Privacy notice
This notice explains how Echo Thirteen Capital Ltd, trading as KENAEZ (KENAEZ, we, us), collects and uses personal data when you visit kenaez.com, contact us, or use the KENAEZ platform as a member of a customer organisation. It is written to meet our obligations under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
You can contact us about anything in this notice, or to exercise your rights, at [email protected].
1. Our two roles
We are the controller of the personal data described in sections 2 to 4: information about visitors to this website, people who contact us, the people who hold accounts on the KENAEZ platform, and our customers' billing contacts.
We are a processor for the data our customers process through the platform: camera events, stills and clips, descriptions of people and vehicles, number plate reads, GPS tracker positions and alarms, Retrace cases, assistant conversations and remote access sessions. For that data, the organisation that operates the cameras or trackers is the controller and decides why and how it is used. We process it only on their instructions, under our data processing agreement. If you have been recorded by a camera or carry a tracker connected to KENAEZ, please contact that organisation first; we will help them respond.
2. Visitors to this website
- Technical data. Our web host and our content delivery network, Cloudflare, process standard technical data (IP address, browser, pages requested, time) to deliver the site and protect it from attack.
- Fonts. Pages load typefaces from Google Fonts, so your browser sends your IP address to Google when it fetches them.
- No tracking. We use no analytics, advertising or social-media tracking on this website. See our cookie policy.
3. People who contact us
When you use our contact form or email us, we collect what you send: typically your name, work email, organisation, phone number, the size of your estate, the products you are interested in and your message. We use it to reply, to arrange a demonstration and to follow up on your enquiry. Form submissions are stored in our website's database.
4. Platform account holders
- Account data: your name, email address, organisation, role and the sites you can access. Accounts are created by invitation from your organisation.
- Sign-in and security data: a hash of your password, one-time sign-in codes (stored only as hashes), session records, and details of the device and network used to sign in so we can warn you about sign-ins from new devices.
- Audit records: records of administrative actions, Retrace activity, remote access sessions and the tools the assistant used on your behalf, with the person responsible and, for administrative actions, the IP address and browser.
- Messages we send: sign-in codes, alerts, reports and service notices by email, and by WhatsApp where your organisation has connected its own WhatsApp Business account.
- Billing: the name and email of the billing contact, subscription and licence records, and payment status. Card details are collected and held by Stripe, never by us.
5. Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Providing the platform, signing you in, billing and support | Contract with your organisation, and our legitimate interest in providing the service to its users |
| Keeping the platform and your account secure, detecting misuse and keeping audit records | Legitimate interests |
| Replying to enquiries and arranging demonstrations | Legitimate interests, or steps taken at your request before a contract |
| Keeping financial records | Legal obligation |
We do not send marketing emails without your consent, and we do not sell personal data or use it for advertising.
6. Who we share it with
We use carefully chosen service providers to host and run KENAEZ, such as our cloud hosting, database, email and payment providers. Each is listed, with what it does and where, on our sub-processors page. We also share personal data where the law requires it, to protect our rights or the safety of others, or as part of a sale or reorganisation of our business, under equivalent protections.
7. Where it is stored
The KENAEZ platform is hosted in London, and its database and media storage are in the AWS eu-west-2 (London) region. Some providers, for example for email delivery, payments and messaging, may process data outside the UK. Where they do, we rely on UK adequacy regulations or the safeguards approved for UK transfers, such as the International Data Transfer Agreement or Addendum.
8. How long we keep it
- Enquiries: for as long as needed to respond and follow up, and no longer than 24 months after our last contact with you.
- Account data: for as long as your account exists. When an organisation closes its account, its data is deleted 30 days later.
- Audit records: for the periods set out in our trust centre, for example 365 days for Retrace and remote access audits.
- Billing and financial records: six years, for tax and accounting purposes.
9. Your rights
You have the right to ask for a copy of your personal data, to have it corrected or deleted, to restrict or object to our use of it, and to receive it in a portable format. Some rights depend on the lawful basis we rely on. To exercise them, email [email protected]. We will reply within one month.
If you are unhappy with how we have handled your data, please tell us first. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
10. Security
How we protect data, including encryption, sign-in codes and access controls, is described in our trust centre.
11. Children
KENAEZ is a business service and is not directed at children.
12. Changes to this notice
We will update this notice when our practices change, and show the date of the latest version at the top of the page.