Privacy Policy
Who we are
This site is operated by Kinetic 365 (“Kinetic 365”, “we”, “us”), a specialist Dynamics 365 and Power Platform consultancy based in Northern Ireland. For the purposes of UK data protection law — the UK GDPR and the Data Protection Act 2018 — Kinetic 365 is the data controller for personal data collected through this website.
If you have any questions about this policy or how we handle your data, contact us at hello@kineticuk.com.
What we collect
We only collect what we need to respond to you and run the site:
- Details you give us. When you use the contact form or estimator, or email us, we collect your name, email address, and whatever you choose to tell us about your project.
- Technical data. Standard information your browser sends — IP address, browser type, and the pages you visit — is processed by our hosting provider to serve the site securely.
- Business contact details from other sources. If you work at a company that matches the kind of organisation we work with, we may hold your name, job title, employer and work contact details, taken from your company's website, Companies House, a professional profile you have published, or a business contact data provider. We record where each detail came from and when. We don't collect personal email addresses or home addresses.
- Anti-spam data. We use Cloudflare Turnstile to tell humans from bots on our forms. This checks your interaction with the form rather than tracking you across the web.
We do not use advertising cookies or sell your data to anyone.
Why we use it, and our lawful basis
- To reply to your enquiry and provide an estimate — on the basis of taking steps at your request before entering a contract, and our legitimate interest in responding to genuine enquiries.
- To sort and prepare replies to enquiries, we use AI tools (Anthropic's Claude) to read an enquiry, look up the public details of the company it comes from, and draft a reply. A person at Kinetic 365 reads every draft and sends any reply themselves; no decision about you is made by AI alone. This is part of our legitimate interest in responding to enquiries quickly.
- To contact businesses we think we can help. We use those business contact details to send you a small number of emails about our services, on the basis of our legitimate interest in telling relevant businesses what we do. Our first email tells you where we found your details. You can object at any time by replying "stop" or emailing us, and we will stop at once and keep your address only on a list that makes sure we don't contact you again.
- To keep the site secure and working — on the basis of our legitimate interest in protecting the site from abuse and diagnosing faults.
- To send occasional updates, only where you have asked us to — on the basis of your consent, which you can withdraw at any time.
How long we keep it
A copy of a form submission is held by our website host for up to a month, or until it has been passed to our enquiry records, whichever is sooner. We keep enquiry details for as long as we are in active conversation with you, and for a reasonable period afterwards in case you come back to us. Where an enquiry becomes a client engagement, we keep the relevant records for the duration of that engagement and for as long afterwards as we are required to for legal, accounting, and tax purposes. If we hold your business contact details to contact you and have had no reply or business with you, we delete them 12 months after our last contact, or within a month if they came from a data provider and we haven't contacted you. We delete or anonymise data we no longer need.
Who we share it with
We do not sell your personal data. We share it only with the service providers that help us run the business — for example our website host, email provider, anti-spam service, and the AI provider that helps us draft replies (Anthropic), and the business contact data providers we use to find and check company and contact details — and only so they can perform those services for us. These providers act as our processors under contract; a business contact data provider also keeps its own records as a separate controller, under its own privacy notice. We may also disclose data where the law requires it.
International transfers
Some of our providers may process data outside the UK. Where that happens, we rely on the safeguards recognised under UK data protection law — such as UK adequacy regulations or the International Data Transfer Agreement — to keep your data protected to the same standard.
Your rights
Under UK data protection law you have the right to access the personal data we hold about you, to have it corrected or erased, to restrict or object to how we use it, and to data portability. Where we rely on consent, you can withdraw it at any time. To exercise any of these rights, email hello@kineticuk.com.
If you are not happy with how we have handled your data, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk — though we would appreciate the chance to put things right first.
Changes to this policy
We may update this policy from time to time. When we do, we will revise the “last updated” date at the top of this page.