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Privacy policy 

Kiva Associates Ltd is committed to protecting and respecting your privacy.The Company’s registration number 7924087and registered address is Foxacre, Swingate Road, Farnham, GU9 8JJ.


Questions, comments and requests regarding this Privacy Policy can be addressed via Contact Us.

Data protection

Kiva Associates Ltd is registered with the Information Commissioner in the UK as a 'data controller' in accordance with the provisions of the General Data Protection Regulation (GDPR) (EU) 2016/679. 

What information do we collect and why we collect it

When you visit we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the site. This information is only processed in a way which does not identify anyone. 

We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it. 

If you contact us, we may keep a record of that correspondence. 

We may ask you to complete surveys that we use for research purposes, although you do not have to respond to them.


Information is also collected from you if you complete and submit the on-line query form on the website.  

We may also ask you for information when you report a problem with our site.

Who do we disclose it to?

If you have contacted us regarding specific services we will only pass on information about you as an individual (as opposed to aggregate information) to third parties if we work with them to provide HR services as requested by you or with your prior written consent.

If you give your consent, we will pass your contact details to third parties who may then occasionally send communications to you to provide information services that may be of interest to you.

In certain circumstances, we may need to disclose or share your personal data in order to comply with any legal obligation, our customers, or by any Government body.  This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. 

Storage, security and transfer of personal data

We understand our obligation under the GDPR to ensure that appropriate technical and organisations measures are taken to prevent unauthorised or unlawful processing, loss, damage or destruction of personal data. Therefore, we will do our utmost to ensure that relevant personal data is in a secure location, only accessed by authorised individuals, only processed by authorised individuals and cannot be lost, damaged or destroyed.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.  Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access, in line with GDPR, as set out above.

The data that we collect from you will not be transferred to, and stored at, a destination outside the European Economic Area ('EEA').

By submitting any of your personal data, you agree to this transfer, storing or processing. 

Objections to processing

You have the right to ask us not to process your personal data for marketing purposes. We will inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on any forms we use to collect your data. You can also exercise the right at any time by contacting us via Contact Us.

Retention period for personal data

We understand our obligation not to keep data for any longer than is necessary for the purpose it was obtained. If we have an ongoing client relationship with you we will retain your data for the duration of any Service Agreement entered into. When the Agreement ends, or if there is no resulting client relationship from your enquiry, we will delete your data within 12 months of receipt.

Access to personal information, withdrawal of consent, rectification of data and right of erasure 

We will always let you have a copy of personal information we have about you, should you request it and you can do this by raising a ‘Subject Access Request’.

At any time, you may withdraw your consent to us holding data about you or to having information sent to you.

Where you identify that your personal data is incorrect, or incomplete, you can request correction, deletion, or modification of your personal data. 

You may request that your data is erased in certain circumstances. Please by contacting us via Contact Us to exercise any of your rights above.

Other sites

This policy only applies to our own website.  Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.


If you have any questions or complaints relating to this Privacy Policy or how we use the personal information we have about you, please contact us via Contact Us and we will endeavour to respond to you promptly.

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