Privacy Policy

Tikos Technologies Limited (Tikos) and its related entities are committed to protecting your privacy and processing your personal data in accordance with the applicable laws, regulations and rules.

This Privacy Policy explains why we are processing your personal data, what personal data we process about you and how we process your personal data, as well as your privacy rights, and how to contact us with complaints.

Tikos has created this privacy policy to demonstrate our commitment to privacy. The following discloses our information gathering and dissemination practices for Tikos. We may update this Privacy Policy occasionally. We, therefore, recommend you regularly review this Privacy Policy.

Our contact details

Tikos Technologies Limited (known as Tikos)
Future Space, University of West England, North Gate, Filton Rd, Stoke Gifford, Bristol BS34 8RB
hello@tikos.tech

We currently collect and process the following information

Personal identifiers, contacts, and characteristics

Examples: names, company details and contact details.

Employees’ formal ID documents

We maintain records of formal identification documents. It’s important to note that these records are treated with the utmost confidentiality.
The retention period for these records is strictly limited to the duration of the employees’ engagement with us. Upon the termination of our agreement, we promptly initiate the destruction of these records, ensuring compliance with data protection regulations.

How do we get personal information, and why do we have it?

Most of the personal information we process is provided to us directly by you for one of the following reasons:

Client Engagement. To facilitate and manage our contractual services, we collect personal information such as names, contact details, and professional backgrounds directly from our clients.
Consultant Engagement. For our consultants, we maintain records of formal identification documents during their engagement with us. This information is crucial for legal compliance and contractual purposes.
Business Development. We may collect contact details and professional information from individuals during networking events, conferences, or other business development activities.

We also receive personal information indirectly from the following sources in the following scenarios:

Third-Party Referrals. We may receive personal information from third parties, such as client referrals or professional networks, to enhance our understanding of potential clients or collaborators.
Publicly Available Sources. In some cases, we may gather information from publicly available sources to enrich our databases and enhance the depth of our business intelligence.

We use the information that you have given us in order to

Provide Contractual Services. Personal information is utilised to deliver and manage our contractual services effectively, ensuring the highest quality of service for our clients.
Comply with Legal and Regulatory Requirements. We process personal information to meet our legal obligations, including compliance with applicable laws and regulations governing consulting practices.
Business Communications. Contact details are used for communication purposes, such as sending project updates, newsletters, or relevant industry insights.

We may share this information with

Client Organisations. Personal information may be shared with client organisations to facilitate the provision of consulting services and ensure alignment with their specific needs.
Third-Party Service Providers. In certain instances, we may engage third-party service providers for support functions, and they may have access to personal information for those specific purposes.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are

Contractual Obligation. Processing information is necessary to perform a contract to which the data subject is a party (e.g., consulting agreements).
Legal Obligation. Processing is necessary for compliance with a legal obligation (e.g., regulatory reporting).
Legitimate Interest. Processing is necessary for our legitimate interests or the legitimate interests of a third party (e.g., providing effective consulting services).

How we store your personal information

Your information is securely stored within UK or EU to ensure the confidentiality and integrity of your personal data.

We keep various types of personal information, including but not limited to names, contact details, professional background, and engagement details, for a specific retention period as specified in the Tikos Data retention and backup policy. The retention period is determined by a combination of legal requirements, business needs, and industry standards. For example, we may retain client engagement records for a duration necessary to meet legal obligations and facilitate ongoing client relationships.

At the end of the retention period, we undertake a secure disposal process for your information. The disposal process involves:

Secure Deletion. Personal information is permanently and securely deleted from our electronic systems using advanced deletion methods, preventing any unauthorised access.
Document Shredding. Physical documents containing personal information are shredded using industry-standard methods to ensure complete destruction. This applies to any hard-copy documents that have reached the end of their required retention period.
Data Erasure. In cases where data is stored on physical media, such as hard drives, we use secure data erasure methods to render the information unrecoverable. This process is in line with industry best practices for data security.
Logging and Auditing. We maintain detailed logs and conduct regular audits to verify the successful and irreversible deletion of personal information from our systems. This auditing process adds an extra layer of security and ensures compliance with data protection standards.

This disposal process aligns with our commitment to data protection and is designed to comply with applicable data protection laws and regulations, including the UK General Data Protection Regulation (UK GDPR).

Your data protection rights

Under data protection law, you have various rights, which are elaborated in the Tikos Subject access request procedure. These rights include:

Right of Access. You have the right to request copies of your personal information.
Right to Rectification. You can ask us to rectify any inaccurate personal information and to complete any incomplete information.
Right to Erasure. In certain circumstances, you have the right to ask us to erase your personal information.
Right to Restriction of Processing. You can request the restriction of processing your personal information in certain circumstances.
Right to Object to Processing. In certain circumstances, you have the right to object to the processing of your personal information.
Right to Data Portability. You can ask that we transfer the personal information you provided to us to another organisation or to you in certain circumstances.

You are not required to pay any charge for exercising your rights. Upon making a request, we have one month to respond to you. If you wish to exercise any of these rights, please contact us at hello@tikos.tech.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at hello@tikos.tech.

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF