Privacy Policy

RK Hospitality Studio customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details

hello@rkhospitality.studio

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

Names and contact details
Addresses
Purchase or account history
Website user information (including user journeys and cookie tracking)
Records of meetings and decisions
Business name, role within the business, business website address, venue location, project requirements, website-review information, booking-system details, supplied website content and project correspondence.

We collect or use the following information to comply with legal requirements:

Name
Contact information
Financial transaction information
Any other personal information required to comply with legal obligations

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details
Address
Purchase or service history
Customer or client accounts and records
Financial transaction information
Correspondence
Information relating to compliments or complaints

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- RK Hospitality Studio has a legitimate interest in using limited personal information to respond to business enquiries, assess prospective projects, prepare website reviews and proposals, communicate with potential clients, and manage ordinary business administration before or alongside a contract. The information used is limited to what is reasonably necessary, such as names, business contact details, business names, website addresses, project requirements and relevant correspondence. People who submit an enquiry or request a website review would reasonably expect this information to be used so that RK Hospitality Studio can understand and respond to their request. This use benefits both the individual and RK Hospitality Studio by allowing enquiries to be handled efficiently, appropriate services to be considered and accurate information to be provided. The privacy impact is limited because the information is business-related, it is not used for unrelated purposes, special-category information is not intentionally collected, access is restricted and the information is retained only for an appropriate period. Individuals may object to processing based on legitimate interests, and their rights and interests will be considered before processing continues.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for legal requirements are:

Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Paste these into the two boxes. Providing services and goods RK Hospitality Studio has a legitimate interest in using limited personal information to respond to business enquiries, assess prospective projects, prepare website reviews and proposals, communicate with potential clients, and manage ordinary business administration before or alongside a contract. The information used is limited to what is reasonably necessary, such as names, business contact details, business names, website addresses, project requirements and relevant correspondence. People who submit an enquiry or request a website review would reasonably expect this information to be used so that RK Hospitality Studio can understand and respond to their request. This use benefits both the individual and RK Hospitality Studio by allowing enquiries to be handled efficiently, appropriate services to be considered and accurate information to be provided. The privacy impact is limited because the information is business-related, it is not used for unrelated purposes, special-category information is not intentionally collected, access is restricted and the information is retained only for an appropriate period. Individuals may object to processing based on legitimate interests, and their rights and interests will be considered before processing continues. Queries, complaints or claims RK Hospitality Studio has a legitimate interest in using relevant personal information to respond to enquiries, investigate and resolve complaints, maintain accurate records of communications, protect its legal and commercial interests, and establish, exercise or defend legal claims where necessary. The information used will be limited to what is relevant to the matter, such as names, contact details, service or project history, correspondence, financial transaction records and details of the query or complaint. People who contact the business would reasonably expect their information to be used to investigate the issue and provide a response. This processing benefits the person by allowing their query or complaint to be considered fairly and efficiently. It also enables RK Hospitality Studio to maintain service standards, resolve disputes and protect both parties’ rights. The privacy risk is limited because information is used only for the relevant matter, access is restricted, unnecessary information is not collected and records are retained only for an appropriate period. The individual’s rights and interests will be considered, and they may object to processing based on legitimate interests.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

Directly from you
Publicly available sources

How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting and reporting requirements.

Information

Retention period

General enquiries that do not become clients

12 months

Free website review requests

12 months

Unsuccessful proposals and quotations

12 months

Active client project records

Duration of project

Client correspondence and project files

6 years after completion

Contracts, invoices and accounting records

6 years after the relevant tax year

Complaints or disputes

6 years after closure, or longer if a claim remains active

Cookie consent records

As set by the consent platform or while required

Marketing contacts

Until consent is withdrawn or the information becomes outdated

Retention periods may be extended where information is required for an active complaint, dispute, legal claim or regulatory obligation.

Who we share information with

Data processors

IONOS SE and relevant IONOS group service providers

This data processor does the following activities for us: Provides website hosting, website-builder services, contact and enquiry form processing, website security, technical infrastructure and website analytics tools. Personal information submitted through the website may be stored, transmitted or otherwise processed through these services so RK Hospitality Studio can operate the website and respond to enquiries.

Google LLC and relevant Google Workspace service providers

This data processor does the following activities for us: Provides business email and related cloud services through Google Workspace. Personal information contained in emails, enquiries, attachments and business correspondence may be stored and processed so RK Hospitality Studio can communicate with prospective and existing clients and manage business records.

Others we share personal information with

Professional or legal advisors
Relevant regulatory authorities
Organisations we’re legally obliged to share personal information with

Sharing information outside the UK

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

Organisation name: Google LLC

Category of recipient: Cloud computing, business email and data-storage service provider

Country the personal information is sent to: United States of America

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: hello@rkhospitality.studio

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint