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Privacy Policy

Our privacy policy and how we use your data

1. Introduction

  1. Commitment to Privacy: At Koho, we prioritise the privacy and security of our clients, service users, and website visitors. We recognize the significance of personal data and are committed to handling it responsibly, in full alignment with the UK Data Protection Act 2018 and the GDPR as applicable within the UK.
  2. Role as Data Controller: Koho operates as a data controller, determining the purposes and means of processing personal data. This role underscores our responsibility in using your data lawfully and in ways that protect your privacy.
  3. Use of Cookies: To enhance our website and ensure a seamless user experience, Koho utilises cookies. Essential cookies are used for operational purposes, and we will seek your consent for any non-essential cookies, adhering strictly to UK privacy regulations.
  4. Identification of the Data Controller: In this policy, "we," "us," and "our" refer to Koho. You can find comprehensive details about our company, including registration and contact information, in Section 14.

2. The Personal Data That We Collect

  1. General Overview: Koho may process various types of personal data to provide and improve our services. This section outlines the categories of personal data we collect and the basis for such collection.
  2. Contact Data: We may collect information that enables us to communicate with you effectively. This includes names, email addresses, telephone numbers, and postal addresses.
  3. Account Data: When you create an account with Koho, we may collect information necessary to manage your account and deliver our services.
  4. Transaction Data: In facilitating services that involve financial transactions, we may process data related to these transactions.

5. Providing Your Personal Data to Others

  1. Sharing Personal Data within Koho's Operations: To facilitate the provision of our services and the operation of our business, we may share your personal data within our organisation. This includes sharing with departments responsible for handling customer service, billing, and product development, ensuring the effective delivery of our services.
  2. Service Providers and Partners: Koho engages with various service providers and business partners who assist in operating our services, conducting our business, or serving our users. This includes providers of payment processing, data analysis, email delivery, hosting services, and customer service.
  3. Legal Requirements and Compliance: We may disclose your personal data to third parties if we believe that such disclosure is necessary to:
    • Comply with legal obligations, such as responding to legal process or requests from governmental authorities;
    • Protect the rights, property, or safety of Koho, our customers, or others, including for fraud protection and credit risk reduction;
    • Enforce our terms and conditions or protect our operations or users.
  4. Business Transfers: In the event of a merger, acquisition, restructuring, bankruptcy, or other sale of all or a portion of our assets, personal data held by us about our service users may be among the assets transferred.
  5. Anonymized and Aggregated Data: We may share aggregated or de-identified information, which cannot reasonably be used to identify you, with partners or for research, analysis, and business development purposes.
  6. Consent-Based Sharing: Apart from the scenarios outlined above, we will not share your personal data with other organizations without your explicit consent, except where required by law.

6. International Transfers of Your Personal Data

  1. General Framework for International Transfers: Koho operates on a global scale, which means that personal data we collect may be processed in countries outside of the United Kingdom.
  2. Safeguards for International Transfers: To ensure that your personal data receives an adequate level of protection, we implement the following safeguards for international transfers:
    • Adequacy Decisions: Where the UK government has determined that certain countries provide an adequate level of data protection.
    • Standard Contractual Clauses: For countries without adequacy decisions, we rely on standard contractual clauses approved by the UK Information Commissioner's Office (ICO).
    • Binding Corporate Rules: For transfers within our corporate group, we may use Binding Corporate Rules approved by the ICO.
  3. Transfers to Third Parties: When we share your personal data with third-party service providers or partners located outside the UK, we ensure they adhere to the safeguards mentioned above or equivalent measures.
  4. Your Rights in Relation to International Transfers: You have the right to be informed of the specific safeguards applied to the international transfer of your personal data.
  5. Potential Risks: While we take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy, you should be aware that the transmission of data over the internet is inherently insecure.

7. Retaining and Deleting Personal Data

  1. Data Retention Principles: At Koho, our approach to retaining personal data is guided by the principle of keeping data only for as long as necessary to fulfill the purposes for which it was collected, including for the requirements of conducting business, providing our services, and complying with our legal obligations.
  2. Retention Periods:
    • Account Information: We retain your account information for as long as your account is active plus a period of time afterwards to deal with account-related issues.
    • Transaction Data: Transaction data is kept for a period necessary to complete the transactions and to comply with legal financial reporting requirements.
    • Contact Information: Contact information is retained for the duration of our relationship with you and for a period afterwards.
    • Usage Data: We retain usage data for a period that is necessary for us to conduct analyses and improve our services.
  3. Deletion of Data: Upon expiration of the retention periods, or if you request the deletion of your personal data, Koho will delete or anonymize your personal data.
  4. Special Categories of Personal Data: If we process any special categories of personal data, these will be subject to even stricter retention policies.
  5. Review and Update of Retention Policies: We regularly review our data retention policies to ensure they comply with applicable laws and regulations.

