Privacy Notice

KlarWork ("we", "us") respects your privacy and is committed to protecting your personal data. This notice explains what we collect, why we use it, who we share it with, how long we keep it, and your rights.

1) Who we are and how to contact us

Controller: KlarWork (sole trader), United Kingdom

Website: https://klarwork.com

Email: hello@klarwork.com

Postal address: see "Contact & legal" at the bottom of this page.

We are a small business and are not required to appoint a Data Protection Officer. For any privacy question, email us at the address above.

2) Data we collect

We collect only what's needed for the purposes below, such as:

• Identity & contact: name, email address, job title, organisation, country/region.
• Enquiry content: the message you submit via our website/contact form or by email, and our correspondence with you.
• Toolkit requests (if you request our free toolkit): your name, email address, and whether you have opted in to updates.
• Booking data (if you book a call through Calendly): your name, email address, the time you choose, your time zone, and any notes or answers you choose to share.
• Call notes (if we speak): notes we take about your needs so we can follow up properly.
• Service data (if we work together): scope, deliverables, feedback, documents you provide.
• Transactional data (if you purchase): invoices, billing name, address, payment confirmations (payments are handled by providers; we don't store full card details).
• Technical data: our website host processes basic technical information (such as IP address, browser type and pages requested) in server logs to deliver and secure the site, and may provide us with aggregated, anonymous visitor statistics.

We don't intentionally collect special category data (such as health, religion or political opinions). Please avoid sending sensitive information unless necessary.

3) How we obtain data

• Directly from you: when you fill in a form, request the toolkit, book a call, email us, or work with us.
• From the tools you use to contact us: for example Tally (our forms) and Calendly (call bookings) pass us the details you enter.
• Occasionally from other sources: basic contact and role details from publicly available sources (such as your organisation's website or LinkedIn) or from someone who refers you, only where relevant to an enquiry or engagement.

4) Why we use your data & lawful bases

• Responding to enquiries and providing information you requested — Legitimate interests and/or steps prior to a contract.
• Sending you the free toolkit you requested, including an automatic email with the files — Legitimate interests.
• Arranging and holding calls you book with us — Steps prior to a contract and/or legitimate interests.
• Providing services you've requested and related administration — Contract.
• Invoicing, accounting and legal compliance (e.g. tax) — Legal obligation.
• Keeping our website working and secure, and understanding overall use (aggregated, anonymous statistics) — Legitimate interests.
• Optional updates/marketing (only if you explicitly opt in, for example by ticking the updates box on our toolkit form) — Consent (withdraw any time by replying "unsubscribe" to any email from us or emailing hello@klarwork.com).

Where we rely on legitimate interests, our interests are running and developing KlarWork, responding to people who get in touch, providing the resources they ask for, and keeping our website secure. We only rely on them where they are not outweighed by your rights and interests, and you can object at any time (see section 8).

We do not use your enquiry, booking or toolkit request details for marketing unless you have opted in separately.

Do you have to give us your data? No — providing it is voluntary. But if you don't, we may not be able to reply to you, send you the toolkit, book a call, or work with you. Some details are needed to enter into a contract and to meet our legal (e.g. tax) obligations.

Automated decisions: We don't make decisions about you based solely on automated processing, and we don't profile you. We do use simple automation to send an acknowledgement when you contact us and to email the toolkit when you request it.

5) Who we share your data with

We use trusted service providers (processors) to run our business. They act only on our instructions, under contracts that protect your data:

• Microsoft 365 — email, file storage and the automated emails we send (Power Automate).
• Video-calling services used to hold calls (for example Microsoft Teams or Zoom).
• Netlify — website hosting.
• Tally — our website forms (contact and toolkit sign-up).
• Calendly — call booking, confirmations and reminders.
• Payment and finance providers (e.g. Stripe, PayPal, our bank and accounting software) — only if you buy from us.

We may also share data with professional advisers (such as an accountant) where needed, or with authorities where required by law. We do not sell your data.

6) International transfers

Some of our providers store or access data outside the UK, for example in the European Economic Area or the United States. When that happens we rely on recognised safeguards: UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework, which Calendly, for example, is certified under), or the UK International Data Transfer Agreement or EU Standard Contractual Clauses with the UK Addendum. You can ask us for more information about these safeguards.

7) How long we keep your data

• Enquiries (emails/form submissions): up to 24 months after our last interaction.
• Toolkit requests: up to 24 months after we send you the toolkit (or until you unsubscribe, if you opted in to updates).
• Call bookings and call notes: up to 24 months after the call, unless we go on to work together (then client file periods apply).
• Client files & deliverables: normally 6 years after the engagement ends (to align with limitation and tax rules), unless a different period is agreed or required.
• Invoices & financial records: 6 years from the end of the financial year.
• Marketing opt-ins: until you unsubscribe or we no longer rely on consent (we keep a record of your opt-out so we don't contact you again).
• Website server logs: for the short period set by our hosting provider.
• Privacy requests and complaints: up to 2 years after they are closed.

We minimise what we keep and delete or anonymise data when no longer required.

8) Your rights

You have the right to:

• access the personal data we hold about you and get a copy;
• have inaccurate data corrected or incomplete data completed;
• have your data erased in certain circumstances;
• restrict how we use your data in certain circumstances;
• object to us using your data where we rely on legitimate interests — and object to direct marketing at any time;
• data portability (receive data you gave us in a reusable format) in certain cases;
• withdraw consent at any time, where we rely on consent (this doesn't affect anything we did before).

To use any of these rights, email hello@klarwork.com. It's free in most cases. We will respond within one month (this can be extended by up to two more months for complex requests, and we'll tell you if so). We may need to confirm your identity first.

9) Complaints

If you're unhappy with how we've handled your personal data, please tell us first so we can put it right. Email hello@klarwork.com with "Data protection complaint" in the subject line, or write to the postal address below. We will acknowledge your complaint within 30 days, look into it without undue delay, keep you updated, and tell you the outcome.

You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint or 0303 123 1113.

10) Security

We use appropriate technical and organisational measures (access controls, multi-factor authentication where available, encryption in transit where supported, limited retention) to protect your data. No method is 100% secure, but we work to reduce risk and respond promptly to issues.

11) Children

Our services are intended for adults and professional users. We don't knowingly collect data from children.

12) Third-party sites

Our site links to third-party sites and platforms — for example, our call booking page is hosted by Calendly at calendly.com, and LinkedIn. Those sites have their own privacy and cookie practices; please review their notices before sharing data.

13) Changes to this notice

We may update this notice from time to time. The latest version will always be on this page, with the date it was last updated at the top.

Cookie Notice (UK)

We only use cookies or similar storage that are strictly necessary to run this site. Our embedded forms (provided by Tally) may use strictly necessary storage so the form works. We do not use analytics, advertising or tracking cookies, so we don't ask for cookie consent. If this changes, we'll update this notice and ask for your consent first.