Shipping

We offer free express shipping on all UK
Mainland orders.

Orders placed before 1pm on a business day will be shipped the same day. Orders placed after this time will be shipped on
the next business day.

Please note that the KB Glow has a 1-2 day processing time as well as shipping. If you urgently require your order, please
contact us at info@katiebarnesacademy.com and we will do our best to accommodate.

To receive tracking notifications, please enter your email address and/or mobile number on your order. Please ensure
someone is available to accept delivery. We will not be responsible for any orders which cannot be delivered. Couriers may attempt a repeated delivery and if the recipient is still not available, the parcel will be returned. You may have to collect your parcel from the depot. Please arrange this directly with the courier company. Please get in touch with the courier, quoting your shipping number to arrange redelivery as soon as possible. There will be a fee to resend this to recipient if it is returned to us. 

There are unfortunately many delays with postal services on occasion that are out of our control.  

All international orders are shipped using DHL or UPS - you will receive a shipping confirmation email (with a
tracking code) once your order have been picked and packed and handed over to the courier.

Please note Katie Barnes Tool Range is not responsible for any import duties or taxes accrued.

To avoid these and for a quicker delivery, please check out our International Distributors. 

When you make an order, we will send you a confirmation email (this is automatic and won't take long!) Please do check your junk and that your email address was entered correctly if you have not received this within 5 minutes of order. If these details are correct and you have not received an email confirmation, but have received a Paypal confirmation, please email us at info@katiebarnesacademy.com

Once you have placed your order and it is shipped, you will receive a shipping confirmation email once your order have been picked, packed and shipped.

In the event that there are any missing items for your order, we will email you to offer an alternative or a refund.

If you have made a mistake on your order, you may be able to update your details, provided this has not already been picked, packed and shipped. You can update your details by logging into your account. If you have already received a shipping email, please email us at info@katiebarnesacdemy.com us as soon as possible and we will
do our best to amend the shipment address for you if it's not too late.

Katie Barnes Tool Range will not be responsible for any lost or undelivered parcels where the incorrect address was
supplied.

If you have any shipping questions, please get in touch by mailing info@katiebarnesacademy.com 

 

PAYMENTS & DISCOUNTS

KLARNA

We offer you flexible payment options at checkout with pay later options. We offer 2 options with Klarna. Pay in 30 days or Pay in 3.

  • Credit agreements are not regulated by the FCA.
  • Missed payments may affect your ability to use Klarna in the future.
  • 18+
  • UK residents only.
  • Subject to status.
  • T&Cs apply. Click for full T&C's. 

LAYBUY

Click for full Terms and Conditions

CLEARPAY

Click for full terms and conditions

All prices are inclusive of 20% UK VAT where applicable.

This is also added to Courier shipping services.

Our UK VAT registration number is: GB232761714.

Discount codes are only valid for the period advertised, they cannot be backdated, refunded or orders returned to reorder.

To make sure you always receive the best discounts and promotions and never miss out, sign up to our mailing list.

Subscriptions

Terms and Conditions for Subscription Service

  1. By purchasing a subscription, you agree to receive repeat deliveries based on the chosen duration and frequency, which entitles you to a discount on your purchase.
  2. Your payment details will be stored securely, and you will be charged for each delivery unless you choose to pay in advance.
  3. Subscriptions have an auto-renewal feature. If you do not wish to renew your subscription, you may cancel it following a billing cycle of 2 months. Cancellation after the first billing cycle will incur payment for the full amount of the initial subscription.
  4. To cancel or modify your subscription, please use the links provided in your order confirmation emails. From there, you can manage your subscription accordingly.
  5. For more information on returns and refunds, please refer to our returns policy.

Please carefully read and understand these terms and conditions before purchasing a subscription. If you have any questions or concerns, please contact our customer support for assistance.

Note: These terms and conditions are subject to change and the most recent version will be applicable to all subscriptions.

Returns

We're sorry if you didn't love your products from Katie Barnes Tool Range.

Products are not supplied on a sale or return basis. If you’re unhappy with your purchase for any reason, our returns policy will apply.

For full information on our refund policy, please read below:

To request a return please email: info@katiebarnesacademy.com

You will need your email and order number to process this request.

If your return is accepted, we’ll send you instructions on how and where to send your package. Items sent back to us without first requesting a return will not be accepted. 

Please note we only offer refunds if product packaging is unopened, the product is unused, in its original packaging, and is in a perfect resaleable condition and the refund request is made within 14 days of order. This is for hygiene reasons.

If you return a used product to us without requesting and having a return accepted, you will not be entitled to a refund and will be liable for the return shipping costs to yourself.

Certain products cannot be returned. These include:

  • Products which have a security seal that have been opened or unsealed
  • Products that, for hygiene or safety purposes, cannot be returned. These include, but are not limited to, cosmetics, scissors and blades and manicure/pedicure tools, e-files, e-file bits.
  • Made-to-measure or custom-made special order products.
  • Digital products

Please note that for kits, individual items cannot be returned or exchanged separately.

If you have requested a refund on an order which includes a promotional discount, you will be refunded the amount that has been paid.

If you have received a different item from the one you ordered - we're sorry! We will get the right product to you - just email us with the order details and we will sort the rest!

If you are returning your item because you have changed your mind, or the item is unsuitable, you will be required to return the product at your own cost to us. You are responsible for ensuring that the product arrives safely to us, so we strongly recommend that you return the product by recorded post. We will not be responsible for any loss or damage to products whilst being returned to us. We can arrange collection from you but the costs will be deducted from any refund due.

Delivery charges paid by you are non-refundable. Products that are given free, as part of an offer, cannot be exchanged or refunded unless the full transaction is returned.

Any items that are not returned as new as per the above guidelines we won't be able to refund your product.

You will be responsible for paying for your own shipping costs for returning your item.  Original shipping costs are non-refundable.

For international parcels, please contact us for a quote.

If the item is deemed to be faulty by us, we will refund all postage costs to you.

If your order is returned to sender (because of incorrect address supplied or not being picked up by the customer) via your destination postal office, whether international or in the UK, the goods only value will be refunded and not the shipping costs.

HOW TO RETURN AN ITEM

Ensure that you meet the conditions above and have checked the item condition.

Contact us to request authorisation to return your products to us.

We will email you within 2 business days to give you guidance on the next steps.

If an item is delivered to you that is not fit for purpose it is considered as faulty goods. Natural wear & tear through use is not considered as a faulty good.  We cannot replace items damaged, albeit it accidently by the customer. Care cards and instruction manuals must be adhered to at all times. 

If your item is faulty or damaged in transit when it is delivered to you, you can return it for a refund within 14 days from the date you received the product.  This fault must be reported within 48 hours of receipt of the item.  It is the customers responsibility to check their order within this timeframe. We will not be able to provide any manufacturer guarantees or replacements after this timeframe.  As a fault usually just affects one part of an item, in the first instance a replacement part will be sent and a refund will not be issued. Where products are proven to be faulty, we reserve the right to repair or replace the product, or to provide you with a refund, at our absolute discretion.

Only regular priced items may be refunded, unfortunately sale items cannot be refunded.

Once your return is received and inspected, we will send you an email to notify you that we have received your returned item. We will also notify you of the approval or rejection of your refund. 