8. Your Rights

  1. Right to Access: You have the right to request access to your personal data and to certain information about how we process it.
  2. Right to Rectification: If the personal data we hold about you is inaccurate or incomplete, you have the right to have it corrected or completed.
  3. Right to Erasure: In certain circumstances, you have the right to have personal data we hold about you erased.
  4. Right to Restrict Processing: You have rights to restrict the processing of your personal data under certain conditions.
  5. Right to Data Portability: You have the right to receive personal data you have provided to us in a structured, commonly used, and machine-readable format.
  6. Right to Object: You have the right to object to the processing of your personal data in certain circumstances.
  7. Rights Related to Automated Decision Making and Profiling: You have the right not to be subject to a decision based solely on automated processing.
  8. Right to Withdraw Consent: Where our processing of your personal data is based on your consent, you have the right to withdraw that consent at any time.
  9. Right to Lodge a Complaint: You have the right to lodge a complaint with the Information Commissioner's Office (ICO).
  10. Exercising Your Rights: To exercise any of these rights, please contact us using the contact information provided in Section 14.

9. About Cookies

  1. What Are Cookies? Cookies are small text files placed on your device by websites that you visit. They are widely used to make websites work more efficiently, as well as to provide information to the owners of the site about your interactions and usage of the website.
  2. How We Use Cookies: Koho uses cookies to enhance and facilitate your experience on our website. This includes:
    • Essential Cookies: These are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas.
    • Analytical/Performance Cookies: They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it.
    • Functionality Cookies: These are used to recognize you when you return to our website.
    • Targeting Cookies: These cookies record your visit to our website, the pages you have visited, and the links you have followed.
  3. Your Choices Regarding Cookies: If you wish to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser.
  4. Changes to Our Cookie Policy: We may update this policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons.

10. Cookies That We Use

  1. Types of Cookies on Our Site: To provide a seamless and personalized user experience, Koho uses various types of cookies on our website. Here is a breakdown of the categories and their purposes:
    • Strictly Necessary Cookies: These cookies are essential for the operation of our website.
    • Performance Cookies: These cookies collect information about how visitors use our website.
    • Functionality Cookies: These cookies allow our website to remember choices you make.
    • Targeting or Advertising Cookies: These cookies are used to deliver adverts more relevant to you and your interests.
  2. Managing Your Cookie Preferences: We respect your right to privacy, hence, providing you the ability to manage your cookie preferences.
  3. Updates to Cookie Usage: Please note that the types and uses of cookies by Koho may change over time.

11. Cookies Used by Our Service Providers

  1. Third-party Services and Cookies: Our website employs various third-party services to enhance functionality, improve user experience, and support our marketing efforts. These service providers may use cookies to gather information necessary for their services. Here's how some of our service providers use cookies:
    • Analytics Providers: Services like Google Analytics use cookies to understand how users engage with our website.
    • Marketing and Advertisement Services: To tailor advertising to be more relevant and engaging to you.
    • Content Enhancement Services: Some embedded content on our website may use cookies to enhance user experience.
  2. Managing Cookies from Service Providers: While we do not control the cookie policies of these third parties, we aim to work with service providers who uphold similar standards of data protection and privacy.
  3. Further Information: For more detailed information on the privacy practices of our third-party service providers, including how they use cookies, we encourage you to visit their respective privacy policies.

12. Managing Cookies

  1. Control Over Cookies: Koho recognizes the importance of giving you control over your online privacy preferences. While some cookies are essential for the functionality of our website and services, you have various options to manage the non-essential cookies:
    • Browser Settings: Most web browsers allow some control of most cookies through the browser settings.
    • Cookie Consent Tool: For cookies that are not strictly necessary, Koho provides a cookie consent tool on our website.
    • Third-Party Tools: Various third-party tools are available online that can help you manage and block cookies from specific sites.
  2. Effect of Disabling Cookies: It's important to note that disabling or refusing cookies may impact your user experience.
  3. More Information on Cookies: For detailed instructions on how to manage and delete cookies, we recommend visiting the help sections of your web browser. Websites like AllAboutCookies.org offer comprehensive guides on cookie management across various browsers.
  4. Updates to Cookie Management: Koho's practices around cookies and their management may evolve over time.

13. Amendments

  1. Policy Updates: We may update this policy from time to time by publishing a new version on our website. We encourage you to review this page periodically to stay informed about how we are protecting your information.
  2. Notification of Changes: Whenever significant changes are made to this privacy policy, we will endeavor to inform you through the website or via email, depending on the nature of the change.

14. Our Details

  1. Company Information: This website is owned and operated by Koho. We are deeply committed to protecting your privacy and safeguarding your personal data.
  2. Company Registration: Koho is registered in England and Wales. Our commitment extends beyond just legal compliance; it's about ensuring transparency and trust in every interaction we have with our users.
  3. Contacting Us: For any questions about this privacy policy, including any requests to exercise your legal rights concerning your personal data, please direct all inquiries to our contact page at https://koho.ai/contact.