Privacy policy

Privacy Policy

1. Introduction

KIPLAR Advertising Group Ltd ("KIPLAR", "we", "our", or "us") is committed to protecting the privacy and personal data of our clients, website visitors, business partners, suppliers, job applicants, and other individuals whose personal information we process.

This Privacy Policy explains how we collect, use, store, disclose, transfer, and protect personal data when you:

• visit our website;

• contact us through any communication channel;

• request information about our services;

• become our client or supplier;

• use our marketing, consulting, advertising, analytics, or technology services;

• participate in events, webinars, surveys, or promotional campaigns;

• otherwise interact with KIPLAR.

This Privacy Policy also explains your rights regarding your personal data and how you can exercise those rights.

We are committed to processing personal data fairly, lawfully, transparently, and securely in accordance with:

• UK General Data Protection Regulation (UK GDPR);

• EU General Data Protection Regulation (EU GDPR), where applicable;

• UK Data Protection Act 2018;

• Privacy and Electronic Communications Regulations (PECR);

• other applicable privacy and data protection legislation.

2. About KIPLAR

Data Controller

KIPLAR Advertising Group Ltd

Company Number: 14455722

Registered Office:

127 Perth Road
London N22 5QH
England

Privacy enquiries:

legal@kiplar.agency

Unless otherwise stated, KIPLAR acts as the Data Controller for personal data described in this Privacy Policy.

For certain services provided to clients, KIPLAR may also act as a Data Processor, processing personal data strictly on behalf of the client and in accordance with applicable agreements.

3. Scope of this Privacy Policy

This Privacy Policy applies to personal data processed through:

• the KIPLAR website;

• contact forms;

• email correspondence;

• sales enquiries;

• marketing campaigns;

• online meetings;

• proposals and quotations;

• contracts;

• client projects;

• consulting services;

• advertising management;

• analytics services;

• recruitment activities;

• social media communications;

• events;

• newsletters;

• customer support.

This Policy does not apply to third-party websites, applications, platforms, or services that may be linked from our website. Those services operate under their own privacy policies, and we encourage you to review them before providing any personal information.

4. Definitions

For the purposes of this Privacy Policy:

Personal Data means any information relating to an identified or identifiable natural person.

Processing means any operation performed on personal data, including collection, recording, storage, organisation, use, disclosure, transmission, analysis, deletion, or destruction.

Data Controller means the organisation that determines the purposes and means of processing personal data.

Data Processor means an organisation processing personal data on behalf of a Data Controller.

Data Subject means the individual to whom personal data relates.

Special Category Data means personal data revealing racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data, health information, or information concerning a person's sex life or sexual orientation.

Cookies are small text files stored on your device when visiting a website.

Where terms are not defined in this Policy, they shall have the meaning assigned to them under the UK GDPR or EU GDPR, as applicable.

5. Categories of Personal Data We Collect

Depending on how you interact with KIPLAR, we may collect and process the following categories of personal data.

5.1 Identity Information

This may include:

• full name;

• preferred name;

• job title;

• employer;

• business role;

• professional profile information.

5.2 Contact Information

Including:

• email address;

• telephone number;

• company address;

• billing address;

• correspondence address.

5.3 Business Information

Where relevant, we may process:

• company name;

• VAT number;

• company registration number;

• industry sector;

• company size;

• website;

• business objectives.

5.4 Financial Information

Where required for invoicing and payment processing, we may process:

• billing details;

• payment status;

• invoices;

• transaction references.

KIPLAR does not store complete payment card information. Payments are processed by authorised third-party payment providers.

5.5 Technical Information

When you use our website or online services, we may automatically collect:

• IP address;

• browser type;

• operating system;

• language settings;

• device identifiers;

• screen resolution;

• browser version;

• referring URLs;

• time zone settings;

• network information;

• diagnostic data.

5.6 Usage Information

We may collect information regarding how you interact with our website and services, including:

• pages visited;

• navigation paths;

• session duration;

• downloads;

• click behaviour;

• interaction with forms;

• advertising interactions;

• campaign attribution;

• website performance metrics.

5.7 Marketing Information

Including:

• subscription preferences;

• communication preferences;

• event registrations;

• webinar participation;

• survey responses;

• marketing consent records.

5.8 Communications

We may retain records of communications exchanged with us, including:

• emails;

• contact forms;

• live chat conversations;

• meeting notes;

• telephone calls where legally permitted;

• support requests;

• customer feedback.

5.9 Recruitment Information

If you apply for employment or freelance opportunities with KIPLAR, we may process:

• CVs;

• resumes;

• portfolios;

• employment history;

• education;

• interview notes;

• references;

• publicly available professional information.

We do not intentionally collect Special Category Data unless legally required or voluntarily provided by the applicant.

6. Personal Data We Normally Do Not Collect

KIPLAR does not intentionally collect:

• information about children under the age of 16;

• Special Category Data unless required by law or voluntarily provided;

• criminal conviction data except where legally required;

• biometric information;

• genetic information.

If such information is received unintentionally, we will take appropriate steps to delete or protect it in accordance with applicable law.

7. Sources of Personal Data

KIPLAR collects personal data from a variety of sources depending on how you interact with us.

7.1 Information You Provide Directly

We collect personal data that you voluntarily provide when you:

• submit a contact form;

• request a proposal or quotation;

• communicate with us by email or telephone;

• schedule a meeting or consultation;

• subscribe to newsletters or marketing communications;

• register for webinars, events, or workshops;

• enter competitions or surveys;

• apply for employment opportunities;

• become our client, supplier, contractor, or business partner.

Providing certain personal data may be necessary for us to deliver our services or fulfil contractual obligations. If required information is not provided, we may be unable to provide some or all of our services.

7.2 Information Collected Automatically

When you visit our website or use our online services, we automatically collect certain technical information using cookies and similar technologies.

Depending on your consent preferences and browser settings, this may include:

• IP address;

• browser and device information;

• operating system;

• referring websites;

• pages visited;

• timestamps;

• session duration;

• clickstream data;

• advertising attribution data;

• cookie identifiers;

• performance and diagnostic information.

This information helps us:

• maintain website security;

• improve website functionality;

• analyse website performance;

• understand visitor behaviour;

• measure marketing effectiveness;

• detect abuse or fraudulent activity.

Further information is available in our Cookie Policy.

7.3 Information Received from Third Parties

We may receive personal data from trusted third parties where legally permitted, including:

• advertising platforms;

• analytics providers;

• CRM systems;

• marketing automation platforms;

• recruitment platforms;

• publicly available professional directories;

• social media platforms;

• referral partners;

• event organisers;

• publicly available business registers.

Examples may include LinkedIn profile information voluntarily made available by users, business contact details published on company websites, or information shared by our clients in connection with the services we provide.

7.4 Information Received from Clients

Where KIPLAR provides digital marketing, analytics, consulting or advertising services, our clients may provide us with access to personal data that they control.

Examples include:

• CRM records;

• customer contact lists;

• website analytics;

• advertising audiences;

• lead generation information;

• ecommerce customer information;

• customer support records.

In such situations, KIPLAR generally acts as a Data Processor, and the client remains the Data Controller responsible for determining the purposes and legal basis for processing.

8. Purposes of Processing Personal Data

We process personal data only where necessary for legitimate business purposes and in accordance with applicable law.

Depending on the nature of your relationship with us, we may process personal data for one or more of the following purposes.

8.1 Providing Our Services

We process personal data in order to:

• deliver marketing services;

• manage advertising campaigns;

• perform SEO and PPC services;

• conduct marketing analytics;

• manage social media campaigns;

• provide consulting services;

• prepare reports and recommendations;

• communicate regarding ongoing projects.

8.2 Managing Client Relationships

We use personal data to:

• create client accounts;

• prepare proposals;

• negotiate contracts;

• provide customer support;

• manage invoices;

• administer ongoing business relationships;

• monitor service quality.

8.3 Responding to Enquiries

Where you contact us, we process personal data to:

• respond to enquiries;

• arrange consultations;

• answer technical questions;

• provide requested information;

• manage follow-up communications.

8.4 Marketing Communications

Where permitted by applicable law, we may process personal data to:

• send newsletters;

• distribute marketing materials;

• invite you to webinars and events;

• announce new services;

• share industry insights;

• conduct customer satisfaction surveys.

Where consent is required, we will obtain your consent before sending electronic marketing communications.

You may unsubscribe from marketing communications at any time by using the unsubscribe link included in our emails or by contacting us directly.

8.5 Website Administration

We process technical and usage information to:

• maintain website functionality;

• improve website usability;

• identify technical issues;

• monitor website performance;

• prevent abuse;

• protect our systems against cyber threats.

8.6 Analytics and Service Improvement

We analyse aggregated and, where appropriate, pseudonymised information in order to:

• improve our services;

• understand user behaviour;

• optimise website performance;

• evaluate marketing effectiveness;

• improve customer experience;

• develop new services.

Where possible, analytics are performed using anonymised or aggregated datasets.

8.7 Recruitment

Where you apply for employment or freelance work, we process your personal data to:

• assess your qualifications;

• arrange interviews;

• communicate recruitment decisions;

• verify professional experience;

• maintain recruitment records where appropriate.

8.8 Legal and Regulatory Compliance

We process personal data where necessary to:

• comply with applicable legislation;

• meet tax obligations;

• comply with accounting requirements;

• respond to lawful requests from authorities;

• exercise or defend legal claims;

• investigate suspected fraud or unlawful activity.

9. Legal Bases for Processing

Depending on the circumstances, KIPLAR processes personal data under one or more lawful bases recognised by the UK GDPR and, where applicable, the EU GDPR.

9.1 Performance of a Contract

We process personal data where processing is necessary to:

• provide requested services;

• perform contractual obligations;

• administer commercial relationships;

• process payments;

• provide customer support.

9.2 Legitimate Interests

We process personal data where necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms.

Our legitimate interests include:

• operating and improving our business;

• developing our services;

• securing our systems;

• preventing fraud;

• maintaining customer relationships;

• responding to enquiries;

• conducting internal reporting;

• measuring marketing effectiveness;

• protecting legal rights.

Before relying on legitimate interests, we consider the impact on individuals and implement appropriate safeguards where necessary.

9.3 Compliance with Legal Obligations

Processing may be necessary to comply with legal obligations relating to:

• taxation;

• accounting;

• employment;

• anti-fraud measures;

• court orders;

• regulatory investigations.

9.4 Consent

Where required by law, we rely on your consent for activities such as:

• certain cookies and tracking technologies;

• electronic marketing communications;

• optional newsletters;

• promotional campaigns.

You may withdraw your consent at any time without affecting the lawfulness of processing carried out before withdrawal.

9.5 Protection of Legal Claims

Where necessary, we may process personal data for the establishment, exercise or defence of legal claims.

10. When KIPLAR Acts as a Data Processor

For many of the professional services we provide, KIPLAR processes personal data solely on behalf of our clients.

Examples include:

• digital advertising;

• SEO campaigns;

• PPC management;

• CRM integrations;

• website analytics;

• conversion optimisation;

• ecommerce consulting;

• marketing automation;

• customer journey analysis.

In these situations:

• our client determines the purposes of processing;

• our client determines the categories of personal data processed;

• our client remains responsible for identifying the appropriate legal basis for processing;

• KIPLAR processes personal data only in accordance with documented instructions provided by the client.

Where KIPLAR acts as a Data Processor, the applicable Data Processing Agreement ("DPA") forms part of our contractual relationship with the client.

We do not use client data for our own marketing purposes, nor do we sell, rent or otherwise commercialise personal data entrusted to us by clients.

11. Cookies and Similar Technologies

Our website uses cookies and similar technologies to provide essential functionality, improve user experience, analyse website performance, measure advertising effectiveness, and personalise content where permitted.

Cookies are small text files stored on your device by your web browser.

Depending on your preferences and applicable law, we may use:

• Essential Cookies;

• Functional Cookies;

• Analytics Cookies;

• Performance Cookies;

• Marketing Cookies;

• Third-Party Cookies.

Where required by law, non-essential cookies are placed only after you have provided your consent through our cookie consent platform.

You may change your cookie preferences at any time through our Cookie Settings or your browser settings.

Detailed information about the cookies we use is available in our Cookie Policy.

12. Analytics and Advertising Technologies

To understand how visitors use our website and to improve our marketing activities, we use trusted analytics and advertising technologies.

Depending on the services enabled on our website, these technologies may include:

• Google Analytics 4 (GA4)

• Google Tag Manager

• Google Ads

• Google Search Console

• Google Enhanced Conversions

• Microsoft Advertising

• Microsoft Clarity

• Meta Pixel

• LinkedIn Insight Tag

• TikTok Pixel

• Hotjar or similar behavioural analytics tools

These technologies may collect information such as:

• browser information;

• device identifiers;

• IP address;

• approximate geographic location;

• session activity;

• page interactions;

• referral sources;

• advertising campaign attribution;

• conversion events.

