Privacy Policy

1. Introduction

This Privacy Policy explains how Kitchen Connection of Ascot ("we", "us", "our") collects, uses, and protects your personal information when you use our KCA Scout platform (the "Service").

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (GDPR), Data Protection Act 2018, and Privacy and Electronic Communications Regulations (PECR).

KCA (Kitchen Connection of Ascot) is a trading name of Legendary Living Ltd.

2. Data Controller

The data controller responsible for your personal information is:

3. Information We Collect

3.1 Information You Provide

• Account Information: Name, email address, password (encrypted)
• Prospect Data: Contact names, emails, phone numbers, company details, job titles
• Campaign Data: Email content, templates, scheduling preferences
• Communication Records: Emails sent/received, replies, engagement metrics

3.2 Automatically Collected Information

• Usage Data: Pages visited, features used, time spent
• Technical Data: IP address, browser type, device information
• Cookies: Authentication tokens, preferences (see Cookie Policy)
• Email Analytics: Open rates, click rates, bounce rates

4. How We Use Your Information

We process your personal data for the following purposes:

• Service Provision: To provide and maintain the prospecting platform
• Campaign Management: To send emails on your behalf to your prospects
• Analytics: To provide performance insights and analytics
• Communication: To respond to your inquiries and provide support
• Security: To detect and prevent fraud, abuse, and security incidents
• Legal Compliance: To comply with legal obligations
• Service Improvement: To improve and develop new features

5. Legal Basis for Processing

• Contract: Processing necessary to perform our contract with you
• Legitimate Interests: Service improvement, fraud prevention, security
• Consent: Where you have given explicit consent (e.g., marketing emails)
• Legal Obligation: Compliance with laws and regulations

6. Data Sharing and Third Parties

We share your data with the following third parties:

• Microsoft Graph API: For sending and receiving emails (Microsoft 365)
• Smart CRM: For syncing prospect and campaign data
• Cloud Hosting: Our servers and databases (Railway.app)

We do not sell your personal data to third parties.

7. Data Retention

• Active Accounts: Data retained while your account is active
• Inactive Accounts: Deleted after 12 months of inactivity
• Campaign Data: Retained for 24 months for analytics and reporting purposes
• Audit Logs: Retained for 7 years for legal compliance
• Opted-Out Prospects: Email addresses retained indefinitely to honor opt-out requests

8. Your Rights Under GDPR

You have the following rights regarding your personal data:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restriction: Restrict processing of your data
• Right to Data Portability: Receive your data in a structured format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time

To exercise these rights, contact us at info@k-c-a.co.uk.

9. Security Measures

We implement appropriate security measures to protect your personal data:

• Encryption of data in transit (TLS/SSL) and at rest
• Password hashing using bcrypt
• Regular security audits and vulnerability assessments
• Access controls and authentication mechanisms
• Audit logging of all data access
• Regular backups and disaster recovery procedures

10. International Data Transfers

Your data may be transferred to and processed in countries outside the UK/EEA. We ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or adequacy decisions by the UK Information Commissioner's Office (ICO).

11. Cookies

We use cookies to provide and improve our Service. For detailed information, please see our Cookie Policy.

12. Children's Privacy

Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal data from children.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through a prominent notice on our Service. Continued use of the Service after changes constitutes acceptance of the updated policy.

14. Contact Us

For questions about this Privacy Policy or to exercise your rights, contact us:

15. Complaints

You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):