Privacy Policy

Last updated: January 15, 2025

RUBEN K9 GUARD Ltd ("we", "our", or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, and protect your information when you use our website or services.

1. What Data We Collect

When you contact us through our website forms or apply for employment, we collect the following personal information:

• Full name - to identify and address you properly
• Phone number - to contact you regarding your inquiry or application
• Email address - to respond to your messages and send follow-up communications
• Message content - to understand your specific requirements or application details
• CV/Resume files (job applications only) - to assess your qualifications and experience

2. Why We Collect Your Data

We collect your personal information for the following specific purposes:

• Service inquiries: To respond to your requests for K9 security services and provide accurate quotes
• Recruitment applications: To process job applications and assess candidates for employment opportunities
• Customer service: To provide ongoing support and answer questions about our services
• Legal compliance: To meet our obligations under UK employment and business law

3. How We Use Your Data

Your personal information is used exclusively for internal business purposes:

• We never sell, rent, or share your personal data with third parties for marketing purposes
• We only use your data internally within RUBEN K9 GUARD Ltd to provide our services
• We may share information only when required by law or to protect our legal rights
• All staff members who handle your data are bound by confidentiality agreements

4. Data Retention

We retain your personal information for the following periods:

• Service inquiries: Maximum 12 months from submission date
• Job applications: Maximum 12 months from application date
• Successful candidates: Data is retained as per employment records requirements

After these periods, your data is securely deleted from our systems unless you have become a client or employee.

5. Data Security & Transmission

We take data security seriously and implement appropriate measures to protect your information:

• Transmission security: Data is sent via email encrypted in transit using TLS (Transport Layer Security)
• Important note: Email is not end-to-end encrypted, so sensitive information may be visible to email providers
• Storage security: We use secure servers and access controls to protect stored data
• Staff training: All team members are trained on data protection and privacy requirements

6. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Ask us to correct any inaccurate or incomplete data
• Right to erasure: Request deletion of your personal data (subject to legal requirements)
• Right to restrict processing: Ask us to limit how we use your data
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to our processing of your personal data

7. How to Request Data Deletion

To request deletion of your personal data or exercise any of your rights, please contact us:

We will respond to your request within 30 days as required by UK GDPR.

8. Cookies and Website Analytics

8.1 Cookie Consent

We use cookies and similar tracking technologies on our website. We will only set non-essential cookies after obtaining your explicit consent through our cookie banner. You can manage your cookie preferences at any time.

8.2 Essential Cookies

These cookies are necessary for the website to function properly and cannot be disabled:

• Session cookies: Enable basic website functionality and navigation
• Security cookies: Protect against cross-site request forgery (CSRF) attacks
• Consent cookies: Remember your cookie preferences (expires after 12 months)

8.3 Google Analytics 4 (Analytics Cookies)

With your consent, we use Google Analytics 4 to understand how visitors interact with our website:

• Purpose: Website performance analysis, user behavior insights, and service improvement
• Data collected: Page views, session duration, device information, approximate location (country/city level)
• Cookies used: _ga, _gid, _gat (expires after 2 years maximum)
• Privacy measures: IP addresses are anonymized, no personally identifiable information is collected
• Data processor: Google LLC (USA) - covered by EU-US Data Privacy Framework
• Google's privacy policy: https://policies.google.com/privacy

8.4 Meta Pixel (Marketing Cookies)

With your consent, we use Meta Pixel to measure advertising effectiveness and optimize our marketing campaigns:

• Purpose: Conversion tracking, advertising optimization, and campaign measurement
• Data collected: Page visits, interactions, and conversion events
• Cookies used: _fbp, _fbc, fr (expires after 90 days maximum)
• Data processor: Meta Platforms Inc. (USA) - covered by EU-US Data Privacy Framework
• Meta's privacy policy: https://www.facebook.com/privacy/policy/

8.5 International Data Transfers

When you consent to analytics or marketing cookies, some data may be transferred to:

• United States: Google LLC and Meta Platforms Inc. are certified under the EU-US Data Privacy Framework
• Safeguards: These companies provide adequate protection for EU personal data as recognized by the European Commission
• Your rights: You maintain all your data protection rights even when data is processed outside the EU

8.6 Managing Your Cookie Preferences

You can control cookies in several ways:

• Cookie banner: Accept or reject non-essential cookies when you first visit our site
• Browser settings: Most browsers allow you to refuse or delete cookies
• Opt-out tools: Use Google Analytics opt-out browser add-on or Facebook's ad preferences
• Contact us: Email us to request cookie preference changes

Cookie Policy - Detailed Information

What Are Cookies?

Cookies are small text files that are placed on your device when you visit our website. They help us provide you with a better experience by remembering your preferences and understanding how you use our site.

Complete Cookie List

Essential Cookies (Always Active)

Analytics Cookies (Requires Consent)

Marketing Cookies (Requires Consent)

How to Control Cookies

Browser Settings

You can control cookies through your browser settings:

• Chrome: Settings → Privacy and security → Cookies and other site data
• Firefox: Settings → Privacy & Security → Cookies and Site Data
• Safari: Preferences → Privacy → Manage Website Data
• Edge: Settings → Cookies and site permissions → Cookies and site data

Opt-Out Tools

• Google Analytics: Browser Add-on
• Facebook Ads: Ad Preferences
• Your Online Choices: Industry Opt-out Page

Cookie Consent Withdrawal

You can withdraw your consent for non-essential cookies at any time by:

• Clearing your browser cookies (this will reset your preferences)
• Contacting us at daniela@rubenk9guard.co.uk
• Using browser-specific opt-out tools listed above

9. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically.

10. Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Company: RUBEN K9 GUARD Ltd
• Email: daniela@rubenk9guard.co.uk
• Phone: +44 7535 945334