Privacy Policy

Who we are

CIPHER KNIGHTS LTD, company number 16141995, registered in England and Wales and based in Leicester, is the data controller for personal data described in this policy. You can contact us about data protection at support@cipherknights.com or on +44 7424 967568.

We are not required to appoint a statutory Data Protection Officer, but a named individual within the company is accountable for data protection and will handle any request or complaint you raise.

What personal data we collect, and why

When you enquire, book a consultation, report an incident or become a client, we collect the contact and business information you give us — typically your name, job title, employer, email address and telephone number, together with what you have told us about your requirements.

When you use this website we collect limited technical data such as IP address, browser type and pages visited. Non-essential analytics are used only where you have consented through the cookie banner. Where an engagement requires access to your systems, any personal data within them is processed on your behalf as a processor under a separate data processing agreement, not under this policy.

• ✓Enquiry and consultation details — name, employer, contact details, requirements
• ✓Incident reports — reporter details, affected company and description of the incident
• ✓Client account and billing information for contracted services
• ✓Website technical data, and analytics data only where you have consented
• ✓Recruitment applications, where you apply to work with us

Our lawful bases

We rely on performance of a contract for delivering services you have engaged us for and administering your account. We rely on legitimate interests for responding to enquiries, maintaining business records, and securing our own systems — having balanced those interests against your rights.

We rely on consent for non-essential cookies and for marketing communications, which you can withdraw at any time. We rely on legal obligation for retaining accounting records and for complying with regulatory requirements.

How long we keep it

Enquiries that do not lead to an engagement are retained for up to 24 months, so we can pick up a later conversation sensibly. Client records and engagement documentation are retained for the duration of the relationship and for six years afterwards, reflecting statutory limitation periods and accounting requirements.

Assessment evidence and reports are retained for the period stated in the engagement agreement and then securely destroyed. Recruitment applications are retained for 12 months unless you ask us to keep them longer.

Who we share it with

We do not sell personal data and we do not share it for third-party marketing. We share it only with service providers who process it on our behalf under written terms — for example our email, hosting and accounting providers — and with professional advisers, insurers or authorities where we are legally required or permitted to do so.

Where a provider processes personal data outside the UK, we ensure an appropriate safeguard is in place, such as UK adequacy regulations or the International Data Transfer Agreement.

How we protect it

We apply the controls we recommend to clients: multi-factor authentication on all accounts, encryption of devices and stored evidence, least-privilege access, patching, logging, and secure destruction at the end of retention.

Access to client evidence and reports is limited to consultants working on the relevant engagement.

Your rights

You have the right to be informed about how we use your data, to request a copy of it, to have inaccurate data corrected, and to request erasure, restriction or portability in the circumstances the law provides. You may object to processing based on legitimate interests, and you may withdraw consent at any time where consent is the basis we rely on.

To exercise any of these rights email support@cipherknights.com. We will respond within one calendar month, free of charge. If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113, though we would ask you to raise it with us first.

• ✓Right to be informed and right of access
• ✓Right to rectification of inaccurate data
• ✓Right to erasure, and to restriction of processing
• ✓Right to data portability
• ✓Right to object, and to withdraw consent
• ✓Right to complain to the ICO