Privacy Policy
Last updated: 17 October 2025
Who we are and how to contact us
Controller: Mikani Group Ltd (company no. 16432826)
Registered office: 7–9 The Avenue, Eastbourne, East Sussex, BN21 3YA, United Kingdom
Data Protection Compliance Manager: privacy@mikanigroup.co.uk
This notice explains how we handle personal data for website visitors, applicants, clients and prospects, suppliers and other business contacts.
What information we collect
Depending on your interaction with us, we may collect:
– Identity and contact details: name, job title, employer, work email, work phone, work address.
– Business relationship data: enquiries, proposals, contracts, orders, invoices, payments, correspondence.
– Website and device data: IP address, browser/device details, pages viewed, and essential cookie identifiers/consent preferences (see Cookies).
– Recruitment data: CV, cover letter, interview notes, referees, right-to-work documents.
– Special category data: not sought. If you voluntarily share it (e.g. reasonable adjustments), we will only process it where a lawful basis applies (usually explicit consent or legal obligation).
– Sources include: you directly, your colleagues, publicly available sources (e.g. LinkedIn, Companies House) and our service providers (e.g. recruitment platforms, hosting, security) where lawful.
How and why we use your data (legal bases)
We will only use your personal data when the law allows. The main purposes and legal bases are:
– Responding to enquiries (contact forms, inbound calls/emails) — Legitimate interests (running our business, answering queries).
– Sales, fulfilment and account management (quotes, contracts, deliveries, billing, support) — Contract (including pre‑contract steps) and Legal obligation (e.g. tax records).
– Supplier management (vetting, onboarding, POs, payments) — Contract; Legitimate interests (reliable supply chain).
– Website operation and security (hosting, logs, fraud/security monitoring; essential cookies only) — Legitimate interests (secure, functional services).
– Recruitment (screening, interviews, offers) — Legitimate interests; Contract (on acceptance); Legal obligation (right‑to‑work). Special category data only with explicit consent or where required by law.
– We do not use your personal data for direct marketing. If that changes, we will update this notice first.
– When relying on legitimate interests, we balance our interests against your rights and expectations and use the minimum data necessary. If we need your consent, we will ask clearly and you can withdraw it at any time.
– If you do not provide data we need to perform a contract or meet a legal obligation, we may be unable to provide the relevant service or proceed with hiring.
What are cookies?
Cookies are small text files placed on your device by websites you visit. They help sites function and provide information to site owners. Similar technologies include pixels, SDKs and local storage.
Cookies we use
We use essential cookies to make the site work (e.g. page navigation and for basic security). These do not require consent. We do not set analytics or advertising cookies. If this changes, we will request your consent via the cookie banner and update this policy.
Sharing your data
We share personal data only with trusted recipients, including:
– Service providers (processors): hosting/CDN, email and productivity tools, IT/security support, document management, recruitment systems, accountancy and payroll.
– Professional advisers: lawyers, accountants, auditors, insurers.
– Group companies: where needed for central administration or management.
– Authorities: HMRC, regulators, law enforcement where legally required.
– Business transactions: if we restructure, merge, sell or acquire businesses, relevant data may transfer under appropriate safeguards.
– We require processors to protect your data and act only on our instructions under written contracts.
International transfers
Some providers may process data outside the UK. Where they do, we use lawful safeguards such as UK adequacy regulations, the UK International Data Transfer Agreement (or UK Addendum to EU SCCs), and for certified US recipients the UK‑US “Data Bridge”. We keep records of transfer mechanisms and undertake transfer risk assessments where required.
How long we keep your data
We keep data only as long as necessary for the purposes above and to meet legal, accounting or reporting requirements. Typical periods include:
– Enquiries without a contract: up to 24 months after last contact.
– Contract and transaction records: 6 years from the end of the financial year (longer if needed for claims).
– Supplier and customer KYC: 6 years from last activity.
– Recruitment (unsuccessful): 12 months from decision unless you consent to a longer talent‑pool period.
Security
We use proportionate organisational and technical measures, including access controls, encryption in transit, hardened hosting, logging/monitoring and staff confidentiality obligations. We maintain incident response procedures and will notify you and the ICO of qualifying breaches.
Your rights
Under UK data protection law you can:
– Access your personal data.
– Rectify inaccurate data.
– Erase data in certain circumstances.
– Restrict or object to processing.
– Port data you provided to us where processing is by automated means and based on consent or contract.
– Withdraw consent where we rely on consent.
– To exercise any right, contact privacy@mikanigroup.co.uk. We may need to verify your identity. We aim to respond within one month, or explain if an extension is needed for complex requests.
– No fee usually required: we do not charge for reasonable requests. We may charge a reasonable fee or refuse to act if a request is manifestly unfounded or excessive.
If we did not get your data directly
If we obtained your work contact details from a colleague, your employer, or public business sources, we process them for sales/relationship management on legitimate interests. We will provide this notice within a reasonable time or in our first communication unless an exemption applies (e.g. disproportionate effort), in which case this public notice applies.
Automated decision‑making
We do not carry out solely automated decisions that produce legal or similarly significant effects.
Changes to this privacy notice
We may update this notice from time to time. When we do, we will update the “Last updated” date above and post the new version here. If changes materially affect you (for example, new purposes, recipients or international transfers), we will notify you and, where required, seek your consent.
Complaints
We hope to resolve any concern. Contact privacy@mikanigroup.co.uk.
You also have the right to complain to the Information Commissioner’s Office (ICO):
ico.org.uk | 0303 123 1113 | Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom.