherwise, Kaizenex Ltd acts as the data controller for the processing described in this policy. That means we determine the purposes and means of processing your personal data.

We use cookies and similar technologies on our Website. Where required, we ask for your consent via our cookie banner. You can change your cookie preferences at any time via the Cookie Settings link in the footer.

This policy is written to meet the requirements of UK data protection law (UK GDPR and the Data Protection Act 2018) and, where applicable, EU GDPR.

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2. The personal data we collect

The personal data we collect depends on how you interact with us:

 

2.1 Contact data

Name, job title, company, email address, phone number, and postal address. Source: you (e.g., contact forms, email, phone) or your employer/colleague.

 

2.2 Account/Profile data (if/when we provide logins)

Account identifiers, name, email, company, preferences, roles/permissions, and audit history. Source: you and our systems.

 

2.3 Marketing & communications data

Your preferences for receiving marketing from us and your communications with us (including email engagement, unsubscribes, and form consents). Source: you and our systems.

 

2.4 Transaction & billing data (if you purchase from us)

Purchase history, invoices, billing address, VAT details, and payment status. We do not store full card details. Card payments are processed by our payment processors. Source: you and our payment providers.

 

2.5 Usage data

IP address, device and browser type, operating system, pages viewed, referral source, session duration, and interactions with our Website. Source: our analytics and security tools.

 

2.6 Communications data

Emails, messages, meeting notes, and metadata (time, date, recipients). Source: you and our systems.

 

2.7 Candidate data (if you apply for roles)

CV/resumé, cover letter, interview notes, references. Source: you and referees.

 

2.8 Special category data

We do not intentionally collect special category data. If such information is shared inadvertently (e.g., within free‑text fields), we will delete or minimise it where possible.

 

3. Purposes and lawful bases

We process personal data for the following purposes and on these lawful bases:

PurposeDataLawful basis

Operating and securing our Website (including diagnostics, fraud prevention, and access controls)Usage data, technical logsLegitimate interests (operate, protect, and improve our services)

Responding to enquiries and providing servicesContact, communications, account, transaction dataPerformance of a contract or pre‑contract steps; legitimate interests (deliver professional services)

Invoicing, payments, and financeTransaction & billing dataPerformance of a contract; legal obligation (tax/accounting)

Client relationship management and supportContact, communications, account dataLegitimate interests (manage client relationships)

Direct marketing by email or SMSContact, marketing preferencesConsent (where required by PECR); or legitimate interests (B2B marketing)

Analytics and site performanceUsage data, cookie identifiersConsent (for non‑essential cookies)

RecruitmentCandidate dataLegitimate interests (hire team); consent where requested

Legal claims, compliance, and insuranceRelevant data as necessaryLegitimate interests; legal obligation

Where we rely on legitimate interests, we balance our interests against your rights and expectations and only proceed where they are not overridden.

You can withdraw consent at any time via the Cookie Settings or unsubscribe links.

 

4. Sharing your personal data

We share personal data only when necessary:

• Service providers (processors): hosting, IT, security, analytics, email/CRM, video or event platforms, survey/quiz tools, payment processors, and professional advisers. They act under contract and only on our instructions.

• Professional advisers & insurers: for risk management, legal advice, and insurance.

• Authorities: where required by law or to protect rights and safety.

 

4.1 Our key third‑party providers

CategoryProviderNotes

Website hosting & builderWix.com LtdProvides website hosting, contact forms, and built‑in analytics.

Form submissionsWix contact formSends form data to our email (Microsoft 365).

Email & communicationMicrosoft 365 / OutlookHandles emails and contact data. No website cookies.

Video embedsYouTube (Google LLC)Embedded video on homepage; sets cookies when played.

Social linksLinkedInExternal link only; no tracking pixels.

Payments / invoicingRevolut BusinessUsed for bank transfer payments. No website cookies.

Website monitoringGoogle Search ConsoleUsed for search visibility; does not collect personal data.

Quizzes / landing pages (future)ScoreAppMay be used in future for quizzes or assessments.

 

5. International transfers

We are based in the UK, but some providers may process data outside the UK/EEA. Where we transfer personal data internationally, we use lawful transfer mechanisms such as adequacy regulations or UK/EU Standard Contractual Clauses (SCCs), and additional safeguards where appropriate.

 

6. Retention

We keep personal data only as long as necessary for the purposes described or as required by law.

• Enquiries (non‑client): 24 months from last interaction

• Client records and contracts: 7 years (tax/accounting limitation)

• Marketing records (preferences, unsubscribes): kept until you opt out (and suppression lists retained to honour your opt‑out)

• Analytics data: typically 26 months (see cookie schedule)

• Candidate data: 12 months from end of process unless you ask us to retain it longer or we are required to keep it

We may retain data longer to establish, exercise, or defend legal claims.

 

7. Your rights (UK/EU)

Subject to conditions and exemptions, you have the right to: access, rectify, erase, restrict, object to certain processing, and data portability. Where we rely on consent, you may withdraw consent at any time. You also have the right to complain to the UK Information Commissioner’s Office (ICO) or your local supervisory authority.

To exercise your rights, contact us using Section 13.

 

8. Cookies

Cookies are small files placed on your device. We use:

• Strictly necessary cookies (essential for the site to function) – do not require consent.

• Analytics/performance cookies – used by Wix; require consent.

• Functionality/embedded content cookies (e.g., YouTube) – require consent when you play videos.

You can manage consent via our cookie banner and Cookie Settings. You can also configure your browser to block or delete cookies (see links in 11.1 below). Blocking cookies may affect site functionality.

 

9. Cookies we use (summary)

CookieProviderTypePurposeRetention

wixSession / XSRF-TOKENWixNecessarySecurity and session managementSession

svSessionWixNecessaryIdentifies unique visitors2 years

XSRF-TOKENWixNecessarySecurity tokenSession

hsWixNecessarySecurity tokenSession

_wixCIDX / _wix_browser_sessWixFunctionalSystem monitoring, debuggingSession

YouTube cookies (YSC, VISITOR_INFO1_LIVE)YouTubeFunctionalVideo playback and analyticsSession / 6 months

ScoreApp (future use)ScoreAppFunctionalQuiz/session handlingTBD

 

10. Third‑party tools

• Wix: privacy.wix.com

• YouTube (Google): policies.google.com/privacy

• Microsoft: privacy.microsoft.com

• Revolut: www.revolut.com/legal/privacy

• ScoreApp: [scoreapp.com/privacy-policy]

 

11. Managing cookies (browser controls)

Up‑to‑date guidance is available from major browsers:

• Chrome: support.google.com/chrome/answer/95647

• Firefox: support.mozilla.org/en-US/kb/enhanced-tracking-protection-firefox-desktop

• Safari (macOS): support.apple.com/guide/safari/manage-cookies-and-website-data-sfri11471

• Edge: support.microsoft.com/help/4468242/microsoft-edge-browsing-data-and-privacy

Blocking all cookies may impact your experience and some features may not work.

 

12. Changes to this policy

We may update this policy from time to time. We will post the new version on this page and update the “Last updated” date. Where changes are significant, we may notify you by email if we have your contact details.

 

13. How to contact us

Kaizenex Ltd
Registered in England and Wales (Company No. 15436003)
Registered office: 71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
Email: joseph@kaizenex.co.uk
Phone: +44 7931 986609
Website: www.kaizenex.co.uk

 

14. EU/UK representatives

We are established in the UK. We do not currently appoint an EU representative under Article 27 GDPR. If that changes, we will update this section. We have not appointed a Data Protection Officer (DPO) as we are not required to do so; you can still contact us using Section 13.

 

15. Additional information for marketing

Where we send B2B marketing emails, we do so under UK GDPR legitimate interests and comply with PECR. You can opt out at any time by using the unsubscribe link in our emails or contacting us. If you unsubscribe, we will retain your email in a suppression list to honour your preference.

 

16. Children

Our Website and services are not directed to children, and we do not knowingly collect personal data from children.

 

17. Version control

• Version: 1.0

• Last updated: 10 November 2025

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