Privacy Policy

1. Privacy Policy Overview

KLOPA LTD is committed to protecting the privacy and security of personal data belonging to visitors to https://kloppa.site/, prospective and existing clients, and individuals who interact with our information technology consultancy services. We handle personal data in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (GDPR) where applicable, and the Data Protection Act 2018.

This Privacy Policy explains what personal data we collect, how we use it, the legal bases we rely on, the parties with whom we may share it, and the safeguards we apply. It also outlines your rights and how you can exercise them. We encourage you to read this Policy carefully so that you understand our practices and your choices.

This Policy applies to:

• Use of our website https://kloppa.site/;
• Communications with us by email, phone, live chat, or via forms on our site, including the contact options on the Contact Us page;
• Provision of our IT consultancy, digital transformation support, system optimisation, software advisory, infrastructure planning, and business technology strategy services to clients.

2. Information We Collect

We may collect and process different categories of personal and non-personal data depending on how you interact with us. The main types of information we collect include:

2.1 Information you provide to us directly

When you contact us, request a consultation, or engage our services, you may provide:

• Identity and contact details – such as your name, job title, company name, business address, email address, and telephone number.
• Communication records – including the content of emails, contact or inquiry forms, live chat transcripts, meeting notes, and any feedback, testimonials, or responses you provide.
• Project and service information – details about your organisation, existing technology environment, project requirements, objectives, and other information needed to scope and deliver our consultancy services.
• Billing and contractual data – such as purchase order details, invoicing information, and relevant contract-related communications where you or your organisation become a client.

2.2 Information collected automatically

When you visit https://kloppa.site/, we may automatically collect certain technical and usage information, for example:

• Device and browser data – IP address, browser type and version, device type, operating system, language preferences, and approximate geographic location (country or region).
• Usage data – pages viewed, time spent on pages, navigation paths, referral sources (e.g., search engines), clickstream data, and interactions with forms or calls to action.
• Cookies and similar technologies data – as described in the Cookie Policy and in section 10 of this Privacy Policy.

2.3 Information from third parties

We may receive personal data about you from third parties where this is necessary to provide our services or where you have given permission, for example:

• Referrals from existing clients or partners in relation to IT consultancy opportunities;
• Publicly available business information from professional networking platforms or company registries to verify organisational details;
• Analytics or marketing partners providing aggregated insights about how visitors engage with our website.

We treat information obtained from third parties in accordance with this Privacy Policy and applicable data protection laws.

3. How We Use Your Information

We use personal data for the following purposes and related business activities:

• Service delivery and account management – to scope, plan, and provide IT consulting, digital transformation support, system optimisation, software advisory, infrastructure planning, and business technology strategy services; to manage project timelines, communications, and deliverables; and to administer client relationships.
• Responding to inquiries and requests – to respond to questions, consultation requests, and other inquiries submitted through the Contact Us page, email, phone, or live chat.
• Improving our website and services – to monitor website performance, analyse user behaviour in aggregate, troubleshoot technical issues, and enhance the user experience across sections such as Services, Projects, Insights, and Testimonials.
• Analytics and reporting – to compile statistics about website usage, effectiveness of content and calls-to-action, and the performance of our digital channels, using cookies and similar technologies where appropriate.
• Marketing and communications – to send you relevant information about our services, industry insights, case studies, events, or updates where you have requested such communications or where we are permitted to do so by law. You can opt out of marketing communications at any time.
• Client feedback and testimonials – to request and, where you agree, publish testimonials or case study highlights on pages such as Testimonials and Projects to build trust with potential clients.
• Security, risk management, and legal compliance – to protect our business, systems, and clients from fraud, misuse, unauthorised access, and other harmful activities; to enforce contracts; and to comply with legal obligations, regulatory requirements, and lawful requests from authorities.
• Business administration – to manage internal operations, including finance, auditing, governance, and strategic planning.

4. Legal Basis for Processing

Under the UK GDPR and, where applicable, the EU GDPR, we must have a valid legal basis for processing personal data. Depending on the context, we rely on one or more of the following legal grounds:

• Consent – where you have clearly agreed to our processing of your personal data for a specific purpose, such as subscribing to marketing communications or accepting certain categories of cookies that are not strictly necessary. You may withdraw your consent at any time.
• Performance of a contract – where the processing is necessary to enter into, or perform, a contract with you or your organisation, including taking pre-contractual steps at your request (for example, preparing proposals and statements of work).
• Legitimate interests – where the processing is necessary for our legitimate business interests or those of a third party, provided that your interests and fundamental rights do not override those interests. These legitimate interests may include delivering and improving our IT consultancy services, developing our business, maintaining security, and promoting our offerings to business contacts.
• Compliance with a legal obligation – where we need to process personal data to comply with laws and regulations, such as record-keeping, tax, and regulatory requirements.

Where we rely on legitimate interests, we conduct a balancing test to ensure that such processing is proportionate and respects your privacy. You have the right to object to processing based on legitimate interests; see section 9 for more details.

5. Data Sharing and Disclosure

We do not sell your personal data. We may share personal data with carefully selected third parties where necessary for the purposes described in this Policy and subject to appropriate safeguards:

• Service providers and professional advisors – such as hosting providers, IT support, analytics services, communication platforms, and professional advisers (e.g., legal, accounting, or consulting firms) who assist us in operating our business and delivering services. These parties are engaged under contracts that include confidentiality and data protection obligations.
• Business partners and subcontractors – where collaboration with trusted partners or specialist subcontractors is required to deliver an IT consultancy project or solution for a client. We share only the information that is reasonably necessary for them to perform their role.
• Corporate transactions – in the event of a reorganisation, merger, acquisition, or similar corporate transaction involving KLOPA LTD, personal data may be disclosed to relevant parties subject to appropriate protections and, where required, in accordance with legal requirements.
• Legal and regulatory authorities – where we are required to disclose personal data in order to comply with a legal obligation, enforce or apply our Terms and Conditions or other agreements, or protect the rights, property, or safety of KLOPA LTD, our clients, or others.

Whenever we share personal data with third parties acting as our processors, we ensure they are subject to contractual obligations that meet applicable data protection standards, including requirements to process such data only on our documented instructions and to implement appropriate security measures.

6. Data Security Measures

We take data security seriously and implement a combination of technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

These measures may include, as appropriate:

• Secure hosting environments and network protection technologies, such as firewalls and intrusion detection tools;
• Encryption of data in transit using industry-standard protocols (such as TLS) and, where appropriate, encryption at rest;
• Access controls based on need-to-know principles, including user authentication, role-based access, and restrictions on administrative privileges;
• Policies and procedures for handling information, including guidance on secure communications with clients and third parties;
• Regular review of systems, logs, and configurations to identify potential vulnerabilities or unusual activity;
• Incident response processes to investigate and, where necessary, notify relevant parties and authorities in the event of a data breach in accordance with legal requirements.

While we strive to use commercially reasonable means to protect your personal data, no method of transmission over the internet or method of electronic storage is completely secure. We therefore cannot guarantee absolute security but are committed to continually improving our controls.

7. Data Retention Policy

We retain personal data only for as long as is reasonably necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying legal, regulatory, tax, accounting, or reporting requirements.

The retention period may vary depending on the type of data and context, for example:

• Client and project records – retained for the duration of the client relationship and for a period afterwards, typically up to several years, to comply with legal obligations, support audits, manage potential disputes, and maintain appropriate business records.
• Inquiry and communication data – retained for a period necessary to respond to your request, evaluate potential projects, and maintain a record of communications, after which it may be archived or deleted in line with our internal policies.
• Marketing preferences – retained for as long as you remain subscribed or until you withdraw consent or object to processing, after which we may maintain limited records to ensure we respect your preferences.
• Website analytics data – retained in aggregated or pseudonymised form where possible, for periods that enable us to analyse website performance and trends.

When personal data is no longer required, we will either securely delete, anonymise, or aggregate it so that it can no longer be associated with an identifiable individual, subject to any legal or regulatory obligations that require us to retain it for longer.

8. International Data Transfers

KLOPA LTD is based in the United Kingdom, and personal data is typically processed within the UK or the European Economic Area (EEA). However, some of our service providers or business partners may operate from, or store data in, countries outside the UK or EEA, which may have different data protection laws.

Where personal data is transferred to a country that has not been deemed by relevant authorities to provide an adequate level of data protection, we implement appropriate safeguards to protect your personal data, such as:

• Using standard contractual clauses or international data transfer agreements approved by the UK government or European Commission;
• Ensuring that recipients are subject to binding corporate rules or other recognised transfer mechanisms where applicable;
• Undertaking risk assessments and, where necessary, implementing additional technical and organisational measures.

You may contact us using the details in section 11 for further information about the safeguards we use for international data transfers where they apply to your personal data.

9. Your Rights

Under data protection laws, you may have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights may include:

• Right of access – to obtain confirmation as to whether we process your personal data and, if so, to receive a copy of the data and certain related information.
• Right to rectification – to request correction of inaccurate or incomplete personal data.
• Right to erasure – to request deletion of your personal data in certain circumstances, for example where the data is no longer needed for the purposes for which it was collected and we have no other lawful basis for retaining it.
• Right to restriction of processing – to request that we restrict the processing of your personal data in specific situations, such as while we verify its accuracy or consider an objection.
• Right to object – to object to processing based on our legitimate interests, including profiling related to such interests, and to object at any time to the processing of your personal data for direct marketing purposes.
• Right to data portability – to receive certain personal data you have provided to us in a structured, commonly used, and machine-readable format and to transmit that data to another controller where technically feasible.
• Right to withdraw consent – where processing is based on your consent, you may withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

If you wish to exercise any of these rights, please contact us using the details provided in section 11. We may need to verify your identity before responding to your request. We aim to respond within the time periods required by applicable law.

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) or another competent supervisory authority if you believe your data protection rights have been infringed. However, we would welcome the opportunity to address your concerns directly before you approach a supervisory authority.

10. Cookies and Tracking Technologies

Our website https://kloppa.site/ uses cookies and similar technologies to help provide a secure, reliable, and user-friendly experience, and to understand how visitors use and navigate our pages, such as About, Services, Approach, Workflow, Projects, Insights, Testimonials, and Contact Us.

Cookies are small text files placed on your device when you visit a website. They may be categorised broadly as:

• Strictly necessary cookies – required for the operation of the site, such as those that support security, load balancing, or basic functionality. These cookies are generally set in response to actions you take and cannot be switched off in our systems.
• Performance and analytics cookies – help us understand how visitors use the website, which pages are most popular, and how users move around the site, enabling us to improve performance and content.
• Functionality cookies – used to remember choices you make (such as language preferences) and to provide enhanced features.
• Marketing or targeting cookies – used, where applicable, to measure the effectiveness of our digital marketing activities or deliver more relevant content.

Where required by law, we will seek your consent for the use of non-essential cookies and similar technologies, and you may manage your preferences through the controls we provide or via your browser settings. For more detailed information about the specific cookies we use, their purposes, and how you can manage them, please refer to our dedicated Cookie Policy.

11. Contact Information

If you have any questions about this Privacy Policy, our data protection practices, or if you wish to exercise your data protection rights, please contact us using the details below:

If your query relates to a specific service engagement or project, providing relevant context (such as project name or timeframe) may help us respond more effectively.

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we provide. The latest version will always be available at https://kloppa.site/privacy-policy/. We encourage you to review this Policy periodically.