We are Kinetik, a virtual assistant business specialising in business operations and process automation for solo founders and small teams.
We are committed to protecting and respecting your privacy and your data.
This Policy explains when and why we collect personal information about you, how we use it, the conditions under which we may share it with others, how we use cookies, and how we keep everything secure.
We may update this Policy from time to time, so please check this page occasionally. By using our website or our services, you agree to be bound by this Policy.
Any questions about this Policy or our privacy practices should be sent to jess@getkinetik.co.uk.
How we collect information from you
We collect information from you in the following ways:
- When you fill in our contact form on getkinetik.co.uk
- When you sign up to download a free guide or join our mailing list
- When you become a client and we work together on your business
- When you contact us to arrange a discovery call
- When you contact us directly by email or LinkedIn
What information we collect
The information we collect depends on how you interact with us, and falls into two groups.
1 > When you contact us through the website or sign up for a free download:
- Your name (if provided)
- Your email address
- Any message content you share with us
- Technical data automatically collected when you visit our site (such as IP address, browser type, and pages visited) — see the section on cookies below for more detail
2 > When you become a client:
- Your name and business name
- Your contact details (email, phone, address if needed for invoicing)
- Information about your business processes and the work we will be doing together
- Records of our communications (emails, meeting notes, project documents)
- Invoicing and payment information
How we use your information
We use the information you give us to deliver our services and run our business.
Information from website visitors and sign-ups (Group 1) is used to:
- Respond to your enquiries
- Send you the free guides or resources you have requested
- Keep you informed about our services and any new resources you might find useful (you can unsubscribe at any time)
- Improve how our website works
Information from clients (Group 2) is used to:
- Deliver the services we have agreed to provide
- Communicate with you about your project
- Issue invoices and accept payment
- Meet our legal obligations (such as tax records)
- With your consent, publish testimonials, case studies, or examples of work we have done together. We will always ask first, and you can withdraw your consent at any time.
When we act on behalf of our clients
Some of our work involves building and running automations, processes, or workflows inside our clients' own systems — for example, their CRM, inbox, project management tools, or marketing platforms. In these cases, the personal data we touch belongs to our client (and their customers, contacts, or team members), not to Kinetik.
In data protection terms, in these engagements our client is the data controller and Kinetik acts as the data processor. This means:
- We only process that data on our client's instructions and for the purposes they specify
- We do not use that data for our own purposes
- We will enter into a Data Processing Agreement (DPA) with the client setting out the specific terms
- Any sub-processors we use to deliver the work (for example, automation platforms or AI tools) will be agreed with the client in advance
If you are a customer, contact, or team member of one of our clients and have a question about how your data is being processed, please contact our client directly in the first instance — they are the data controller for your data.
Use of AI tools
As an AI and automation specialist, we use AI tools (such as Claude and ChatGPT) as part of how we run our business and deliver our services. For example, we may use AI to help draft emails, summarise notes, organise documents, or build automations.
When we use AI tools, we take the following precautions:
- We use business or paid versions of AI tools where the provider commits not to train their models on our inputs
- We avoid sharing sensitive personal data, financial data, or confidential client information unless we have a specific need and an appropriate agreement in place
- When we use AI on a client's behalf, we agree the use of those tools with them in advance, and only do so under their instructions
How we store your information
All personal data we collect and process is stored on trusted third-party services we use to run our business. These include:
- MailerLite (email marketing) — for your subscription details and the emails we send
- Formspree (contact form processing) — for messages submitted through our contact form
- Google reCAPTCHA (spam protection) — for verifying contact form submissions are from real people
- Our website hosting provider — to host getkinetik.co.uk
- Cloud storage tools (such as Google Drive) — for documents we share with clients
- AI tools (such as Claude or ChatGPT) — see the section above on our use of AI
- Standard email and accounting tools — for client communications and invoicing
These providers are based in the UK, EU, or USA. Where data is transferred outside the UK, we ensure appropriate safeguards are in place in line with UK GDPR.
Cookies and tracking technologies
Our website uses cookies and similar technologies. This section explains what cookies are, how we use them, and how you can manage them.
What are cookies?
Cookies are small text files placed on your device (computer, tablet, or phone) when you visit a website. They are used to make websites work, work more efficiently, and give the website owner information about how their site is used.
Some cookies are set by us (first-party cookies). Some are set by third-party services we use, such as MailerLite or Google reCAPTCHA (third-party cookies).
How we use cookies
We use cookies to:
- Keep the website running properly and securely
- Protect our contact form from spam and abuse
- Allow people to sign up to our mailing list and receive our free guides
- Understand how visitors use our website, so we can make it better
Categories of cookies we use
Essential cookies — necessary for the website to function and cannot be switched off. They are usually set in response to actions you take, such as filling in a form or setting your privacy preferences.
Functional cookies — enable enhanced functionality, such as the ability to sign up for our mailing list and download our free guides. If you disable these cookies, some of these features may not work properly.
Analytics cookies — help us understand how visitors use our website by collecting information anonymously. We use this information to improve the way the website works.
The specific cookies we use
Below is a list of the main cookies set on our website. Some third-party services may set additional cookies that change over time, so this list may not be exhaustive.
| Cookie / Service | Type | Purpose |
|---|---|---|
| Google reCAPTCHA | Essential | Protects our contact form from spam and bots. Set by Google. |
| MailerLite | Functional | Powers our email signup form and helps us deliver the resources you have requested. |
| Hosting provider session cookies | Essential | Keeps the website running and secure. |
| Website analytics (if enabled) | Analytics | Helps us understand which pages are most useful to visitors. We do not collect personally identifiable information through analytics. |
Third-party cookies
Some cookies on our website are set by third-party services. These services have their own privacy and cookie policies, which we recommend you read:
- Google reCAPTCHA — see Google's privacy policy at policies.google.com/privacy
- MailerLite — see mailerlite.com/legal/privacy-policy
How to manage cookies
You have several options for controlling or limiting how cookies are used:
- Adjust your browser settings to block or delete cookies — most browsers allow you to do this in their privacy or settings menu
- Use the opt-out tools provided by individual third-party services (linked above)
Please note that if you choose to block all cookies, some parts of our website may not function properly.
How we share your information
We do not sell or rent your personal information to anyone.
We may share your information with:
- The third-party service providers listed above, who only process your data on our behalf and under our instructions
- HM Revenue and Customs, where we are legally required to do so
- Professional advisors (such as accountants or legal advisors) where necessary
- Law enforcement or regulators, where legally required
Legal basis for processing
We rely on different legal bases depending on the situation:
- Legitimate interest — when we respond to your enquiries or contact you about our services
- Consent — when you sign up for our newsletter, download a free guide, agree to feature in a testimonial or case study, or accept non-essential cookies. You can withdraw your consent at any time.
- Contract — when you become a client and we process your data to deliver the services we have agreed
- Legal obligation — where we are required by law (for example, keeping tax records)
Your rights
You have certain rights in respect of the personal data we hold about you:
- The right to ask what personal data we hold about you and how we process it
- The right to ask us to correct any inaccurate data
- The right to ask us to delete your data (in certain circumstances)
- The right to ask us to restrict or stop processing your data
- The right to ask for your data to be transferred to another provider (in certain circumstances)
- The right to object to how we process your data where that processing is based on legitimate interest
- The right to withdraw consent at any time, where we are processing data on the basis of consent
To exercise any of these rights, please email jess@getkinetik.co.uk.
You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to address your concerns first, so please contact us before approaching the ICO.
How long we keep your data
We only keep your data for as long as is necessary to fulfil the purposes we collected it for, including any legal, accounting, or reporting requirements.
- Newsletter subscribers — until you unsubscribe
- Contact form enquiries — up to 24 months after our last interaction
- Client records — for the duration of our working relationship and for 6 years after, in line with HMRC requirements
What we do if there is a data breach
We have appropriate security measures in place to prevent your personal information from being accidentally lost, used, accessed, altered, or disclosed in any unauthorised way.
In the unlikely event that a data breach occurs which affects your personal information, we will notify you and the Information Commissioner's Office within 72 hours of becoming aware of it, in line with UK GDPR requirements.
Concerns
If you have a concern about the way we are collecting, holding, or processing your personal data, please raise it with us first by emailing jess@getkinetik.co.uk. You can also raise concerns directly with the Information Commissioner's Office at ico.org.uk/concerns.
Changes to this Policy
We may update this Policy from time to time. When we make significant changes, we will update the 'last updated' date at the top of this page, and let you know by email if you are subscribed to our list.
Contact
For any questions, comments, or requests about how we handle your personal data, please contact: