Privacy Policy

KJF Consultancy™ Ltd - Privacy Notice


Last updated: September 2026


This privacy notice explains how KJF Consultancy™ Ltd collects, uses, stores and shares personal information when providing our services, communicating with clients and other parties, and operating our website. KJF Consultancy™ Ltd is committed to protecting your personal information and processing it fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.


Contact details


KJF Consultancy™ Ltd
Hardy Cottage
45 Gordon Road
Poole
Dorset
BH12 1EB

Telephone: 07763 121432
Email: info@kjf-consultancy.com

Registered Company No.: 5232907
VAT Registration No.: 369 4878 27


What personal information we collect


Depending on the nature of our relationship with you and the services provided by KJF Consultancy™, we may collect and process the following personal information:

  • Names and contact details, including telephone numbers and email addresses
  • Addresses and property addresses
  • Information relating to properties and sites where surveys or other professional services are undertaken
  • Information contained within correspondence and communications with you
  • Information relating to services provided and service history
  • Payment and transaction information, including information necessary to process payments
  • Information relating to enquiries, complaints or claims
  • Information provided by you in connection with planning applications, ecological surveys, arboricultural surveys or other professional services
  • Location information where this is relevant to the services provided by KJF Consultancy™
  • Information contained within documents, plans, reports and other information supplied to us


We only collect personal information that is relevant and necessary for the purposes for which it is used.


How we use your personal information


KJF Consultancy™ may use personal information for the following purposes:

  • To respond to enquiries and requests for information
  • To provide ecological, bat, arboricultural and related professional services
  • To arrange and undertake surveys and site visits
  • To prepare reports, assessments and other professional documentation
  • To provide information required in connection with planning applications
  • To communicate with clients, property owners, planning consultants, architects and other professional advisers
  • To communicate with Local Planning Authorities and other relevant organisations where this is necessary to provide our services
  • To deal with protected species licensing matters where applicable
  • To administer client accounts and maintain service records
  • To process payments and maintain financial records
  • To deal with complaints, disputes and claims
  • To establish, exercise or defend legal claims
  • To comply with legal, regulatory and professional obligations
  • To maintain appropriate business and professional records
  • To improve our services and the operation of our website where appropriate


We will not use your personal information for purposes that are incompatible with the purposes described in this privacy notice unless we have a lawful basis to do so.

Lawful bases for processing personal information. Under the UK GDPR, we must have a lawful basis for collecting and using personal information.

Depending on the circumstances, KJF Consultancy™ may rely on one or more of the following lawful bases:


Contract


We may process personal information where this is necessary to enter into or perform a contract with you, including providing services that you have requested from KJF Consultancy™.

Legitimate interests. We may process personal information where this is necessary for our legitimate interests, or the legitimate interests of a third party, provided that those interests are not overridden by your rights and interests.


Our legitimate interests may include:


  • Providing and managing our professional services
  • Communicating with clients and other relevant parties
  • Managing our business and maintaining appropriate records
  • Protecting our business and property
  • Dealing with enquiries, complaints and disputes
  • Establishing, exercising or defending legal claims
  • Ensuring the quality and integrity of our professional services


Legal obligation


We may process personal information where this is necessary for KJF Consultancy™ to comply with a legal or regulatory obligation.


Consent


In circumstances where consent is the appropriate lawful basis, we will ask for your consent before processing your personal information for that purpose.

Where we rely on consent, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.


Your data protection rights


Under UK data protection law, you may have the following rights in relation to your personal information:


  • Right of access: You can ask for copies of your personal information.
  • Right to rectification: You can ask us to correct personal information that you believe is inaccurate or incomplete.
  • Right to erasure: You can ask us to delete your personal information in certain circumstances.
  • Right to restriction of processing: You can ask us to restrict the processing of your personal information in certain circumstances.
  • Right to object: You can object to the processing of your personal information in certain circumstances, including where we rely on legitimate interests as our lawful basis.
  • Right to data portability: In certain circumstances, you can ask us to transfer personal information that you have provided to us to another organisation or to you.
  • Right to withdraw consent: Where we rely on consent as our lawful basis, you can withdraw your consent at any time.


These rights are subject to certain conditions and exemptions under data protection law and therefore may not apply in every circumstance. If you make a valid request, we will normally respond without undue delay and, in any event, within one month. To exercise any of these rights, please contact KJF Consultancy™ using the contact details provided above.


Where we obtain personal information from


We may obtain personal information:

  • Directly from you
  • From clients, property owners or occupiers
  • From planning consultants, architects and other professional advisers acting on your behalf
  • From Local Planning Authorities and other public authorities
  • From Natural England where relevant to protected species licensing or related matters
  • From publicly available planning and property information
  • From other professional consultants or organisations involved in providing services in connection with a project


Where we obtain personal information from another source, we will process it in accordance with applicable data protection law.


Who we share personal information with


We will only share personal information where this is necessary for the purposes described in this privacy notice and where we have a lawful basis for doing so.

Depending on the circumstances, KJF Consultancy™ may share relevant information with:


Local Planning Authorities and public authorities


Where necessary to provide our services, KJF Consultancy™ may share relevant personal information, reports and supporting information with Local Planning Authorities, Natural England and other statutory or regulatory bodies.


For example, information may be shared in connection with:


  • Planning applications
  • Ecological or arboricultural matters
  • Protected species licensing
  • Requests for information
  • Regulatory or statutory requirements


These organisations generally act as separate data controllers and are responsible for how they process information once it has been provided to them.


Professional consultants


KJF Consultancy™ may share relevant personal information with professional consultants or other organisations working with us where this is necessary to provide a professional service to you.


Service providers


KJF Consultancy™ may use third-party service providers to support the operation of our business, such as providers of website hosting, email, information technology, accounting or payment services.


Where such providers process personal information on our behalf, we will take appropriate steps to ensure that the information is handled in accordance with applicable data protection law.

Website and online communications


When you contact KJF Consultancy™ through our website, by email or by telephone, we may retain the information you provide so that we can respond to your enquiry and provide our services. Our website may also collect limited technical information, such as information relating to website usage, depending on the services, cookies and analytics technologies used on the website. Where cookies or similar technologies require consent under applicable law, we will seek consent where required.


How long we keep personal information


KJF Consultancy™ retains personal information only for as long as is reasonably necessary for the purposes for which it was collected.


This may include the period necessary to:


  • Provide our services
  • Maintain appropriate business and professional records
  • Comply with legal, accounting and regulatory obligations
  • Deal with enquiries, complaints or disputes
  • Establish, exercise or defend legal claims
  • Protect our legitimate business interests


When personal information is no longer required, we will take reasonable steps to securely delete or dispose of it.


Security of personal information


KJF Consultancy™ takes reasonable and appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure. However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.


International transfers


KJF Consultancy™ does not routinely transfer personal information outside the United Kingdom. Where it is necessary to transfer personal information outside the UK, we will ensure that the transfer is made in accordance with applicable UK data protection law and that appropriate safeguards are in place where required.


Automated decision-making and profiling


KJF Consultancy™ does not use personal information for automated decision-making or profiling that produces legal or similarly significant effects on individuals.


How to complain


If you have any concerns about how KJF Consultancy™ has collected or used your personal information, please contact us in the first instance using the contact details provided above.

We will consider your complaint and seek to resolve the matter.


You also have the right to complain to the Information Commissioner’s Office (ICO), which is the UK’s independent supervisory authority for data protection.


Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Website: www.ico.org.uk

You can find further information about your data protection rights and how to complain on the ICO’s website.


KJF Consultancy™ Ltd
Registered Company No. 5232907
VAT Registration No. 369 4878 27

Last updated: September 2026