Privacy Policy for Kevin Kirby Limited

Kevin Kirby Limited treats the privacy of its customers and website users very seriously and we take appropriate security measures to safeguard your privacy.  This Policy explains how we protect and manage any personal data* you share with us and that we hold about you, including how we collect, process, protect and share that data.

* Personal data means any information that can be used to identify an individual, including, but not limited to, a first and last name, a home or other physical address and an email address or other contact information, whether at work or at home.

  1. Who we are
    • Kevin Kirby Limited (we, us or our) are committed to protecting and respecting your privacy.
    • This policy (together with any other documents referred to on it) explains how we protect and manage any personal data* that you share with us and we hold about you, including how we collect, process, protect and share that data. Please read the following carefully to understand our views and practices regarding your personal data and how we treat it.  By visiting  you are accepting and consenting to the practices described in this policy.


  • For the purpose of the Data Protection Act 1998 (the Act) and General Data Protection Regulation (Regulation (EU)2016/679) (GDPR) as of 25th May 2018, the data controller is Kevin Kirby Limited of Bodsey Toll House, Bodsey Toll Road, Ramsey, Cambridgeshire, PE26 2XH.


  • Our nominated representative for the purpose of the Act is E Kirby.


  1. How we obtain your personal data

Information provided by you


  • You provide us with personal data by filling in forms on our website or by corresponding with us by telephone, email or otherwise.

This includes information you provide when you:

  • Register to use our site
  • Subscribe to our service
  • Search for a product or service
  • Request a quotation for service
  • Contact us by telephone or by email.
  • Place an order for products
  • When you report a problem with our site.

The information you give us may include your:

        2.1.2      Name   Address   E-mail address   Telephone number (mobile and landline)    Financial Information      Personal description    Company name and address   Other information considered noteworthy.


Information we collect about you from visits to our website:  

 With regard to each of your visits to our website, we may automatically collect the        following information:


2.2.1       Technical information including the following:    the Internet Protocol (IP) address used to connect your computer to the Internet    your login information    your browser type and information    your time zone setting    your browser  plug in types and versions;    your operating system and platform

2.2.2      Information about your visit including:   the full Uniform Resource Locators (URL) clickstream to , through and from our site (including    

               date and time)    products you viewed or searched for    page response times    download errors    Length of visits to certain pages    Page interaction information (such as scrolling, clicks and mouse-overs)    Methods used to browse away from the page and;   Any phone number used to call our customer service number.


  1. Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie policy for

  1. How We Use Your Personal Data:

We use this information in the following ways:

4.1Information Provided By You

 We will use this information to manage, administer and

4.1.1 deal with any general queries you raise from time to time;

4.1.2  to provide quotations that you have requested;

4.1.3 to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services that you request from us;

4.1.4 to process any payment made by you and maintain records of those payments;

4.1.5 to provide you with information about other goods and services we offer that are similar to those that you have already purchased or enquired about;

4.1.7 to notify you about changes to our service;

The provision of this personal data is essential for us to be able to be to provide you with the services as listed from 4.1.1. to 4.1.7, including verifying your identity when you contact us to purchase or sell a combine harvester or associated products.  This means that the legal basis of our holding your personal data is for the performance of a contract.

We may also keep information contained in any correspondence you have with us by post or by email.

4.2 Information We Collect  

From our website –

We will use this information:

4.2.1  to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;

4.2.2  to improve our site to ensure that content is presented in the most effective manner for you and for your computer;

4.2.3 to allow you to participate in interactive features of our service, when you choose to do so;

4.2.4 as part of our efforts to keep our site safe and secure;

4.2.5 to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;

4.2.6  to make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

From our CCTV Systems

CCTV is used for maintaining the security of property and premises and for preventing and investigating crime.  For these reasons the information processed may include visual shapes, personal appearance and behaviours. This information may be about staff, customers and clients, offenders and suspected offenders, members of the public and those inside, entering or in the immediate vicinity of the area under surveillance.

When necessary or required this information is shared with the data subjects themselves, employees and agents, services providers, police forces, security organisations and persons making an enquiry

Warning signs that CCTV is being used on our premises are displayed to inform staff, customers and clients, offenders and suspected offenders, members of the public and those inside, entering or in the immediate vicinity of the area under surveillance.  Details of who to contact at Kevin Kirby Limited are included on those signs.

4.3   Information We Receive From Other Sources. 

We only obtain information from third parties if this is permitted by law.  We may also use legal public sources to obtain information about you, for example, to verify your identity.

This information (including your name, address, email address etc), as relevant to us, will only be obtained from reputable third-party companies that operate in accordance with the General Data Protection Regulation (GDPR).  You will already have submitted your personal data to these companies and specifically given permission to allow them to pass this information to other companies that provide similar or complementary products and services to those we offer.


  1. Sharing Information

We will keep information about you confidential.  We will only disclose your information with other third parties with your express consent and for the purpose of the service or contract that we are providing to you e.g.

5.2.1 Business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you.

However this is with the exception of the following categories of third parties:

  • Insurance companies, loss assessors, regulatory authorities and other fraud prevention agencies for the purpose of fraud prevention and to comply with any legal and regulatory issues and disclosures;
  • Anyone to whom we may transfer our rights and duties under any agreement we have with you;
  • Any legal or crime prevention agencies and/or to satisfy any regulatory request if we have a duty to do so or if the law allows us to do so.

  1. Transfer of your personal data outside of the European Economic Area (EEA)

We do not currently transfer your personal data outside the EEA.  If in the future we transfer your personal data, in accordance with the terms of this Policy outside of the EEA, we will make sure that the receiver agrees to provide the same or similar protection as we do and that they only use your personal data in accordance with our instructions.

  1. How long do we keep this information about you?

We keep information in line with the retention policy of our registered office. These retention periods are in line with the length of time we need to keep your personal information in order to manage and administer your contract of sale; contract of purchase and hire contract.  They also take into account our need to meet any legal, statutory and regulatory obligations.  In all cases our need to use your personal information will be reassessed on a regular basis and information which is no longer required will be disposed of.

  1. Data subject rights

Subject access requests

The General Data Protection Regulation (GDPR) grants you (herein referred to as the “data subject”) to right to access particular personal data that we hold about you.  This is referred to as a subject access request.  We shall respond promptly, and certainly within one month from the point of receiving the request and all necessary information about you.  Our formal response shall include details of the personal data we hold about you, including the following:

  • Sources from which we acquired the information
  • The purpose for processing the information
  • Person or entities with whom we are sharing the information

Right to rectification

You, the data subject, shall have the right to obtain from us, without undue delay, the rectification of inaccurate personal data we hold concerning you.  Taking into account the purposes of the processing, you, the data subject, shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement.


Right to erasure

You, the data subject, shall have the right to obtain from us the erasure of personal data concerning you without undue delay.

Right to restriction of processing

Subject to exemptions, you, the data subject, shall have the right to obtain from us restriction of processing where one of the following applies:

  1. The accuracy of the personal data is contested by you, the data subject, and is restricted until the accuracy of the data has been verified
  2. The processing is unlawful and you, the data subject, oppose the erasure of the personal data and instead request the restriction in its use
  3. We no longer need the personal data for the purposes of processing, but it is required by you, the data subject, for the establishment, exercise or defence of legal claims
  4. You, the data subject, have objected to processing of your personal data pending the verification of whether there are legitimate grounds for us to override these objections.

Notification obligation regarding rectification or erasure of personal data or restriction of processing

We shall communicate any rectification or erasure of personal data or restriction of processing as described above to each recipient to whom the personal data has been disclosed, unless this proves impossible or involves disproportionate effort.  We shall provide you, the data subject, with information about those recipients if you request it.

Right to data portability

You, the data subject, shall have the right to receive your personal data, which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit this data to another controller, without hindrance from us.

Right to object

You, the data subject, shall have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you, including any personal profiling; unless this relates to processing that is necessary for the performance of a task carried out in the public interest or an exercise of official authority vested in us. We shall no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing, which override the interests, rights and freedoms of you, the data subject, or for the establishment, exercise or defence of legal claims.

Right to not be subject to decisions based solely on automated processing

We do not carry out any automated processing, which may lead to an automated decision based on your personal data.

Invoking your rights

If you would like to invoke any of the above data subject rights with us, please write to the Data Protection Officer at Kevin Kirby Limited, Bodsey Toll House, Bodsey Toll Road, Ramsey Cambridgeshire, PE26 2XH or email us at


Accuracy of Information

In order to provide the highest level of customer service possible, we need to keep accurate personal data about you.  We take reasonable steps to ensure the accuracy of any personal data or sensitive information we obtain.  We ensure that the source of any personal data or sensitive information is clear and we carefully consider any challenges to the accuracy of the information.  We also consider when it is necessary to update the information, such as name or address changes and you can help us by informing us of these changes when they occur.

  1. Important Information

Questions and queries

If you have any questions or queries which are not answered by this Privacy Policy, or have any potential concerns about how we may use the personal data we hold, please write to the Data Protection Officer at Kevin Kirby Limited, Bodsey Toll House, Bodsey Toll Road, Ramsey Cambridgeshire, PE26 2XH or email us at

Policy Changes

This Privacy Policy is regularly reviewed.   This is to make sure that we continue to meet the highest standards and to protect your privacy.  We reserve the right, at all times, to update, modify or amend this Policy.  We suggest that you review this Privacy Policy from time to time to ensure you are aware of any changes we may have made, however we will not significantly change how we use information you have already given to us without your prior agreement. 

If you have a complaint

If you have a complaint regarding the use of your personal data or sensitive information then please contact us by writing to the Data Protection Officer at Kevin Kirby Limited, Bodsey Toll House, Bodsey Toll Road, Ramsey Cambridgeshire, PE26 2XH or email us at and we will do our best to help you.

If your complaint is not resolved to your satisfaction and you wish to make a formal complaint to the Information Commissioners Office (ICO), you can contact them on 01625 545745 or 0303 123 1113.  You also have the right to judicial remedy against a legally binding decision of the ICO where you consider that you rights under this regulation have been infringed as a result of the processing of your personal data.  You have the right to appoint a third party to lodge the complaint on your behalf and exercise your right to seek compensation.