Privacy Policy
At Kontor, we are committed to protecting and respecting your privacy.
1. OUR APPROACH TO PRIVACY
This privacy policy sets out how we collect, store, process, transfer, share and use data that identifies or is associated with you ("personal information") when you use our website at https://www.kontor.com/ (or any other website operated by Kontor), our app(s), use our services, enter into a commercial relationship with us or otherwise interact with us.
Where you use our services or otherwise enter into a commercial relationship with us on our terms and conditions, this privacy policy should be read alongside our terms and conditions.
2. ABOUT US
This privacy policy is issued on behalf of the Kontor group of companies, all registered in England and Wales and each with their registered office at 33 Gresse Street, London, United Kingdom, W1T 1QU, which includes the following:
Controller Name Kontor Group Limited
Company Registration Number 14645692
ICO Registration Number ZB600051
Controller Name Kontor Real Estate Limited
Company Registration Number 09253897
ICO Registration Number ZB778203
Controller Name Kontor Leasing Limited
Company Registration Number 14736261
ICO Registration Number ZB717879
(together "Kontor", "we", "our", or "us").
Kontor is the data controller of the personal information we hold about you. We are each registered as a data controller with the Information Commissioner's Office under the data protection registration numbers mentioned above.
3. PERSONAL INFORMATION WE COLLECT ABOUT YOU AND HOW WE USE IT
The table at Annex 1 below sets out the categories of personal information we collect about you and how we use that information. The table also lists the legal basis which we rely on to process the personal information.
More generally, we:
(a) collect personal information that you voluntarily submit to us, such as your name, contact details and address, when you use our services, or otherwise interact with us in the course of our business activities;
(b) collect personal information that you are required to provide us as part of our client onboarding procedures and for us to comply with our regulatory responsibilities and / or policies and procedures (such as anti-money laundering requirements);
(c) collect your contact details and account preferences to deliver relevant marketing materials to you, invite you to events and other functions we believe may be of interest to you and measure or understand the effectiveness of the information we provide to you; and
(d) may also collect certain personal information automatically, including in relation to how you access and use our services, technical information regarding the device you use to access our website and app and the way in which you interact with our marketing (such as whether you open these).
We use the information we collect about you to correspond with you, perform our agreements with you, comply with our regulatory responsibilities and / or policies and procedures (such as anti-money laundering requirements), carry out marketing activities and our day-to-day business activities and operations.
We may link or combine the personal information we collect about you and the information we collect automatically. This allows us to provide you with a personalised experience regardless of how you interact with us.
You may also provide us with personal information, such as your contact details, when interacting with Kontor generally by email, over the phone, at online and physical events or in the course of your and/or your company's business activities. We will indicate to you where the provision of certain personal information is required in order for us to provide you certain services. If you choose not to provide such personal information, we may not be able to provide the services you have requested.
Special categories of personal information
We do not generally seek to collect sensitive (or "special category") personal information (which are racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purpose of uniquely identifying a person, data concerning health or data concerning a natural person's sex life or sexual orientation). However, we may process special categories of personal information where you have voluntarily chosen to submit that information to us (e.g. by email) and we will store such information in accordance with our data retention practices (see section 5 below).
4. ANONYMOUS DATA
We may anonymise and aggregate any of the personal information we collect about you (so that it does not directly identify you). We may use anonymised information for purposes that include testing our systems, research, data analysis, improving our service, promoting our service and developing new products and features. We may also share such anonymised information with others.
5. DATA RETENTION
We will store the personal information we collect about you for no longer than necessary for the purposes set out in Annex 1 in accordance with our legal obligations and legitimate business interests.
To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, as well as the applicable legal, regulatory, tax, accounting or other requirements.
6. RECIPIENTS OF PERSONAL INFORMATION
We may share your personal information with the following categories of recipients (as required in accordance with the uses set out in Annex 1:
(a) Service providers: we may share your personal information with third party vendors and other service providers that perform services for us or on our behalf, which may include providing messaging, marketing, lead generation, CRM, database, advertising, fraud prevention, web hosting, storage, payment or analytics services.
(b) KYC provider: we share your personal information with our ID verification provider(s) as needed to carry out verification, anti-money laundering, compliance (including sanctions and PEP) and other background (together "KYC") checks as needed.
(c) Professional advisors: we may share your personal information with our lawyers, accountants, insurers and other professional advisors to the extent we need to (for example, to defend ourselves against legal claims).
(d) Business partners: we may share your personal information (such as contact details) with our business partners and providers (including, where relevant, brokers, agents, contractors, architects, designers, surveyors, landlords and / or serviced office operators,) where this is necessary in the normal course of our business.
(e) Purchasers and third parties in connection with a business transaction: your personal information may be disclosed to third parties in connection with a transaction, such as a merger, sale of assets or shares, reorganisation, financing, change of control or acquisition of all or a portion of our business.
(f) Law enforcement, regulators and other parties for legal reasons: we may share your personal information with third parties as required by law or if we reasonably believe that such action is necessary to: (i) recover debts owed to us; (ii) comply with the law and the reasonable requests of law enforcement; (iii) detect and investigate illegal activities, unlawful activity and / or breaches of agreements; and / or (iv) exercise or protect the rights, property, or personal safety of Kontor, its clients or others.
(g) Other members of the Kontor group: (to the extent applicable) we may share your personal information with our group affiliates (for example, where they provide services on our behalf) or where such sharing is otherwise necessary in accordance with the uses set out in Annex 1.
6. MARKETING AND ADVERTISING
Email marketing
From time to time, we may contact you with information about our services and / or Kontor. We may also send you information regarding our other products and services we may offer from time to time, updates, offers, discounts and similar marketing which we believe you may be interested in.
Most marketing messages we send will be by email. For some marketing messages, we may use personal information we collect about you to help us determine the most relevant marketing information to share with you.
We will only send you marketing messages if you have given us your consent to do so, unless consent is not required under applicable law. Where you provide consent, you can withdraw your consent at any time, but without affecting the lawfulness of our processing based on consent before its withdrawal. In any case, you have the right to opt out of receiving electronic marketing communications from us by clicking on the 'unsubscribe' link at the bottom of our marketing communications.
Interest-based advertising
We may also participate in interest-based advertising and use third party advertising companies to serve you targeted advertisements based on your online browsing history and your interests. To do this, we or our advertising partners may collect information about how you use or connect to our websites or apps, social media services, or content and ads that you (or others using your device) visit so that we or our advertising partners may play or display ads on our websites or apps you may use, and on other devices you may use.
Further to the above, we share email addresses provided by our clients with Google as part of its customer matching tool. This allows Google to send our advertisements to those Google users (on Google platforms) who match, or are similar to, the email addresses we share with Google.
To learn about interest-based advertising and how you may be able to opt-out of some of this advertising and to limit some third party advertising cookies, you may wish to visit:
Your Online Choices (http://www.youronlinechoices.com/)
Network Advertising Initiative (http://www.networkadvertising.org/)
Digital Advertising Alliance (http://www.aboutads.info/consumers)
7. STORING AND TRANSFERRING YOUR PERSONAL INFORMATION
Security. We implement appropriate technical and organisational measures to protect your personal information against accidental or unlawful destruction, loss, alteration or damage. All personal information we collect will be stored on our secure servers. We will never send you unsolicited emails or contact you by phone requesting your account ID, password, bank account details or national identification numbers.
International Transfers of your Personal Information. The personal information we collect may be transferred to and stored in countries outside of the UK where our third party service providers, advisors or business partners have operations. These international transfers of your personal information will be made pursuant to appropriate safeguards, such as adequacy decisions or standard data protection clauses adopted by the UK government. If you wish to enquire further about the safeguards used, please contact us using the details set out at the end of this privacy policy.
8. YOUR RIGHTS IN RESPECT OF YOUR PERSONAL INFORMATION
In accordance with applicable privacy law, you have the following rights in respect of your personal information that we hold:
(a) Right of access. You have the right to obtain access to, and a copy of, your personal information.
(b) Right of portability. You have the right, in certain circumstances, to receive a copy of the personal information you have provided to us in a structured, commonly used, machine-readable format that supports re-use, or to request the transfer of your personal data to another data controller.
(c) Right to rectification. You have the right to obtain rectification of any inaccurate or incomplete personal information we hold about you without undue delay.
(d) Right to erasure. You have the right, in some circumstances, to require us to erase your personal information without undue delay if the continued processing of that personal information is not lawful or justified.
(e) Right to restriction. You have the right, in some circumstances, to require us to limit the purposes for which we process your personal information if the continued processing of the personal information in this way is not justified, such as where the accuracy of the personal information is contested by you.
(f) Right to withdraw consent. If you have provided consent to any processing of your personal information, you have a right to withdraw that consent, but without affecting the lawfulness of our processing based on consent before its withdrawal.
You also have a right to object to any processing based on our legitimate interests in certain circumstances. You can also object to our direct marketing activities for any reason by clicking the "unsubscribe" link set out in any marketing communication you receive.
Please note that the above rights are not absolute, and we may be entitled to refuse requests, wholly or partly, where exceptions under the applicable law apply.
If you wish to exercise one of these rights, please contact us using the contact details at the end of this privacy policy.
You also have the right to lodge a complaint to your national data protection authority. If you are in the UK, information on how to contact the Information Commissioner is available at www.ico.org.uk. We would of course prefer that you contact us first if you have any complaints or concerns regarding how we have used your personal information.
9. COOKIES AND SIMILAR TECHNOLOGIES
Our website uses cookies and similar technologies to distinguish you from other users of our website. Please refer to our Cookies Policy for more information as to the way in which we use cookies on our website.
10. LINKS TO THIRD PARTY SITES
Our website, app, terms and policies may, from time to time, contain links to and from third party websites, including those of our business partners, advertisers, news publications and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for their policies. Please check the individual policies before you submit any information to the relevant site.
11. CHANGES TO THIS POLICY
We may update this privacy policy from time to time and so you should review this page periodically. When we change this privacy policy in a material way, we will update the "last modified" date at the end of this privacy policy. Changes to this privacy policy are effective when they are posted on this page.
12. NOTICE TO YOU
If we need to provide you with information about something, whether for legal, marketing or other business-related purposes, we will select what we believe is the best way to get in contact with you. We will usually do this through email or by placing a notice on our website (or both). The fact that we may send notices to you will not stop you from being able to opt out of certain types of contact as described in this privacy policy.
13. CONTACTING US
If you have any questions, comments and requests regarding this privacy policy, you can contact us using one of the following methods:
By post:
FAO Data Protection Officer
33 Gresse Street
London
United Kingdom
W1T 1QU
By email: hello@kontor.com
Find the full policy and annex here. This privacy policy was last modified on 18 October 2024.
