Privacy Policy

1. Who we are

Kaido Technologies ("we", "us", "our") is a web design and web & mobile app development studio based in England, providing digital services to clients in the UK and internationally.

• Business name: Kaido Technologies
• Website: https://www.kaidotechnologies.com
• Contact email: hello@kaidotechnologies.com

If you have any questions about this privacy policy or how we handle your personal data, you can contact us using the details above.

2. What data we collect

We may collect and process the following categories of personal data when you use our website or work with us:

• Identity data – name, business name, role or job title.
• Contact data – email address, phone number.
• Project data – information you share about your business, website/app requirements, content and assets.
• Usage data – information about how you use our website (pages visited, time on page, clicks).
• Technical data – IP address, browser type/version, device details, cookies and similar technologies.
• Marketing preferences – your choices about receiving updates from us.

We do not intentionally collect special category data (such as health, race, religion) and ask you not to include this in forms or project briefs.

3. How we collect your data

We collect data in the following ways:

Directly from you when you:

• Fill in a contact form or project enquiry form on our website
• Book a call or meeting
• Email us or speak with us by phone or video call
• Sign a proposal, contract or onboarding document

Automatically when you:

• Visit our website (via cookies, analytics and similar tools)

From limited third-party sources:

• Analytics providers (e.g. website analytics tools)
• Payment service providers, where relevant

4. Why we use your data (purposes) and legal bases

We only use your personal data where we have a lawful basis under UK GDPR. We may process your data for the following purposes:

Where we rely on legitimate interests, we balance our interests against your rights and freedoms and only process data where our interests are not overridden.

5. Cookies and similar technologies

Our website uses cookies and similar technologies to:

• Enable core site functionality and security (strictly necessary cookies)
• Understand how visitors use the site (analytics cookies)
• Improve content and user experience

Where cookies are not strictly necessary, we will ask for your consent via a cookie banner or settings tool, in line with UK data protection and e-privacy rules. You can adjust your browser settings to refuse some or all cookies, but this may affect site functionality.

6. Who we share your data with

We only share your data when necessary and proportionate. Typical recipients include:

We require all third-party service providers who process personal data on our behalf to respect the security and confidentiality of your data and to process it only in accordance with our instructions and UK GDPR requirements.

7. International transfers

Some of our service providers may be located outside the UK/EEA. Where this is the case, we will ensure that appropriate safeguards are in place, such as:

• An adequacy decision for the destination country; or
• Standard contractual clauses or equivalent safeguards approved under UK data protection law.

You can contact us for more information about international transfers and the safeguards we use.

8. How long we keep your data

We keep personal data only for as long as necessary for the purposes described in this policy, including:

• Enquiry records: typically up to 2 years after last contact if no contract is formed
• Client and project records: typically up to 6–7 years after the end of the contract to comply with tax and accounting rules
• Technical and analytics data: for shorter periods aligned with our analytics tools' retention settings

When data is no longer needed, we securely delete or anonymise it.

9. Your rights under UK data protection law

You have the following rights, subject to certain conditions:

• Right to be informed – to receive clear information about how we use your data (this notice).
• Right of access – to request a copy of the personal data we hold about you.
• Right to rectification – to ask us to correct inaccurate or incomplete data.
• Right to erasure – to request deletion of your personal data in certain circumstances.
• Right to restrict processing – to ask us to limit how we use your data.
• Right to data portability – to receive your data in a structured, commonly used, machine-readable format, where applicable.
• Right to object – to object to processing based on legitimate interests or to direct marketing.
• Rights related to automated decision-making – where applicable.

You can exercise your rights by contacting us at hello@kaidotechnologies.com.

10. Marketing communications

We may send you marketing emails about our services if:

• You opted in via our website or during our relationship, or
• You are an existing client and we are promoting similar services (soft opt-in).

You can opt out at any time by clicking "unsubscribe" in our emails or contacting us directly.

11. How we protect your data

We use appropriate technical and organisational measures to protect personal data, including:

• Secure hosting and encryption in transit (HTTPS)
• Access controls and authentication
• Regular updates and security patching
• Backups and recovery measures

No system can be 100% secure, but we work to minimise and manage risks appropriately.

12. Complaints and your right to contact the ICO

If you have any concerns about how we handle your personal data, please contact us first so we can try to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK data protection regulator:

• Website: https://ico.org.uk
• Phone (UK): 0303 123 1113

13. Changes to this privacy policy

We may update this policy from time to time to reflect legal, technical or business developments, including changes arising from the Data (Use and Access) Act 2025. The "Last updated" date at the top of this page will show when it was last revised.