Document Ref: BM39, Version 1.1, 23 April 2024

Privacy Policy

BACKGROUND

The Company understands that your privacy is important to you and that you care about how your personal data is used and shared. We respect and value everyone’s privacy and any personal data we do collect either from your visit to our website, or directly from you, will only be used as permitted by law.

Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of our Privacy Policy is deemed to occur upon you providing your personal details. If you do not accept and agree with this Privacy Policy, you can choose not to provide your information.

1. Definitions and Interpretation

In this Policy, the following terms shall have the following meanings:

“Personal Data”

means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to us. This definition shall, where applicable, incorporate the definitions provided in the Data Protection Act 1998 and the General Data Protection Regulation (“GDPR”) UK;

“We/Us/Our”

means Kaya Consulting Limited, a company based in Scotland under registration number SC283178 whose registered office is at Caledonia House, 89 Seaward Street, Glasgow G41 1HU.

2. Information About Us

2.1 Our Data Protection Officer is Michael Stewart, Managing Director, who can be contacted by email at Michael.stewart@kayaconsulting.co.uk, or by post at Kaya Consulting Limited, Stanhope House, 12 Stanhope Place, Edinburgh, EH12 5HH.

2.2 Our directors are chartered members of the Chartered Institution of Water and Environmental Management (CIWEM).

2.3 Kaya Consulting Limited is a small, technical consultancy firm that specialises in flood risk assessments, hydrological studies, environmental impact assessment, fluvial and coastal geomorphology, peat survey and assessment, mathematical modelling and water management. The company was set up in 2004 and is now one of the leading providers of flood and water related advice in Scotland.

3. Your Rights

3.1 As a data subject, you have the following rights under the GDPR, which this Policy
and our use of personal data have been designed to uphold:

3.1.1 The right to be informed about our collection and use of personal data.

3.1.2 The right of access to the personal data we hold about you (see section 7).

3.1.3 The right to rectification if any personal data we hold about you is inaccurate or incomplete (please contact us using the details in section 8).

3.1.4 The right to be forgotten – i.e. the right to ask us to delete any personal data we hold about you (We only hold your personal data for a limited time, as explained in section 5 but if you would like us to delete it sooner, please contact us using the details in section 8);

3.1.5 The right to restrict (i.e. prevent) the processing of your personal data.

3.1.6 The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation); and

3.1.7 The right to object to us using your personal data for particular purposes.

3.2 If you have any cause for complaint about our use of your personal data, please contact us using the details provided in section 8 and we will do our best to solve the problem for you. If we are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office via https://ico.org.uk/make-a-complaint/ .

3.3 For further information about your rights, please contact the Information Commissioner’s Office at ico.org.uk or you can contact ICO Scotland on 0303 123 1115 or your local Citizens Advice Bureau.

4. What Data Do We Collect?

4.1 We do not place cookies on your computer or device, nor do we use any other means
of data collection

4.2 If you send us an email or respond to a project questionnaire, we may collect your name, your email address, and any other information which you choose to give us.

5. How Do We Use Your Data?

5.1 If we do collect any personal data, it will be processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with our obligations and safeguard your rights under the Data Protection Act 1998 and GDPR at all times. For more details on security see section 6, below.

5.2 As noted above, we do not generally collect any personal data. If you contact us and we obtain your personal details from your email or response to a project questionnaire, we may use them as follows:

5.2.1 To reply to your email/ questionnaire response

5.3 Any and all emails containing your personal data will be deleted no later than 6 months after the matter or project you contacted us about has been resolved or completed.

5.4 You have the right to withdraw your consent to us using your personal data at any time, and to request that we delete it.

5.5 We will not share any of your data with any third parties for any purposes.

6. How and Where Do We Store Your Data?

6.1 We only keep your personal data for as long as we need to in order to use it as described above in section 5, and/or for as long as we have your permission to keep it.

6.2 Your data will only be stored in the UK.

6.3 Data security is very important to us, and to protect your data we have taken suitable measures to safeguard and secure any data we hold about you (even if it is only your email address).

6.4 Steps we take to secure and protect your data include:

6.4.1 Any database where personal data is stored will be password protected and stored on a secure server.

6.4.2 We will not share any of your data with any third parties for any purposes.

6.4.3 Personal data will be deleted no later than 6 months after the matter or project you contacted us about has been resolved or completed.

7. How Can You Access Your Data?

You have the right to ask for a copy of any of your personal data held by us (where such data is held). Under the GDPR, no fee is payable and we will provide any and all information in response to your request free of charge. Please contact us for more details at Michael.stewart@kayaconsulting.co.uk or using the contact details below in section 8.

8. Contacting Us

If you have any questions about this Privacy Policy, please contact us by email at Michael.stewart@kayaconsulting.co.uk, or by post at Kaya Consulting Limited, Stanhope House, 12 Stanhope Place, Edinburgh, EH12 5HH. Please ensure that your query is clear, particularly if it is a request for information about the data we hold about you (as under section 7, above).

9. Changes to Our Privacy Policy

We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on our website. We recommend that you check this page regularly to keep up to date with any changes.