Privacy Notice

1. Who We Are

Kitsune Squad Ltd ("we", "us", "our") is an IT consultancy registered in England and Wales. We are the data controller for the personal data described in this notice.

2. What Data We Collect

We collect and process the following categories of personal data:

2.1 Contact Information

• Name, email address, phone number
• Job title and company name
• Postal address (where provided)

2.2 Business Information

• Company name, industry, and website
• Project details and requirements
• Support ticket history and communications

2.3 Technical Data

• IP address and browser information when visiting our website
• Cookie preferences and website analytics data
• Customer portal login records

2.4 Financial Data

• Invoice and payment records
• Bank details for payment processing (not stored on our servers)

3. Why We Process Your Data

We process personal data for the following purposes and legal bases:

4. How Long We Keep Your Data

We retain personal data only as long as necessary for the purposes described above:

• Client data: For the duration of our business relationship, plus 7 years for legal and accounting requirements
• Lead and enquiry data: Up to 2 years from last contact, unless converted to a client
• Financial records: 7 years (HMRC requirement)
• Support tickets: 3 years after resolution
• Website analytics: 26 months
• Marketing consent records: Retained for the duration of consent plus 3 years
• Chat transcripts: 12 months

After the retention period, data is either anonymised or securely deleted.

5. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access: Request a copy of all personal data we hold about you
• Right to rectification: Ask us to correct inaccurate data
• Right to erasure: Request deletion of your data (subject to legal obligations)
• Right to portability: Receive your data in a machine-readable format
• Right to restrict processing: Limit how we use your data
• Right to withdraw consent: Withdraw consent for marketing at any time

To exercise any of these rights, please email privacy@kitsunesquad.com or submit a data subject access request through our website. We aim to respond within 30 calendar days.

6. Third Parties

We use the following third-party services to operate our business. Each processes data as described:

We do not sell your data to any third party. Data is only shared with processors acting on our instructions, under appropriate data processing agreements.

7. Cookies

Our website uses cookies for essential functionality (session management, authentication) and optional analytics. Essential cookies are required for the site to function and cannot be disabled. Analytics cookies are only set with your consent. You can manage your cookie preferences at any time through your browser settings.

8. International Data Transfers

Some of our third-party service providers process data outside of the UK. Where this occurs, we ensure appropriate safeguards are in place, including UK-approved Standard Contractual Clauses (SCCs) or reliance on an adequacy decision. All transfers comply with the requirements of the UK GDPR.

9. Data Security

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

• Encryption of data in transit (TLS/HTTPS) and at rest
• Role-based access controls for our CRM and internal systems
• Regular security reviews and monitoring
• Staff training on data protection
• Secure password hashing (bcrypt) for portal accounts

10. Children's Data

Our services are aimed at businesses and professionals. We do not knowingly collect or process personal data from anyone under the age of 16. If you believe we have inadvertently collected such data, please contact us immediately.

11. Complaints

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

12. Changes to This Notice

We may update this privacy notice from time to time. Any changes will be posted on this page with an updated version number and date. Where changes are significant, we will notify you by email or through our customer portal.

13. Contact Us

For any questions about this privacy notice, or to exercise your data rights: