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Privacy Policy

Khoo Systems Limited is a UK based software development and hosting company. Helping you to generate sales is important to us, as is helping you to comply with the General Data Protection Regulation (GDPR).

This privacy policy explains what to expect when Khoo Systems Limited uses and protects any information that you give Khoo Systems Ltd when you use our services.

At Khoo Systems Limited, we understand that we have a responsibility to protect and respect your privacy and look after your personal data.

With respect to what information is collected by those who use our services this has always been the responsibility of our customers. This will continue to be the case and we encourage all our clients to provide an up-to-date Privacy Policy that is clearly visible. We would strongly recommend that all our customers obtain their own legal advice with respect to GDPR compliance.

For the purpose of The General Data Protection Regulation (GDPR) 2016, the data controller is Khoo Systems Ltd of Eureka Park, Upper Pemberton, Ashford, Kent, TN25 4AZ.

We must advise that this policy is subject to change, so please check our website on a regular basis for any further changes. This policy is effective from 25 May 2018.

What personal data do we collect from you?

When you use our website we receive information about you. We may also collect information about you through live-chat, or email.

We may collect the following information that you provide by filling in forms on this website including contact forms, subscribing to a newsletter, or creating a customer account:

  • name and job title.
  • contact information including email address and telephone number.
  • address and details of your organisation
  • where available, your IP address
  • other information relevant to customer surveys and/or offers

We may also collect details of your visit to the website including location data, and traffic data.

If you provide us with personal data about a third party, you warrant that you have obtained the express consent from the third party for the disclosure and use of their personal data.

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

  • To be able to respond to your requests and support.
  • To improve our products and services.
  • To comply with our contractual obligations we have with you.
  • To fulfil our statutory obligations.

We may also use and disclose Personal Information to comply with the law, to enforce our terms and conditions, and to protect our rights, privacy, safety, and property.

With respect to domain registration, email hosting, and SSL Certificates we process your information for billing, support, and provision of services. We share this information with third parties in order to provide these services. Our mail and domain registration companies are within the EEA. However, our Certificate provider is outside the EEA.

We do not and never shall sell your personal information to third parties for marketing or advertising purposes. We only keep this information for as long as the information is required in accordance with applicable laws and accountancy purposes.


We are committed to ensuring that we only process personal data if we have valid reasons to do so, and that your information is secure. The reason for processing your personal data includes, but is not limited to, your consent, performance of a contract, to enable billing and remittance, and to contact you for customer service purposes.

In order to prevent unauthorised access, unauthorised or unlawful processing, or disclosure, and to protect against accidental loss, destruction or damage we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

The data that we collect is stored within the European Economic Area (EEA) and kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed.

In the event of a security breach that results in an intrusion of our system that materially affects you, or those receiving emails from your site, then we will notify you as soon as possible and let you know what action we took in response to the breach once we have fully investigated it.

Where we provide a hosting platform for software which has not been developed by Khoo Systems Limited (e.g. WordPress, Magento or other bespoke systems), we mandate that our customers warrant to keep their software up-to-date and secure. 

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. To opt out of being tracked by Google Analytics across all websites visit

List and email information:

When you use our services to email people who have opted in to receive emails, we may receive information on how you use our email service and store it in log files associated with your account.

We use web beacons (single pixel gifs) on our emails to track behaviour such as who has opened the emails, and who clicked the links, and what was clicked on. This allows us to measure how well our email campaigns have performed and to improve the service that we provide.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to withdraw, restrict the collection or use of your personal information. If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to, or contacting us.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. 

We keep a record of when and how we got your consent along with what you were told at the time.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to Khoo Systems Ltd of Eureka Park, Upper Pemberton, Ashford, Kent, TN25 4AZ.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.