Last updated: October 2026
Privacy Policy
How K9Cool Ltd (trading as The Society Platform) collects, uses and protects personal information on this website, under UK GDPR and the Data Protection Act 2018.
1. Who we are
This website is operated by K9Cool Ltd, trading as The Society Platform, a company registered in England & Wales (k9cool.co.uk). For information collected through this website, K9Cool Ltd is the Data Controller.
If you use a society's website built on the Society Platform (for example to join, enter an event or pay), that is covered by the privacy policy on that website, where the society is the Data Controller and K9Cool Ltd is the Data Processor. See the policy on societyplatform.cloud.
2. Personal data we collect
This is a static information website. It has no accounts, no forms and no payments. We collect:
- Enquiries: if you email us, your name, email address and anything you choose to tell us in the message.
- Technical logs: like most web servers, ours records standard request information (IP address, pages requested, browser type and time) for security and fault-finding.
3. Why we use it and our legal basis
| Purpose | Data | Lawful basis |
|---|---|---|
| Replying to your enquiry and discussing our services | Name, email, message | Legitimate Interests (Art. 6(1)(f)), or steps at your request before a contract (Art. 6(1)(b)) |
| Keeping the website secure and working | Technical logs | Legitimate Interests (Art. 6(1)(f)) |
We do not use your details for marketing unless you ask us to, and we never sell, rent or trade them.
4. Cookies & browser storage
This website does not use cookies, local storage, analytics, advertising pixels or any third-party tracking tools, so there is no cookie banner.
5. Who we share it with
We do not share enquiry details with anyone, other than the email and hosting providers who process messages and serve this website on our behalf under data processing agreements.
6. How long we keep it
- Enquiries: kept for as long as the conversation continues. If it does not lead to a customer relationship we delete it within 12 months.
- Customers: if you become a customer, records are kept in line with our contract and statutory accounting obligations (up to 7 years for financial records).
- Technical logs: kept for a short period, then deleted.
7. International transfers
Where a provider processes data outside the UK or European Economic Area, the transfer is protected by approved safeguards such as UK/EU Standard Contractual Clauses or an adequacy decision.
8. Your data protection rights
- Right of Access: You can request a copy of the personal data we hold about you.
- Right to Rectification: You can ask us to correct inaccurate or incomplete information.
- Right to Erasure: You can ask us to delete your personal data where we no longer have a lawful reason to keep it.
- Right to Restriction: You can ask us to restrict processing in certain circumstances.
- Right to Data Portability: You can ask for your personal information in a structured, machine-readable format.
- Right to Object: You can object to processing that is based on legitimate interests.
You also have the right to complain to the Information Commissioner's Office (ICO).
9. Contact
For questions about this policy, or to exercise your rights, email us at our contact address.