Who we are
This website is kljhall.co.uk (https://kljhall.co.uk). It is run by KLJ Hall, based in West Yorkshire, United Kingdom. The Web Hall is KLJ Hall’s website building and hosting service.
In this policy, “we”, “us” and “our” mean KLJ Hall. For the personal data described here, we are the data controller, except where this policy says we act on behalf of a hosting client (see “The Web Hall hosting”).
Contact us about anything in this policy, including requests and complaints, by email at privacy@kljhall.co.uk. We have not appointed a data protection officer, as we are not required to.
What personal data we collect and why
We collect only what we need to run this website and to provide The Web Hall to our clients. This site has no visitor comments and no analytics or advertising tracking.
| Who | What we collect | Why | Lawful basis (UK GDPR) |
|---|---|---|---|
| Website visitors | IP address, browser type, pages requested and time of request, recorded automatically in our hosting server’s logs | To deliver the site securely and investigate faults or abuse | Legitimate interests |
| People who contact us | Your name, email address, any phone number and the content of your message | To reply to your enquiry | Legitimate interests, or steps before a contract if you ask about our services |
| Hosting and website clients | Contact name, organisation, email, phone, billing address, invoices and payment records, and correspondence | To build, host and support your website and to bill for it | Contract |
| Hosting and website clients | Invoices and payment records | To meet tax record-keeping duties | Legal obligation |
| Clients’ website administrators and contributors | Name, email address and username for the WordPress accounts we set up, and attendance at training sessions | To give you access to your website and support you | Contract (with the client), legitimate interests |
We do not sell personal data, and we do not use it for advertising. We do not make decisions about you by automated means.
If you use the contact form on this site, the details you enter are emailed to us and also stored in the website’s database.
The Web Hall hosting
When we host a client’s website, the client decides what personal data their site collects from its own visitors and members. For that data the client is the data controller and we act as their data processor: we store it and keep the site running, and we use it only to provide our service or as the client instructs.
If you are a visitor or member of a website we host, read that website’s own privacy policy and contact its owner about your data. We will help our clients respond to any request you make.
Our websites and our clients’ websites are hosted by Krystal Hosting Ltd, a UK company at 124 City Road, London EC1V 2NX, which acts as our processor. Some client websites are still hosted by IONOS while we move them.
We build our sites with WordPress and Elementor Pro. These run on our hosting servers. WordPress sets the cookies described below.
Google Maps
This website, and some websites we build and host, include Google Maps features and content through Google Maps Platform. Your use of Google Maps features and content is subject to the then-current versions of the Google Maps End User Additional Terms of Service and the Google Privacy Policy.
When a page shows a map, your browser connects directly to Google. Google collects data such as your search terms, IP address and location coordinates to provide the service, and handles it under its own privacy policy. We do not receive or store this data.
We do not use Google Maps to track your location, and we do not combine Google Maps data with any other data about you.
Our use of Google APIs does not involve signing in with your Google Account. We do not request access to any data in your Google Account, such as your email, files or calendar.
Cookies and embedded content
Ordinary visitors to this site do not receive cookies from us. WordPress sets cookies only when someone logs in, which on this site means us and clients we have given accounts to.
| Cookie use | What it does | How long it lasts |
|---|---|---|
| Login page test | Checks that your browser accepts cookies; holds no personal data | Until you close your browser |
| Login | Keeps you logged in | 2 days, or 14 days if you tick “Remember Me”; removed when you log out |
| Screen options | Remembers your dashboard display choices | 1 year |
| Editing | Records the ID of the post you just edited; holds no personal data | 1 day |
These cookies are strictly necessary for the service you have asked for, so we do not ask for consent before setting them.
Pages may include content embedded from other websites, such as maps or videos. Embedded content behaves exactly as if you had visited the other website. That website may collect data about you, set its own cookies and track your interaction with the content, especially if you have an account there and are logged in.
If you upload images to a website, remove embedded location data (EXIF GPS) first. Anyone can download images from a website and extract that data.
Who we share data with, how long we keep it, and how we protect it
We share personal data only with the service providers we need to run our business, and only as much as they need:
- Krystal Hosting Ltd, which hosts our websites and email
- Google, when you view a Google Maps feature (see “Google Maps”)
- HM Revenue and Customs, or other authorities, where the law requires it
If you request a password reset on a site we run, your IP address is included in the reset email.
| Data | How long we keep it |
|---|---|
| Invoices and payment records | At least 5 years after the 31 January Self Assessment deadline for the tax year they relate to, as HMRC requires |
| Other client records and correspondence | For as long as we work together, then 12 MONTHS |
| WordPress accounts on client sites | Until the client or the account holder asks us to remove them, or our service ends |
| Enquiries from non-clients | 12 MONTHS after our last contact |
| Server logs | As set by Krystal’s own retention policy |
We protect personal data with strong unique passwords, two-factor authentication where available, encrypted (HTTPS) connections, regular software updates and limited access to admin accounts.
Your rights and how to complain
Under UK data protection law you can ask us to:
- give you a copy of the personal data we hold about you
- correct data that is wrong or incomplete
- erase your data, unless we must keep it for legal, tax or security reasons
- restrict how we use your data, or stop using it where we rely on legitimate interests
- give you your data in a portable format, where it is processed under a contract
To make a request, email [PRIVACY EMAIL ADDRESS]. We will respond within one month. There is normally no charge.
If you are unhappy with how we have handled your personal data, please complain to us first at the same email address. We will acknowledge your complaint, keep you updated and tell you the outcome.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator: ico.org.uk/make-a-complaint, helpline 0303 123 1113.