01
Who we are
Karolina's Hub LTD is the controller of the personal data described in this policy. The company is registered in England and Wales under company number 15838397.
Registered office: Office 4924, 182-184 High Street North, East Ham, London, United Kingdom, E6 2JA.Data protection contact: Karolina Łachmacka.
Email: hello@karolinashub.co.uk
Telephone: +44 20 3951 5605
02
Scope of this policy
This policy applies when you visit this website, email or call us, ask for a quote, discuss or buy a service, supply services to us, apply for a role or express interest in future collaboration.
When a client supplies project material containing personal data and we process it only on that client's instructions, the client will normally be the controller and Karolina's Hub LTD will act as a processor. That work is governed by the relevant service agreement and, where required, a data processing agreement.
03
Personal data we collect
- Identity and contact details, such as your name, business email address, telephone number, job title and organisation.
- Enquiry and project details, including messages, briefs, files, terminology, preferences, deadlines and correspondence.
- Commercial and administrative information, including quotes, agreements, billing contacts, invoices and payment records. Full card details are not collected through this website.
- Professional information, such as a CV, portfolio, work history, qualifications and public professional profile when you discuss work or collaboration.
- Technical data recorded in normal website logs, such as IP address, browser and device information, requested page, date, time, referrer and security events.
Please do not send unnecessary sensitive information
The website does not ask for special category data. Do not include health, biometric, political, religious or similarly sensitive information in an initial email unless it is necessary and a suitable handling method has been agreed.
04
How and why we use personal data
| Activity | Purpose | Usual lawful basis |
|---|---|---|
| Website delivery and security | Load pages, maintain reliability, prevent misuse and investigate faults or security incidents. | Legitimate interests in operating and protecting the website, and legal obligation where applicable. |
| Enquiries and quotes | Understand your request, reply, prepare a proposal and take requested steps before an agreement. | Steps before entering a contract, or legitimate interests in responding to business enquiries. |
| Client and supplier administration | Deliver and manage work, communicate, keep records, invoice and resolve issues. | Contract, legitimate interests in business administration, and legal obligation. |
| Recruitment and collaboration | Assess skills, experience, availability and fit for a current or possible future opportunity. | Steps requested by you and legitimate interests in resourcing the agency. |
| Legal and professional matters | Meet accounting, tax and regulatory duties and establish, exercise or defend legal claims. | Legal obligation and legitimate interests. |
Where consent is the appropriate basis, you may withdraw it at any time by contacting us. Withdrawal does not affect processing that was lawful before it was withdrawn.
05
Where personal data comes from
Most data comes directly from you. We may also receive business contact details from your organisation, a referrer, a client or supplier, or from a public professional source such as a company website or LinkedIn profile. Technical log data is produced when your device requests the website.
07
International transfers
Karolina's Hub LTD is based in the United Kingdom and may use service providers that store or access personal data in other countries. Where a restricted transfer is made, we use a lawful transfer mechanism where required, such as an applicable adequacy decision or approved contractual safeguards, and carry out any required risk assessment.
The European Commission currently recognises the United Kingdom as providing adequate protection for transfers from the EEA. You may contact us for more information about the safeguards relevant to your data.
08
How long we keep personal data
We use the following criteria rather than keeping personal data indefinitely:
- Enquiry and quote records are kept while the discussion is active and for a reasonable period afterwards to respond consistently, maintain a business history and handle possible claims.
- Client, supplier, invoice and transaction records are kept for the period required by tax, accounting and other applicable law and for relevant limitation periods.
- Project files are retained according to the agreed service scope, client instructions, confidentiality needs and any legal or quality requirement, then securely deleted or anonymised.
- Recruitment information is kept for the selection process. It is kept for a future opportunity only where there is a clear reason and you have been told.
- Website and security logs are kept according to the operational schedules of the hosting and security providers and only as long as needed for delivery, resilience and incident handling.
09
Your data protection rights
Depending on the law and circumstances, you may have rights to be informed, access your data, correct inaccurate data, request deletion, restrict processing, receive portable data, object to processing and withdraw consent. You also have rights relating to decisions made solely by automated means.
Your right to object
You may object to processing based on legitimate interests because of your particular situation. You may object to direct marketing at any time.
We do not use personal data from this website to make solely automated decisions that have legal or similarly significant effects. To exercise a right, email hello@karolinashub.co.uk. We may need proportionate information to verify your identity.
11
Security
We use proportionate organisational and technical measures intended to protect personal data, including access-controlled file sharing, confidentiality requirements and reputable service providers. Project access is limited to the people who need the information for the agreed work. No internet transmission or storage system can be guaranteed completely secure. Please contact us promptly if you believe information connected with us has been compromised.
12
Children
This is a business services website and is not directed to children. We do not knowingly collect children's data through it. Please contact us if you believe a child has supplied personal data.
13
Changes to this policy
We may update this policy when services, suppliers or legal requirements change. The effective date at the top shows the current version. Material changes will be highlighted where appropriate.
14
Contact and complaints
Please email hello@karolinashub.co.uk first so we can try to resolve your concern.
You may also complain to the UK Information Commissioner's Office through its official complaints service. If EU GDPR applies, you may complain to the data protection authority in the EEA country where you live or work, or where you believe an infringement occurred.