Last Updated: June 12, 2026

General Provisions

This Privacy Policy is structured to comply with the UK Data Protection Act 2018, the UK GDPR, the UK Data (Use and Access) Act, and the EU General Data Protection Regulation (Regulation (EU) 2016/679) (EU GDPR). By using this Website, you acknowledge that your personal data will be processed in accordance with this Policy. If you do not agree with these terms, please discontinue using the Website.

This Privacy Policy is a legally binding document, which together with the Kairos-K Website Terms of Use constitutes an integral part of the Agreement and aimed to regulate relationships between the Owner and User of the Website and contains the scope of confidential information, other User information, the methods for its collection, storage, processing, disclosure, analysis, ensuring security, related to the use of the Website.

Users are strongly recommended to read this Privacy Policy carefully. By using the Website and submitting your data, you acknowledge that you have been informed about the processing practices described herein.

The scope and types of confidential information

The information that can be collected, stored, or processed while using the Website includes the following types of information:

– Contact Information – email, phone;

– User Information –аny information in any format that is generated and uploaded directly by User, shared, received, distributed in any form by User while using Website, as well as information about the User itself, in particular – name, country, the content of requests; and

– Third-party materials – data, products, content, intellectual property created, published, or otherwise accumulated from third parties, other than User and/or Owner.

Purposes and Lawful Bases for Processing

We process your personal data under the following lawful bases permitted under both UK GDPR and EU GDPR:

  • Contractual Necessity / Pre-contractual steps: To respond to your inquiries, provide quotes, and take necessary steps prior to entering into an accounting or consulting service contract with you.
  • Consent: Where you choose to submit your details via our contact forms or consent to non-essential cookies. You have the right to withdraw consent at any time.
  •  Legal Obligation: To comply with statutory financial, tax (such as HMRC requirements in the UK), and anti-money laundering (AML) laws applicable to our operations in the UK and Europe.
  •  Legitimate Interests: To ensure website security, prevent fraud, and optimize our website performance, provided these do not override your privacy rights.

The moment of data collection

We collect information when:

  • You complete an application, file a request within the Website forms and/or through the contacts provided via the Website; and
  • You communicate with us through the Website feedback forms, if applicable.

Disclosure of Confidential Data

We share your personal data only when strictly necessary and under permitted lawful grounds:

  • With Trusted Service Providers: IT support, hosting services, and database management companies that act as data processors under strict Data Processing Agreements (DPAs) to ensure your data remains secure.
  • With Professional Advisors: Lawyers, auditors, or insurers for corporate governance, audit, and legal compliance procedures.
  • With Public Authorities: Law enforcement, HM Revenue & Customs (HMRC), or European tax authorities if we are legally obligated to disclose information in connection with official investigations or regulatory compliance.

We do not sell, rent, or trade your personal data with third parties for marketing purposes.

 International Data Transfers

As we operate across the UK, Europe, and third countries, your data may be transferred outside the UK or the European Economic Area (EEA). When such transfers occur, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • Transferring data to countries that have been deemed to provide an adequate level of protection for personal data by the UK Government or European Commission.
  • Using specific Standard Contractual Clauses (EU SCCs) and the UK International Data Transfer Addendum (UK IDTA) approved for use, which give personal data the same protection it has in UK and Europe.

Storage and data Security

We implement appropriate technical and organizational security measures (including SSL encryption, firewalls, and restricted data access controls) to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way. In accordance with our legal obligations under UK and EU GDPR, we have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data Retention and Rights to Change Data

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for. General inquiries via web forms that do not lead to a contract are deleted within 24 months. For contracted clients, we retain financial and personal records for a minimum of 6 years following the end of the relevant financial year to comply with UK and European statutory tax and accounting laws. You have the right to request updating, correction, or deletion of your data at any time, subject to our statutory data retention duties.

Your Statutory Privacy Rights

Depending on your location (UK or EEA), you hold the following rights under UK and EU GDPR:

  •  Right of Access: You can request a copy of the personal data we hold about you (Subject Access Request).
  •  Right to Rectification: You can ask us to correct inaccurate or incomplete data.
  •  Right to Erasure (“Right to be Forgotten”): You can request the deletion of your data (where we have no statutory obligation to retain it).
  •  Right to Object or Restrict Processing: You can object to direct marketing or restrict how we use your data.
  •  Right to Data Portability: You can request the transfer of your data to another provider.
  •  Right to Withdraw Consent: Where processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us directly at office@kairos-k-practice.com. We will respond to your request free of charge within one calendar month.

Cookies

Cookies-files may be used to monitor the use of the Website and web traffic in order to optimize and improve the service provided and Website performance. User shall be aware and agree that cookies may collect certain confidential information, including information about IP – addresses, information on the types of devices, device identifiers, and used operating systems, time and frequency of visits to the Website.

The information gathered may be used solely for the purposes of analytics, based on non-confidential and anonymized data, the results of which will be used in order to optimize the functionality of the Website and to improve the service provided.

Users can at any time change the settings of their browser by blocking the ability for automatic use of cookies. Additionally, Website will request User to provide explicit consent to use cookies prior the start of using Website (preference, marketing, essential and others), allowing User to choose either accept them, or to reject, fully or partially.

Blocking cookies does not prevent the User from using the Website, however, may affect the ability to access certain functionality of the Website.

The procedure for making amendments and additions to the Agreement

Owner reserves the right at any time to revoke, amend, or modify the terms herein without prior User consent or other prior notices.

In case if certain provisions herein turn out to be invalid or ineffective under the jurisdiction of particular countries, the mentioned does not affect the legal force of the entire Agreement, as well as the validity of some of its provisions in specific jurisdictions. Since consequent changes to the terms of the Agreement are made, they shall be published on the Website, with the appropriate notification on the updating date at the top of the text.

Complaints and Regulatory Authorities

If you believe your data rights have been breached, you have the right to lodge a complaint. Under the UK Data (Use and Access) Act, please submit your complaint to us internally first via email at office@kairos-k-practice.com. We will acknowledge, investigate, and review your complaint within 30 days.

  • If you are based in the UK: You have the right to escalate the complaint to the Information Commissioner’s Office (ICO). Our ICO Registration Number is: ZB564813.
  • If you are based in the EEA: You have the right to lodge a complaint with your local European Data Protection Authority (DPA) in the country of your residence.

Contact Details

Email: office@kairos-k-practice.com

 Customer Support Service: +442922550485

 Registered with the Information Commissioner’s Office (ICO): ZB564813