Where required by law, these technologies operate only after consent has been obtained.

Analytics information is generally aggregated or pseudonymised wherever reasonably possible.

13. Artificial Intelligence Technologies

KIPLAR may use artificial intelligence ("AI") technologies to improve the quality, efficiency and consistency of our services.

Examples include:

• content drafting;

• research assistance;

• data summarisation;

• campaign analysis;

• document preparation;

• translation;

• workflow automation;

• software development assistance.

AI technologies are used solely as professional assistance tools and do not replace human review.

Where AI-generated outputs are used in client work, they are reviewed by appropriately qualified personnel before delivery.

We do not intentionally use confidential client information to train publicly available AI models.

Where enterprise AI platforms are used, processing is performed in accordance with the contractual privacy and security commitments of those providers.

KIPLAR does not make decisions producing legal or similarly significant effects solely by automated means.

14. Marketing Communications

We may send marketing communications relating to:

• our services;

• industry updates;

• newsletters;

• webinars;

• events;

• research publications;

• case studies;

• business announcements.

Where required by applicable law, marketing communications are sent only with your consent or another lawful basis.

Every marketing email contains an unsubscribe mechanism.

You may also request that we stop sending marketing communications by contacting:

legal@kiplar.agency

Even where you opt out of marketing communications, we may continue to send service-related or legally required communications.

15. Disclosure of Personal Data

We do not sell personal data.

We do not rent personal data.

We do not disclose personal data except where necessary for legitimate business purposes or where required by law.

Depending on the services provided, we may disclose personal data to:

• cloud infrastructure providers;

• website hosting providers;

• CRM platforms;

• analytics providers;

• advertising platforms;

• payment processors;

• accounting providers;

• legal advisers;

• insurers;

• communication providers;

• customer support platforms;

• recruitment platforms;

• regulators;

• courts;

• law enforcement authorities.

Each third party is required to process personal data securely and only for authorised purposes.

Where a third party processes personal data on our behalf, an appropriate contractual agreement is implemented in accordance with applicable data protection legislation.

16. Subprocessors

To provide our services efficiently, KIPLAR may engage carefully selected subprocessors.

Examples include providers of:

• cloud hosting;

• email services;

• customer relationship management;

• analytics;

• advertising platforms;

• payment processing;

• productivity software;

• video conferencing;

• customer support;

• artificial intelligence services.

We require subprocessors to:

• implement appropriate technical and organisational security measures;

• process personal data only under documented instructions where applicable;

• maintain confidentiality;

• comply with applicable data protection legislation.

A current list of principal subprocessors may be published separately and updated from time to time.

17. International Transfers

Because KIPLAR works with international clients and technology providers, personal data may be transferred outside the United Kingdom or the European Economic Area.

Where such transfers occur, we ensure that appropriate safeguards are implemented.

Depending on the circumstances, these safeguards may include:

• UK International Data Transfer Agreement (IDTA);

• UK Addendum to the EU Standard Contractual Clauses;

• European Commission Standard Contractual Clauses (SCCs);

• adequacy regulations recognised by the UK Government;

• adequacy decisions adopted by the European Commission;

• other lawful transfer mechanisms recognised under applicable law.

Before transferring personal data internationally, we assess whether the recipient can provide an appropriate level of protection.

Where supplementary measures are necessary, we may implement:

• encryption;

• pseudonymisation;

• contractual security obligations;

• access restrictions;

• additional technical safeguards.

18. Data Security

Protecting personal data is one of KIPLAR's core responsibilities.

We maintain administrative, organisational and technical safeguards designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or unauthorised access.

Our security programme may include:

• role-based access controls;

• multi-factor authentication;

• endpoint protection;

• secure cloud infrastructure;

• encrypted communications where appropriate;

• regular software updates;

• monitoring and logging;

• vulnerability management;

• secure backup procedures;

• staff confidentiality obligations;

• security awareness training.

Although we apply industry-standard security practices, no method of electronic transmission or storage can be guaranteed to be completely secure.

If we become aware of a personal data breach that is likely to result in a risk to individuals' rights and freedoms, we will respond in accordance with applicable legal requirements, including notification to supervisory authorities and affected individuals where required by law.

19. Data Retention

KIPLAR retains personal data only for as long as necessary to fulfil the purposes for which it was collected, to comply with legal obligations, resolve disputes, enforce agreements, and protect our legitimate business interests.

Retention periods vary depending on the type of information, the purpose of processing, and applicable legal requirements.

Typical retention periods include:

Where personal data is no longer required, it will be securely deleted, anonymised or irreversibly destroyed.

20. Your Privacy Rights

Depending on your location and applicable data protection legislation, you may have one or more of the following rights.

Right of Access

You may request confirmation as to whether we process your personal data and obtain a copy of that data together with additional information about the processing.

Right to Rectification

You may request that inaccurate or incomplete personal data be corrected without undue delay.

Right to Erasure

In certain circumstances, you may request the deletion of your personal data where:

• the data is no longer necessary;

• consent has been withdrawn;

• you successfully object to processing;

• processing is unlawful;

• deletion is required by law.

This right is not absolute and may be limited where legal obligations require us to retain information.

Right to Restrict Processing

You may request that we temporarily suspend the processing of your personal data under circumstances provided by applicable law.

Right to Data Portability

Where processing is based on consent or a contract and carried out by automated means, you may request a copy of your personal data in a structured, commonly used and machine-readable format.

Right to Object

You may object to processing based on legitimate interests, including profiling where applicable.

You also have the right to object at any time to the processing of your personal data for direct marketing purposes.

Right to Withdraw Consent

Where processing is based on consent, you may withdraw that consent at any time.

Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

Rights Related to Automated Decision-Making

KIPLAR does not make decisions producing legal or similarly significant effects solely by automated means.

Should this practice change in the future, appropriate safeguards and information will be provided in accordance with applicable law.

21. Exercising Your Rights

To exercise any of your privacy rights, please contact us using the details below.

Email: legal@kiplar.agency

To protect your privacy, we may request information necessary to verify your identity before responding to your request.

We aim to respond to all legitimate requests within one month, although this period may be extended where permitted by applicable law due to the complexity or number of requests.

No fee is normally charged unless a request is manifestly unfounded, excessive or repetitive.

22. Complaints

If you believe that we have processed your personal data unlawfully, we encourage you to contact us first so that we may investigate and attempt to resolve your concerns.

You also have the right to lodge a complaint with the competent supervisory authority.

For individuals in the United Kingdom, this is generally the Information Commissioner's Office ("ICO").

For individuals located within the European Economic Area, complaints may also be submitted to the relevant supervisory authority in your country of residence, place of work or place of the alleged infringement.

23. Third-Party Websites

Our website may contain links to websites, services or applications operated by third parties.

We do not control these third-party services and are not responsible for their privacy practices, security measures or content.

We encourage you to review the privacy policies of every third-party website or service that you visit.

24. Children's Privacy

Our services are intended for businesses and professionals and are not directed at children.

We do not knowingly collect personal data from individuals under the age of 16.

If we become aware that personal data relating to a child has been collected without appropriate legal basis or parental authorisation where required, we will take reasonable steps to delete such information promptly.

25. Privacy by Design and Accountability

KIPLAR is committed to embedding privacy and data protection principles into the design and operation of our services.

We regularly review our internal policies, procedures and security controls to ensure that personal data is processed responsibly and in accordance with applicable legislation.

Where appropriate, we conduct risk assessments, implement contractual safeguards with service providers, restrict access to personal data on a need-to-know basis and provide privacy training to relevant personnel.

26. Changes to this Privacy Policy

We may amend this Privacy Policy from time to time to reflect changes in:

• applicable legislation;

• regulatory guidance;

• technology;

• our services;

• our business operations.

The updated version will be published on our website together with the revised "Last Updated" date.

Where required by law, we will notify affected individuals of material changes using appropriate communication channels.

27. Contact Us

If you have any questions regarding this Privacy Policy or our processing of personal data, please contact us.

KIPLAR Advertising Group Ltd

Company Number: 14455722

Registered Office: 127 Perth Road London N22 5QH England

EU office: 47 Cherni vrah Blvd. fl. 4, Sofia Bulgaria 1407

Email:

legal@kiplar.agency

Document Version

Approved By: KIPLAR Advertising Group Ltd.

Applicable Jurisdictions: United Kingdom, European Economic Area and other jurisdictions where applicable data protection laws apply.