If you are approved, refunds will be paid into the account that was used on the original order.  Please remember it can take some time for your bank or credit card company to process and post the refund too. Card refunds can take between 5 - 10 days to show into your account.

The fastest way to ensure you get what you want is to return the item you have and once the return is accepted, make a separate purchase for the new item.  
Please note that there are exclusions to items that can be exchanged:

  • Products which have a security seal that have been opened or unsealed
  • Products that, for hygiene purposes, cannot be returned. These include, but are not limited to, cosmetics, scissors and blades and manicure/pedicure tools.
  • Made-to-measure or custom-made special order products
  • Individual items from a kit

All items that are returned for refund, replacement, or inspection must be carefully packaged to avoid damage in transit.

Failure to pack items and any subsequent damage will void your warrantee.

We are unable to offer partial refunds when items are discounted later. If you subscribe to our mailing list you will be up to date with all our offers so you don't miss out.

Tools and Care

We often get asked when to use each of these blades on our scissors.

Simply put, curved scissors cut curved lines and straight cut straight lines.

There is also a matter of personal preference and results wanted to achieve but these are our recommendations:

The curved blades have the sharpest point facing upwards allowing you to follow the natural contours of the cuticle zone to remove cuticle and hangnails without worrying about damaging the surrounding or the underlying skin. When tailoring forms with the curved blade it allows you to follow the natural contours and shape of the nails free edge which is curved. This saves time versus trying to achieve curves using straight scissors.  The curved blades are ideal for making controlled cuts because they can be closed without the user needing to worry about accidentally cutting surrounding tissue.

Straight scissors are required to achieve a straight line such as when wishing to cut nail art items or relief cuts that are required to be straight to get the perfect form closure. They leave a smoother outline and finish.

 

Why different pairs for different tasks?

Whilst our form tailoring scissors can be used to remove cuticle or hangnails, due to blade size, we recommend our cuticle scissors. However, whichever your preference most importantly it is essential to never use the same scissors for two different tasks. For example never use scissors to cut forms and the same pair to remove cuticle.

Is it just a marketing gimmick or is it really vital?

All paper products contain minerals that are abrasive and will eventually dull even a razor-sharp pair of scissors. Paper (and cardboard) filling and coating contain kaolin clay, titanium oxide, calcium carbonate and talc. These stiffen the paper, fill it out, and adjust how the paper absorbs ink. They can also be used to enhance opacity, whiteness, and pitch.  Kaolin clay and ground calcium carbonate are quite hard and these are what can destroy a set of scissors that are not designed to be used with them.

This means that over time, scissors that are used to cut paper will blunt and need sharpening. You can resharpen your tools with us to help them last longer, depending on use we recommend once a year.

When working on areas as delicate as the cuticle area, using a blunter pair of scissors can make them more prone to causing damage due to additional force required.

Always keep different sets of tools for their designed purpose.

Check out our YouTube for videos on how to best use each tool

Sharp tools are safer and more efficient to use than blunt ones.  When a tool is blunt or thick, additional force is required to achieve the same results. This adds unnecessary stress on tech hands and can cause damage to the customers nails and surrounding skin.

When do nail tools need sharpening?

There’s no such thing as a scissor or tool with sharp edges that will never need to be sharpened regardless of quality, cost or guarantees. All scissors must be sharpened when they get damaged, dull or are nicked. By nature of repetitive use, tools will blunt over time. Think of your kitchen knives, including the most expensive - they all require sharpening to keep them in optimum condition to guarantee the best results at all times. If you use this when it is blunt, it will cause more pressure to be required and result in tearing rather than a smooth cutting motion. The same principles can be applied to your nail tools.

Don't throw blunt scissors, pushers, nippers and other sharp nail tools away. They are expensive to buy and to produce. Recycle by resharpening and servicing them with us and you are guaranteed to feel the difference, saving your money and the environment.  

The even better news is that we are offering this service to be inclusive to all nail technicians and their tools, not just those of the KB Tool Range® brand. 

The timeframe on this is dependent upon the amount of use, care, storage and any damage that may have occurred, however annually can be good practice.

Sharp tools are safer and more efficient to use than blunt ones.  When a tool is blunt or thick, additional force is required to achieve the same results. This adds unnecessary stress on tech hands and can cause damage to the customers nails and surrounding skin.

We commission this out to a local tool sharpening expert who offers a professional tool sharpening service to give a new lease of life to your nail tools.

When there is damage, we will do what we can to bring back the sharp edge but if the damage is significant then they may be beyond repair and it will be necessary to purchase a new pair.

If you are unsure whether the damage is repairable, please email us an in focus, close up image to allow us to assess their suitability.

Recommended and tested disinfection solutions with our Katie Barnes Tool Range:

Barbicide® and Mundo Tool Disinfectant.

  • Do not leave longer than Manufacturers recommended time in solution.
  • When removed from the solution, dry thoroughly to avoid damage to the protective coating and potential rusting.
  • Whilst the blades are in this solution for the recommended time, place a circle of cotton wool at the bottom of the jar, to avoid blunting.
  • Wipe the blades with this solution or a disinfectant wipe occasionally to prevent a sticky build-up of glue from the forms.
  • Safe and tested for sterilisation in hospital approved autoclave units.
  • These cuticle scissors meet international standards for bioburden, and sterility testing.
  • CE certified and meet international standards to provide confidence in both the quality and safety of the product.

All of our metal tools in the Katie Barnes Tool Range have been tried and tested in the Enbio autoclave so we can proudly recommend this autoclave as a method of sterilising our tools to our customers following correct sanitation and disinfection.

To find out more information visit Enbio. their website is super knowledgeable and offers so much advice from choosing the right autoclave, differences between autoclave and lots of fabulous facts on sterilisation. 

Enter katiebarnes at checkout to receive a discount.

Follow our video tutorial on how to clean your nail tools below and check out my other helpful videos on YouTube

Under no circumstances should metal tools be placed in a microwave for sterilisation or any other reason. Metal reflects microwaves and will create sparks, fires, and in some instances may cause explosions.

Essentials of Tool CareScissors and sharp tools will last longer, and keep a sharp edge for longer, if you take the appropriate level of care. Although each of us has a preference for how to use our scissors, the essentials for scissor care do not change.Rule 1 - Separate Storage

Keep your scissors in their protective box, a scissor case or holder, when not in use. Never store scissors together or touching – each must go in their own compartment. Tips and blades should be carefully protected from damage using the plastic cap provided. Never store them downwards. 

Rule 2 - Careful Handling

Take care when putting scissors down and during working. The tips can damage easily.  Take care when working with sharp implements and follow HSE guidelines.

Rule 3 - Don't Drop Them

If you drop your scissors you’re best to get them checked by a professional. Even a little damage can get much worse if you keep using them without checking. A drop may mean they need a service and sharpen or it may make them redundant to use.

Rule 4 - Clean With Care

If you are using a jar to disinfect your tools, you must protect the blade tips by placing a circle of cotton wool in the bottom of the jar.

Rule 5 - Keep Them Dry

Store them somewhere dry. Even the humidity from warm air can damage them, making them rust, discolour or pit. Ensure tools are thoroughly dried after sanitising, disinfecting or sterilising.

Rule 6 - Only Use For Intended Purposes

Use different pairs for form tailoring & cuticle work as cutting paper will blunt blades.

Rule 7 - Do Not Share

Sharing is caring but not when it comes to scissors, brushes or tools! Sharing is often regretted. Even a small change in the way someone else holds and uses your scissors can quickly shorten the scissor’s life and make them feel like they never cut the same again for you.

DISTRIBUTORS AND AFFILIATES

United States of America

OR, USA - Cordoza Nail Supply

GA, USA - Simply Enchanted Designs - RussAnna

Canada

GNA Nail Art

United Kingdom

Derby -Melanie Lewendon Training Academy

Leeds -Project Nails UK

Saxmundham, Suffolk -Belle Ame

Huddersfield -Incandescent Shine

Fareham, Hampshire -The Nail Lounge at Diamond Quay, Erin Searle

Herts/North London -Joanna Louise Duncan Nails & Beauty Training

Walsall/Stafforsdshire -Shades of Shimmer

Manchester - KB PROtect only - NSI

We believe in the importance of rewarding those that recommend us so thank you.  We have set up an affiliates account for all of our customers to register should they wish. This is only available to those that have purchased from us and can truly recommend our products from the heart. You will earn a small commission on any sales from the link you share.  We understand what a difficult financial time this is for some right now, and this is our way of saying thank you for your recommendations and doing our bit to give back.

Register for our Affiliates Programme here.

Once you have signed up, you can log into your account and dashboard to locate your unique link. This is the link which you will share when you recommend our products.  When someone purchases using this link, you will earn a 5% commission. This will be added to your account. This will be paid to you regularly. Please make sure to enter your payment information (Paypal preferred) onto your account to allow us to make payments to you. 

If you have any questions, don't hesitate to contact us.

Thank you again for your kind recommendations and referrals, we really do appreciate it.

SUSTAINABILITY

We are passionate about the environment and helping to remove to use of unnecessarily plastic packaging so hopefully you love our packing as much as we do and can find a new use for our storage box.  If not, all of our tool range comes in recyclable cardboard packaging.

The tissue paper we use to pack our products is:

  • PH resistant, resists running, bleeding and fading
  • Made from 99% recycled pulp fibres
  • Approximately 35% of the electricity used to make this product is produced from renewable sources
  • Recyclable

The rigid board that the boxes are made from is called a "Grey Box Board" and is made from recycled pulp paper. This is covered with a layer of " White Kraft Paper". While this is not made from recycled material, it is a biodegradable material that will break down when composted.

The ribbon is a Gross grain material and this is also a material that can recycled.

PRIVACY, DATA PROTECTION AND RETENTION POLICIES

General Privacy Policy

Your privacy is important to us. To better protect your privacy we provide the notice explaining our online information practices and the choices you can make about the way your information is collected and used in line with the new General Data Protection Regulations. 

How we use your information
Accounting: When you register and sign up to purchase a course or online order, for accounting purposes, we collect the personal information you give us such as your name, address and email address.

Email marketing: With your permission, we may send you emails about our courses, new products and other updates. Please also see our data protection and data retention policies for more information.

Register: Personal information is collected on these for certification and health and safety purposes to record class attendance.  Emergency contacts and special requirement information is also collected.

Feedback forms: Personal information is collected on these for certification and insurance purposes.

Consultation forms: Personal and medical information is collected on these to allow us to offer you a safe and suitable treatment and for insurance purposes.

Social Media: Check in’s, photographs of your lessons, work and images of your nails along with your name or business name may be shared on Social Media.  If you do not wish for this to shared, please opt out on the register at the beginning of the class.

Please be assured that your information will never be shared with any third-party Companies for marketing purposes.


Consent
When you provide us with personal information to place an order order, book a course, sign in register, feedback forms and for us to raise an invoice, we imply that you consent to our collecting it and using it for that specific reason only.  If we ask for your personal information for a secondary reason, like marketing, we will either ask you directly for your expressed consent or provide you with an opportunity to say no.

Disclosure
We may disclose your personal information if we are required by law, in the event of an insurance claim or if you violate our Terms of Service. 

Third Party Storage
Our invoices are generated by Xero LTD software.  Our online store is run by Create.net and payments are taken through PayPal and/or Klarna. This may be subject to change. Please read Xero, Create, PayPal and Klarna's individual privacy policies to find out more on how they store and use your data.

Links
When you click on links on our website, they may direct you away from our site. We are not responsible for the privacy practices of other sites and encourage you to read their privacy statements.

Security
To protect your personal information, we take reasonable precautions and follow industry best practices to make sure it is not inappropriately lost, misused, accessed, disclosed, altered or destroyed.

Changes To This Privacy Policy
We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it. If our Company is acquired or merged with another Company, your information may be transferred to the new owners so that we may continue to provide a service to you.

Any Further Information

If you would like to: access, correct, amend or delete any personal information we have about you, register a complaint, or simply want more information contact our Privacy Compliance Officer at info@katiebarnesacademy.com or by mail at:
Katie Barnes Training Academy LTD
[Re: Privacy Compliance Officer]
C/O Montague Storage LTD
Montague Road
Warwick CV34 5LW

DATA PROTECTION POLICY

1.     Introduction

This Policy sets out the obligations of Katie Barnes Training Academy LTD, a Company registered in the United Kingdom.  (Company Registration Number 11116172), whose registered office is C/O Montague Storage LTD, Montague Road. CV34 5LW.   (“the Company”) regarding data protection and the rights of customers (“data subjects”) in respect of their personal data under EU Regulation 2016/679 General Data Protection Regulation (“GDPR”).

 

The GDPR defines “personal data” as any information relating to an identified or identifiable natural person (a “data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.

This Policy sets the Company’s obligations regarding the collection, processing, transfer, storage, and disposal of personal data. The procedures and principles set out herein must be followed at all times by the Company, its employees, agents, contractors, or other parties working on behalf of the Company.

The Company is committed not only to the letter of the law, but also to the spirit of the law and places high importance on the correct, lawful, and fair handling of all personal data, respecting the legal rights, privacy, and trust of all individuals with whom it deals.

2.     The Data Protection Principles

This Policy aims to ensure compliance with the GDPR. The GDPR sets out the following principles with which any party handling personal data must comply. All personal data must be:

2.1          Processed lawfully, fairly, and in a transparent manner in relation to the data subject.

2.2          Collected for specified, explicit, and legitimate purposes and not further processed in a manner that is incompatible with those purposes. Further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes.

2.3          Adequate, relevant, and limited to what is necessary in relation to the purposes for which it is processed.

2.4          Accurate and, where necessary, kept up to date. Every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the purposes for which it is processed, is erased, or rectified without delay.

2.5          Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data is processed. Personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes, subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of the data subject.

2.6          Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organisational measures.

3.     The Rights of Data Subjects

The GDPR sets out the following rights applicable to data subjects:

3.1          The right to be informed (Part 12).

3.2          The right of access (Part 13);

3.3          The right to rectification (Part 14);

3.4          The right to erasure (also known as the ‘right to be forgotten’) (Part 15);

3.5          The right to restrict processing (Part 16);

3.6          The right to data portability (Part 17);

3.7          The right to object (Part 18); and

3.8          Rights with respect to automated decision-making and profiling (Parts 19 and 20).

4.     Lawful, Fair, and Transparent Data Processing

4.1          The GDPR seeks to ensure that personal data is processed lawfully, fairly, and transparently, without adversely affecting the rights of the data subject. The GDPR states that processing of personal data shall be lawful if at least one of the following applies:

4.1.1      The data subject has given consent to the processing of their personal data for one or more specific purposes;

4.1.2      The processing is necessary for the performance of a contract to which the data subject is a party, or in order to take steps at the request of the data subject prior to entering into a contract with them;

4.1.3      The processing is necessary to protect the vital interests of the data subject or of another natural person;

4.1.4      The processing is necessary for the purposes of the legitimate interests pursued by the data controller or by a third party, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

4.2          We do not ask for or hold any special category data 

 5.     Specified, Explicit, and Legitimate Purposes

5.1          The Company collects and processes the personal data set out in Part 21 of this Policy. This includes:

5.1.1      Personal data collected directly from data subjects

5.2          The Company only collects, processes, and holds personal data for the specific purposes set out in Part 21 of this Policy (or for other purposes expressly permitted by the GDPR).

5.3          Data subjects are kept informed at all times of the purpose or purposes for which the Company uses their personal data. Please refer to Part 12 for more information on keeping data subjects informed.

6.     Adequate, Relevant, and Limited Data Processing

The Company will only collect and process personal data for and to the extent necessary for the specific purpose or purposes of which data subjects have been informed (or will be informed) as under Part 5, above, and as set out in Part 21, below.

7.     Accuracy of Data and Keeping Data Up-to-Date

7.1          The Company shall ensure that all personal data collected, processed, and held by it is kept accurate and up-to-date. This includes, but is not limited to, the rectification of personal data at the request of a data subject, as set out in Part 14, below.

7.2          The accuracy of personal data shall be checked when it is collected and at regular intervals thereafter. If any personal data is found to be inaccurate or out-of-date, all reasonable steps will be taken without delay to amend or erase that data, as appropriate.

8.     Data Retention

8.1          The Company shall not keep personal data for any longer than is necessary in light of the purpose or purposes for which that personal data was originally collected, held, and processed.

8.2          When personal data is no longer required, all reasonable steps will be taken to erase or otherwise dispose of it without delay.

8.3          For full details of the Company’s approach to data retention, including retention periods for specific personal data types held by the Company, please refer to our Data Retention Policy.

9.     Secure Processing

The Company shall ensure that all personal data collected, held, and processed is kept secure and protected against unauthorised or unlawful processing and against accidental loss, destruction, or damage. Further details of the technical and organisational measures which shall be taken are provided in Parts 22 to 27 of this Policy.

10.  Accountability and Record-Keeping

10.1       The Company’s Data Protection Officer is Katie Barnes.

10.2       The Data Protection Officer shall be responsible for overseeing the implementation of this Policy and for monitoring compliance with this Policy, the Company’s other data protection-related policies, and with the GDPR and other applicable data protection legislation.

10.3       The Company shall keep written internal records of all personal data collection, holding, and processing, which shall incorporate the following information:

10.3.1   The name and details of the Company, its Data Protection Officer, and any applicable third-party data processors;

10.3.2   The purposes for which the Company collects, holds, and processes personal data;

10.3.3   Details of the categories of personal data collected, held, and processed by the Company, and the categories of data subject to which that personal data relates;

10.3.4   Details of any transfers of personal data to non-EEA countries including all mechanisms and security safeguards;

10.3.5   Details of how long personal data will be retained by the Company (please refer to the Company’s Data Retention Policy); and

10.3.6   Detailed descriptions of all technical and organisational measures taken by the Company to ensure the security of personal data.

11.  Data Protection Impact Assessments

11.1       The Company shall carry out Data Protection Impact Assessments for any and all new projects and/or new uses of personal data [which involve the use of new technologies and the processing involved is likely to result in a high risk to the rights and freedoms of data subjects under the GDPR].

11.2       Data Protection Impact Assessments shall be overseen by the Data Protection Officer and shall address the following:

11.2.1   The type(s) of personal data that will be collected, held, and processed;

11.2.2   The purpose(s) for which personal data is to be used;

11.2.3   The Company’s objectives;

11.2.4   How personal data is to be used;

11.2.5   The parties (internal and/or external) who are to be consulted;

11.2.6   The necessity and proportionality of the data processing with respect to the purpose(s) for which it is being processed;

11.2.7   Risks posed to data subjects;

11.2.8   Risks posed both within and to the Company; and

11.2.9   Proposed measures to minimise and handle identified risks.

12.  Keeping Data Subjects Informed

12.1       The Company shall provide the information set out in Part 12.2 to every data subject:

12.1.1   Where personal data is collected directly from data subjects, those data subjects will be informed of its purpose at the time of collection; and

12.1.2   Where personal data is obtained from a third party, the relevant data subjects will be informed of its purpose:

1.     if the personal data is used to communicate with the data subject, when the first communication is made; or

2.     if the personal data is to be transferred to another party, before that transfer is made; or

3.     as soon as reasonably possible and in any event not more than one month after the personal data is obtained.

12.2       The following information shall be provided:

Details of the Company including, but not limited to, the identity of its Data Protection Officer.

The purpose(s) for which the personal data is being collected and will be processed (as detailed in Part 21 of this Policy) and the legal basis justifying that collection and processing;

12.2.3   Where applicable, the legitimate interests upon which the Company is justifying its collection and processing of the personal data;

12.2.4   Where the personal data is not obtained directly from the data subject, the categories of personal data collected and processed;

12.2.5   Where the personal data is to be transferred to one or more third parties, details of those parties;

12.2.6   Where the personal data is to be transferred to a third party that is located outside of the European Economic Area (the “EEA”), details of that transfer, including but not limited to the safeguards in place (see Part 28 of this Policy for further details);

12.2.7   Details of data retention;

12.2.8   Details of the data subject’s rights under the GDPR;

12.2.9   Details of the data subject’s right to withdraw their consent to the Company’s processing of their personal data at any time;

12.2.10Details of the data subject’s right to complain to the Information Commissioner’s Office (the “supervisory authority” under the GDPR);

12.2.11Where applicable, details of any legal or contractual requirement or obligation necessitating the collection and processing of the personal data and details of any consequences of failing to provide it; and

12.2.12Details of any automated decision-making or profiling that will take place using the personal data, including information on how decisions will be made, the significance of those decisions, and any consequences.

13.  Data Subject Access

13.1       Data subjects may make subject access requests (“SARs”) at any time to find out more about the personal data which the Company holds about them, what it is doing with that personal data, and why.

13.3       Responses to SARs shall normally be made within one month of receipt, however this may be extended by up to two months if the SAR is complex and/or numerous requests are made. If such additional time is required, the data subject shall be informed.

13.4       All SARs received shall be handled by the Company’s Data Protection Officer.

13.5       The Company does not charge a fee for the handling of normal SARs. The Company reserves the right to charge reasonable fees for additional copies of information that has already been supplied to a data subject, and for requests that are manifestly unfounded or excessive, particularly where such requests are repetitive.

14.  Rectification of Personal Data

14.1       Data subjects have the right to require the Company to rectify any of their personal data that is inaccurate or incomplete.

14.2       The Company shall rectify the personal data in question, and inform the data subject of that rectification, within one month of the data subject informing the Company of the issue. The period can be extended by up to two months in the case of complex requests. If such additional time is required, the data subject shall be informed.

14.3       In the event that any affected personal data has been disclosed to third parties, those parties shall be informed of any rectification that must be made to that personal data.

15.  Erasure of Personal Data

15.1       Data subjects have the right to request that the Company erases the personal data it holds about them in the following circumstances:

15.1.1   It is no longer necessary for the Company to hold that personal data with respect to the purpose(s) for which it was originally collected or processed;

15.1.2   The data subject wishes to withdraw their consent to the Company holding and processing their personal data;

15.1.3   The data subject objects to the Company holding and processing their personal data (and there is no overriding legitimate interest to allow the Company to continue doing so) (see Part 18 of this Policy for further details concerning the right to object);

15.1.4   The personal data has been processed unlawfully;

15.1.5   The personal data needs to be erased in order for the Company to comply with a particular legal obligation.

15.2       Unless the Company has reasonable grounds to refuse to erase personal data, all requests for erasure shall be complied with, and the data subject informed of the erasure, within one month of receipt of the data subject’s request. The period can be extended by up to two months in the case of complex requests. If such additional time is required, the data subject shall be informed.

15.3       In the event that any personal data that is to be erased in response to a data subject’s request has been disclosed to third parties, those parties shall be informed of the erasure (unless it is impossible or would require disproportionate effort to do so).

 

16.  Restriction of Personal Data Processing

16.1       Data subjects may request that the Company ceases processing the personal data it holds about them. If a data subject makes such a request, the Company shall retain only the amount of personal data concerning that data subject (if any) that is necessary to ensure that the personal data in question is not processed further.

16.2       In the event that any affected personal data has been disclosed to third parties, those parties shall be informed of the applicable restrictions on processing it (unless it is impossible or would require disproportionate effort to do so).

17.  Data Portability

17.1       The Company processes personal data using automated means using Xero accounting software.

17.2       Where data subjects have given their consent to the Company to process their personal data in such a manner, or the processing is otherwise required for the performance of a contract between the Company and the data subject, data subjects have the right, under the GDPR, to receive a copy of their personal data and to use it for other purposes (namely transmitting it to other data controllers).

17.3       To facilitate the right of data portability, the Company shall make available all applicable personal data to data subjects in the following format[s]:

17.3.1   email;

17.3.2   by post.

17.4       Where technically feasible, if requested by a data subject, personal data shall be sent directly to the required data controller.

17.5       All requests for copies of personal data shall be complied with within one month of the data subject’s request. The period can be extended by up to two months in the case of complex or numerous requests. If such additional time is required, the data subject shall be informed.

18.  Objections to Personal Data Processing

18.1       Data subjects have the right to object to the Company processing their personal data based on legitimate interests, direct marketing (including profiling),

18.2       Where a data subject objects to the Company processing their personal data based on its legitimate interests, the Company shall cease such processing immediately, unless it can be demonstrated that the Company’s legitimate grounds for such processing override the data subject’s interests, rights, and freedoms, or that the processing is necessary for the conduct of legal claims.

18.3       Where a data subject objects to the Company processing their personal data for direct marketing purposes, the Company shall cease such processing immediately.

18.4       [Where a data subject objects to the Company processing their personal data for scientific and/or historical research and statistics purposes, the data subject must, under the GDPR, “demonstrate grounds relating to his or her particular situation”. The Company is not required to comply if the research is necessary for the performance of a task carried out for reasons of public interest.]

19.  Automated Decision-Making

19.1       The Company uses personal data in automated decision-making processes.

19.2       Where such decisions have a legal (or similarly significant effect) on data subjects, those data subjects have the right to challenge to such decisions under the GDPR, requesting human intervention, expressing their own point of view, and obtaining an explanation of the decision from the Company.

19.3       The right described in Part 19.2 does not apply in the following circumstances:

19.3.1   The decision is necessary for the entry into, or performance of, a contract between the Company and the data subject;

19.3.2   The decision is authorised by law; or

19.3.3   The data subject has given their explicit consent.

20.  Personal Data Collected, Held, and Processed

The following personal data is collected, held, and processed by the Company:

Data Ref.

Type of Data

Purpose of Data

NAME

Name

We ask for this to be able to direct the invoice to the correct person and for correct certificate processes.

ADDRESS

Address

We need this information to direct the invoice and certification to the correct person.

 

CONTACT

Telephone number

We need this should an issue arise and we need to contact you. We also require your emergency contact detail for health and safety.

VAT

VAT No

This is required for VAT invoices.

QUAL

Copy of Qualification

We ask for this to be able check you are qualified in a particular subject when a pre-requisite is required.

OI

All invoice information

We need to hold this data for accounting purposes.

 SPECIAL REQUIREMENTS

Learning or disabilities 

We need this data to allow us to provide any special help to students who require it. 

21.  Data Security - Transferring Personal Data and Communications

The Company shall ensure that the following measures are taken with respect to all communications and other transfers involving personal data:

21.1       All emails containing personal data must be encrypted [using HTTPS];

21.2       All emails containing personal data must be marked “confidential”;

21.3       Personal data may be transmitted over secure networks only; transmission over unsecured networks is not permitted in any circumstances;

21.4       Personal data may not be transmitted over a wireless network if there is a wired alternative that is reasonably practicable;

21.5       Personal data contained in the body of an email, whether sent or received, should be copied from the body of that email and stored securely. The email itself will be deleted. All temporary files associated therewith should also be deleted.

21.6       Where personal data is to be sent by facsimile transmission the recipient should be informed in advance of the transmission and should be waiting by the fax machine to receive the data;

21.7       Where personal data is to be transferred in hardcopy form it should be passed directly to the recipient.

21.8       All personal data to be transferred physically, whether in hardcopy form or on removable electronic media shall be transferred in a suitable container marked “confidential”.

22.  Data Security - Storage

The Company shall ensure that the following measures are taken with respect to the storage of personal data:

22.1       All electronic copies of personal data will be stored securely using passwords and SSL data encryption;

22.2       All hardcopies of personal data, along with any electronic copies will on physical, removable media should be stored securely in a locked box, drawer, cabinet, or similar;

22.3       All personal data stored electronically will be if needed backed up every 6 months with backups stored on Dropbox or Icloud. All backups should be encrypted using SSL/TLS;

22.4       No personal data will be stored on any mobile device (including, but not limited to, laptops, tablets, and smartphones), whether such device belongs to the Company or otherwise.

22.5       No personal data should be transferred to any device personally belonging to an employee and personal data may only be transferred to devices belonging to agents, contractors, or other parties working on behalf of the Company where the party in question has agreed to comply fully with the letter and spirit of this Policy and of the GDPR (which may include demonstrating to the Company that all suitable technical and organisational measures have been taken).

23.  Data Security - Disposal

When any personal data is to be erased or otherwise disposed of for any reason (including where copies have been made and are no longer needed), it will be securely deleted and disposed of. For further information on the deletion and disposal of personal data, please refer to our Company’s Data Retention Policy.

24.  Data Security - Use of Personal Data

The Company shall ensure that the following measures are taken with respect to the use of personal data:

24.1       No personal data may be shared informally and if an employee, agent, sub-contractor, or other party working on behalf of the Company requires access to any personal data that they do not already have access to, such access should be formally requested from Company Director;

24.2       No personal data may be transferred to any employees, agents, contractors, or other parties, whether such parties are working on behalf of the Company or not, without the authorisation of Company Director;

24.3       Personal data must be handled with care at all times and should not be left unattended or on view to unauthorised employees, agents, sub-contractors, or other parties at any time;

24.4       If personal data is being viewed on a computer screen and the computer in question is to be left unattended for any period of time, the user must lock the computer and screen before leaving it; and

24.5       Where personal data held by the Company is used for marketing purposes, it shall be the responsibility of Company Director to ensure that the appropriate consent is obtained and that no data subjects have opted out, whether directly or via a third-party service such as the Mailchimp.

25.  Data Security - IT Security

The Company shall ensure that the following measures are taken with respect to IT and information security:

25.1       All passwords used to protect personal data should be changed regularly and should not use words or phrases that can be easily guessed or otherwise compromised. All passwords must contain a combination of uppercase and lowercase letters, numbers, and symbols. All software used by the Company is designed to require such passwords.

25.2       Under no circumstances should any passwords be written down or shared between any employees, agents, contractors, or other parties working on behalf of the Company, irrespective of seniority or department. If a password is forgotten, it must be reset using the applicable method. IT staff do not have access to passwords;

25.3       All software (including, but not limited to, applications and operating systems) shall be kept up-to-date. The Company’s IT staff shall be responsible for installing any and all security-related updates as soon as reasonably and practically possible unless there are valid technical reasons not to do so; and

25.4       No software may be installed on any Company-owned computer or device without the prior approval OF Company Director.

26.  Organisational Measures

The Company shall ensure that the following measures are taken with respect to the collection, holding, and processing of personal data:

26.1       All employees, agents, contractors, or other parties working on behalf of the Company shall be made fully aware of both their individual responsibilities and the Company’s responsibilities under the GDPR and under this Policy, and shall be provided with a copy of this Policy;

26.2       Only employees, agents, sub-contractors, or other parties working on behalf of the Company that need access to, and use of, personal data in order to carry out their assigned duties correctly shall have access to personal data held by the Company;

26.3       All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be appropriately trained to do so;

26.4       All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be appropriately supervised;

26.5       All employees, agents, contractors, or other parties working on behalf of the Company handling personal data shall be required and encouraged to exercise care, caution, and discretion when discussing work-related matters that relate to personal data, whether in the workplace or otherwise;

26.6       Methods of collecting, holding, and processing personal data shall be regularly evaluated and reviewed;

26.7       All personal data held by the Company shall be reviewed periodically, as set out in the Company’s Data Retention Policy;

26.8       The performance of those employees, agents, contractors, or other parties working on behalf of the Company handling personal data shall be regularly evaluated and reviewed;

26.9       All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be bound to do so in accordance with the principles of the GDPR and this Policy by contract;

26.10    All agents, contractors, or other parties working on behalf of the Company handling personal data must ensure that any and all of their employees who are involved in the processing of personal data are held to the same conditions as those relevant employees of the Company arising out of this Policy and the GDPR; and

26.11    Where any agent, contractor or other party working on behalf of the Company handling personal data fails in their obligations under this Policy that party shall indemnify and hold harmless the Company against any costs, liability, damages, loss, claims or proceedings which may arise out of that failure.

28. Data Breach Notification

28.1       All personal data breaches must be reported immediately to the Company’s Data Protection Officer.

28.2       If a personal data breach occurs and that breach is likely to result in a risk to the rights and freedoms of data subjects (e.g. financial loss, breach of confidentiality, discrimination, reputational damage, or other significant social or economic damage), the Data Protection Officer must ensure that the Information Commissioner’s Office is informed of the breach without delay, and in any event, within 72 hours after having become aware of it.

28.3       In the event that a personal data breach is likely to result in a high risk (that is, a higher risk than that described under Part 29.2) to the rights and freedoms of data subjects, the Data Protection Officer must ensure that all affected data subjects are informed of the breach directly and without undue delay.

28.4       Data breach notifications shall include the following information:

28.4.1   The categories and approximate number of data subjects concerned;

28.4.2   The categories and approximate number of personal data records concerned;

28.4.3   The name and contact details of the Company’s data protection officer (or other contact point where more information can be obtained);

28.4.4   The likely consequences of the breach;

28.4.5   Details of the measures taken, or proposed to be taken, by the Company to address the breach including, where appropriate, measures to mitigate its possible adverse effects.

29.  Implementation of Policy

This Policy shall be deemed effective as of 25th May 2018. No part of this Policy shall have retroactive effect and shall thus apply only to matters occurring on or after this date.

DATA RETENTION POLICY

1.     Introduction

This Policy sets out the obligations of Katie Barnes Training Academy LTD, a Company registered in the United Kingdom. (Company Registration Number 11116172), whose registered office is C/O Montague Storage LTD, Montague Road, CV34 5LW.   (“the Company”) regarding retention of personal data collected, held, and processed by the Company in accordance with EU Regulation 2016/679 General Data Protection Regulation (“GDPR”).

The GDPR defines “personal data” as any information relating to an identified or identifiable natural person (a “data subject”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.

The GDPR also addresses “special category” personal data (also known as “sensitive” personal data). Such data includes, but is not necessarily limited to, data concerning the data subject’s race, ethnicity, politics, religion, trade union membership, genetics, biometrics (if used for ID purposes), health, sex life, or sexual orientation.

Under the GDPR, personal data shall be kept in a form which permits the identification of data subjects for no longer than is necessary for the purposes for which the personal data is processed. In certain cases, personal data may be stored for longer periods where that data is to be processed for archiving purposes that are in the public interest, for scientific or historical research, or for statistical purposes (subject to the implementation of the appropriate technical and organisational measures required by the GDPR to protect that data).

In addition, the GDPR includes the right to erasure or “the right to be forgotten”. Data subjects have the right to have their personal data erased (and to prevent the processing of that personal data) in the following circumstances:

1.     Where the personal data is no longer required for the purpose for which it was originally collected or processed (see above);

2.     When the data subject withdraws their consent;

3.     When the data subject objects to the processing of their personal data and the Company has no overriding legitimate interest;

4.     When the personal data is processed unlawfully (i.e. in breach of the GDPR);

5.     When the personal data has to be erased to comply with a legal obligation; or

6.     Where the personal data is processed for the provision of information society services to a child.

This Policy sets out the type(s) of personal data held by the Company for the purposes of accounting for the period(s) for which that personal data is to be retained, the criteria for establishing and reviewing such period(s), and when and how it is to be deleted or otherwise disposed of.  For further information on other aspects of data protection and compliance with the GDPR, please refer to the Company’s Data Protection Policy.

2.     Aims and Objectives

2.1          The primary aim of this Policy is to set out limits for the retention of personal data and to ensure that those limits, as well as further data subject rights to erasure, are complied with. By extension, this Policy aims to ensure that the Company complies fully with its obligations and the rights of data subjects under the GDPR.

2.2          In addition to safeguarding the rights of data subjects under the GDPR, by ensuring that excessive amounts of data are not retained by the Company, this Policy also aims to improve the speed and efficiency of managing data.

 3.     Scope

3.1          This Policy applies to all personal data held by Katie Barnes Training Academy LTD for accounting and booking and by third-party data processors processing personal data on the Company’s behalf.

3.2          Personal data, as held by Katie Barnes Training Academy LTD and its third-parties is stored in the following ways and in the following locations:

1.     Third-party servers, operated by Xero LTD and Mailchimp.

2.     Computers located at registered address and Director’s home.

3.     Physical records stored at the registered address.

4.     Dropbox and Icloud.

 

4.     Data Subject Rights and Data Integrity

All personal data held by the Company is held in accordance with the requirements of the GDPR and data subjects’ rights thereunder, as set out in the Company’s Data Protection Policy.

4.1          Data subjects are kept fully informed of their rights, of what personal data the Company holds about them, how that personal data is used [as set out in Parts 12 and 13 of the Company’s Data Protection Policy], and how long the Company will hold that personal data (or, if no fixed retention period can be determined, the criteria by which the retention of the data will be determined).

4.2          Data subjects are given control over their personal data held by the Company including the right to have incorrect data rectified, the right to request that their personal data be deleted or otherwise disposed of (notwithstanding the retention periods otherwise set by this Data Retention Policy), the right to restrict the Company’s use of their personal data, [the right to data portability,]and further rights relating to automated decision-making and profiling [, as set out in Parts 14 to 20 of the Company’s Data Protection Policy].

 

5.     Technical and Organisational Data Security Measures

5.1          The following technical measures are in place within the Company to protect the security of personal data. Please refer to Parts 22 to 26 of the Company’s Data Protection Policy for further details:

1.     All emails containing personal data must be encrypted;

2.     All emails containing personal data must be marked “confidential”;

3.     Personal data may only be transmitted over secure networks;

4.     Personal data may not be transmitted over a wireless network if there is a reasonable wired alternative;

5.     Personal data contained in the body of an email, whether sent or received, should be copied from the body of that email and stored securely. The email itself and associated temporary files should be deleted;

6.     Where personal data is to be sent by facsimile transmission the recipient should be informed in advance and should be waiting to receive it;

7.     Where personal data is to be transferred in hardcopy form, it should be passed directly to the recipient or sent using special delivery provided by royal mail or team C couriers.

8.     All personal data transferred physically should be transferred in a suitable container marked “confidential”;

9.     No personal data may be shared informally and if access is required to any personal data, such access should be formally requested from the company director.

10.  All hardcopies of personal data, along with any electronic copies stored on physical media should be stored securely;

11.  No personal data may be transferred to any employees, agents, contractors, or other parties, whether such parties are working on behalf of the Company or not, without authorisation;

12.  Personal data must be handled with care at all times and should not be left unattended or on view;

13.  Computers used to view personal data must always be locked before being left unattended;

14.  No personal data should be stored on any mobile device, whether such device belongs to the Company or otherwise.

15.  No personal data should be transferred to any device personally belonging to an employee and personal data may only be transferred to devices belonging to agents, contractors, or other parties working on behalf of the Company where the party in question has agreed to comply fully with the Company’s Data Protection Policy and the GDPR.

16.  All personal data stored electronically should be backed up every 6 months with backups stored on Dropbox and iCloud.   All backups are encrypted using SSL/TLS.

17.  All electronic copies of personal data should be stored securely using passwords and encryption.

18.  All passwords used to protect personal data should be changed regularly and must be secure.

19.  All software should be kept up-to-date.  Security-related updates should be installed as soon as reasonably possible after becoming available.

20.  No software may be installed on any Company-owned computer or device without approval; and

21.  Where personal data held by the Company is used for marketing purposes, it shall be the responsibility of the Company to ensure that the appropriate consent is obtained and that no data subjects have opted out, whether directly or via a third-party service such as Mail Chimp.

5.2          The following organisational measures are in place within the Company to protect the security of personal data. Please refer to Part 27 of the Company’s Data Protection Policy for further details:

1.     All employees and other parties working on behalf of the Company shall be made fully aware of both their individual responsibilities and the Company’s responsibilities under the GDPR and under the Company’s Data Protection Policy;

2.     Only employees and other parties working on behalf of the Company that need access to, and use of, personal data in order to perform their work shall have access to personal data held by the Company;

3.     All employees and other parties working on behalf of the Company handling personal data will be appropriately trained to do so;

4.     All employees and other parties working on behalf of the Company handling personal data will be appropriately supervised;

5.     All employees and other parties working on behalf of the Company handling personal data should exercise care and caution when discussing any work relating to personal data at all times;

6.     Methods of collecting, holding, and processing personal data shall be regularly evaluated and reviewed;

7.     The performance of those employees and other parties working on behalf of the Company handling personal data shall be regularly evaluated and reviewed;

8.     All employees and other parties working on behalf of the Company handling personal data will be bound by contract to comply with the GDPR and the Company’s Data Protection Policy;

9.     All agents, contractors, or other parties working on behalf of the Company handling personal data must ensure that any and all relevant employees are held to the same conditions as those relevant employees of the Company arising out of the GDPR and the Company’s Data Protection Policy;

10.  Where any agent, contractor or other party working on behalf of the Company handling personal data fails in their obligations under the GDPR and/or the Company’s Data Protection Policy, that party shall indemnify and hold harmless the Company against any costs, liability, damages, loss, claims or proceedings which may arise out of that failure.

 

6.     Data Disposal

Upon the expiry of the data retention periods set out below in Part 7 of this Policy, or when a data subject exercises their right to have their personal data erased, personal data shall be deleted, destroyed, or otherwise disposed of as follows:

6.1          Personal data stored electronically (including any and all backups thereof) shall be deleted securely using the trash, finder and secure empty trash method

6.2          Personal data stored in hardcopy form shall be shredded to at least Din-level 2Special category personal data stored in hardcopy form shall be shredded.

7.     Data Retention

7.1          As stated above, and as required by law, the Company shall not retain any personal data for any longer than is necessary in light of the purpose(s) for which that data is collected, held, and processed.

7.2          Different types of personal data, used for different purposes, will necessarily be retained for different periods (and its retention periodically reviewed), as set out below.

7.3          When establishing and/or reviewing retention periods, the following shall be taken into account:

1.     The objectives and requirements of the Company;

2.     The type of personal data in question;

3.     The purpose(s) for which the data in question is collected, held, and processed;

4.     The Company’s legal basis for collecting, holding, and processing that data;

5.     The category or categories of data subject to whom the data relates;

7.4          If a precise retention period cannot be fixed for a particular type of data, criteria shall be established by which the retention of the data will be determined, thereby ensuring that the data in question, and the retention of that data, can be regularly reviewed against those criteria.

7.5          Notwithstanding the following defined retention periods, certain personal data may be deleted or otherwise disposed of prior to the expiry of its defined retention period where a decision is made within the Company to do so (whether in response to a request by a data subject or otherwise).

7.6          In limited circumstances, it may also be necessary to retain personal data for longer periods where such retention is for archiving purposes that are in the public interest, for scientific or historical research purposes, or for statistical purposes. All such retention will be subject to the implementation of appropriate technical and organisational measures to protect the rights and freedoms of data subjects, as required by the GDPR.

 

8.     Roles and Responsibilities

8.1          The Company’s Data Protection Officer is Katie Barnes.

8.2          The Data Protection Officer shall be responsible for overseeing the implementation of this Policy and for monitoring compliance with this Policy, the Company’s other Data Protection-related policies (including, but not limited to, its Data Protection Policy), and with the GDPR and other applicable data protection legislation.

8.3          Katie Barnes shall be directly responsible for ensuring compliance with the above data retention periods throughout the Company.

8.4          Any questions regarding this Policy, the retention of personal data, or any other aspect of GDPR compliance should be referred to the Data Protection Officer.

 

9.     Implementation of Policy

This Policy shall be deemed effective as of 25th May 2018. No part of this Policy shall have retroactive effect and shall thus apply only to matters occurring on or after this date.

TERMS OF SERVICE

OVERVIEW

This website is operated by Katie Barnes Tool Range & Education. Throughout the site, the terms “we”, “us” and “our” refer to Katie Barnes Tool Range & Education. Katie Barnes Tool Range & Education offers this website, including all information, tools and services available from this site to you, the user, conditioned upon your acceptance of all terms, conditions, policies and notices stated here.

By visiting our site and/or purchasing something from us, you engage in our “Service” and agree to be bound by the following terms and conditions (“Terms of Service”, “Terms”), including those additional terms and conditions and policies referenced herein and/or available by hyperlink. These Terms of Service apply to all users of the site, including without limitation users who are browsers, vendors, customers, merchants, and/or contributors of content.

Please read these Terms of Service carefully before accessing or using our website. By accessing or using any part of the site, you agree to be bound by these Terms of Service. If you do not agree to all the terms and conditions of this agreement, then you may not access the website or use any services. If these Terms of Service are considered an offer, acceptance is expressly limited to these Terms of Service.

Any new features or tools which are added to the current store shall also be subject to the Terms of Service. You can review the most current version of the Terms of Service at any time on this page. We reserve the right to update, change or replace any part of these Terms of Service by posting updates and/or changes to our website. It is your responsibility to check this page periodically for changes. Your continued use of or access to the website following the posting of any changes constitutes acceptance of those changes.

Our store is hosted on Shopify Inc. They provide us with the online e-commerce platform that allows us to sell our products and services to you.

SECTION 1 - ONLINE STORE TERMSBy agreeing to these Terms of Service, you represent that you are at least the age of majority in your state or province of residence, or that you are the age of majority in your state or province of residence and you have given us your consent to allow any of your minor dependents to use this site.
You may not use our products for any illegal or unauthorized purpose nor may you, in the use of the Service, violate any laws in your jurisdiction (including but not limited to copyright laws).
You must not transmit any worms or viruses or any code of a destructive nature.
A breach or violation of any of the Terms will result in an immediate termination of your Services.

SECTION 2 - GENERAL CONDITIONSWe reserve the right to refuse service to anyone for any reason at any time.
You understand that your content (not including credit card information), may be transferred unencrypted and involve (a) transmissions over various networks; and (b) changes to conform and adapt to technical requirements of connecting networks or devices. Credit card information is always encrypted during transfer over networks.
You agree not to reproduce, duplicate, copy, sell, resell or exploit any portion of the Service, use of the Service, or access to the Service or any contact on the website through which the service is provided, without express written permission by us.
The headings used in this agreement are included for convenience only and will not limit or otherwise affect these Terms.

SECTION 3 - ACCURACY, COMPLETENESS AND TIMELINESS OF INFORMATIONWe are not responsible if information made available on this site is not accurate, complete or current. The material on this site is provided for general information only and should not be relied upon or used as the sole basis for making decisions without consulting primary, more accurate, more complete or more timely sources of information. Any reliance on the material on this site is at your own risk.
This site may contain certain historical information. Historical information, necessarily, is not current and is provided for your reference only. We reserve the right to modify the contents of this site at any time, but we have no obligation to update any information on our site. You agree that it is your responsibility to monitor changes to our site.

SECTION 4 - MODIFICATIONS TO THE SERVICE AND PRICESPrices for our products are subject to change without notice.
We reserve the right at any time to modify or discontinue the Service (or any part or content thereof) without notice at any time.
We shall not be liable to you or to any third-party for any modification, price change, suspension or discontinuance of the Service.

SECTION 5 - PRODUCTS OR SERVICES (if applicable)Certain products or services may be available exclusively online through the website. These products or services may have limited quantities and are subject to return or exchange only according to our Return Policy.
We have made every effort to display as accurately as possible the colors and images of our products that appear at the store. We cannot guarantee that your computer monitor's display of any color will be accurate.
We reserve the right, but are not obligated, to limit the sales of our products or Services to any person, geographic region or jurisdiction. We may exercise this right on a case-by-case basis. We reserve the right to limit the quantities of any products or services that we offer. All descriptions of products or product pricing are subject to change at anytime without notice, at the sole discretion of us. We reserve the right to discontinue any product at any time. Any offer for any product or service made on this site is void where prohibited.
We do not warrant that the quality of any products, services, information, or other material purchased or obtained by you will meet your expectations, or that any errors in the Service will be corrected.

SECTION 6 - ACCURACY OF BILLING AND ACCOUNT INFORMATIONWe reserve the right to refuse any order you place with us. We may, in our sole discretion, limit or cancel quantities purchased per person, per household or per order. These restrictions may include orders placed by or under the same customer account, the same credit card, and/or orders that use the same billing and/or shipping address. In the event that we make a change to or cancel an order, we may attempt to notify you by contacting the e‑mail and/or billing address/phone number provided at the time the order was made. We reserve the right to limit or prohibit orders that, in our sole judgment, appear to be placed by dealers, resellers or distributors.

You agree to provide current, complete and accurate purchase and account information for all purchases made at our store. You agree to promptly update your account and other information, including your email address and credit card numbers and expiration dates, so that we can complete your transactions and contact you as needed.

For more detail, please review our Returns Policy.

SECTION 7 - OPTIONAL TOOLSWe may provide you with access to third-party tools over which we neither monitor nor have any control nor input.
You acknowledge and agree that we provide access to such tools ”as is” and “as available” without any warranties, representations or conditions of any kind and without any endorsement. We shall have no liability whatsoever arising from or relating to your use of optional third-party tools.
Any use by you of optional tools offered through the site is entirely at your own risk and discretion and you should ensure that you are familiar with and approve of the terms on which tools are provided by the relevant third-party provider(s).
We may also, in the future, offer new services and/or features through the website (including, the release of new tools and resources). Such new features and/or services shall also be subject to these Terms of Service.

SECTION 8 - THIRD-PARTY LINKSCertain content, products and services available via our Service may include materials from third-parties.
Third-party links on this site may direct you to third-party websites that are not affiliated with us. We are not responsible for examining or evaluating the content or accuracy and we do not warrant and will not have any liability or responsibility for any third-party materials or websites, or for any other materials, products, or services of third-parties.
We are not liable for any harm or damages related to the purchase or use of goods, services, resources, content, or any other transactions made in connection with any third-party websites. Please review carefully the third-party's policies and practices and make sure you understand them before you engage in any transaction. Complaints, claims, concerns, or questions regarding third-party products should be directed to the third-party.

SECTION 9 - USER COMMENTS, FEEDBACK AND OTHER SUBMISSIONSIf, at our request, you send certain specific submissions (for example contest entries) or without a request from us you send creative ideas, suggestions, proposals, plans, or other materials, whether online, by email, by postal mail, or otherwise (collectively, 'comments'), you agree that we may, at any time, without restriction, edit, copy, publish, distribute, translate and otherwise use in any medium any comments that you forward to us. We are and shall be under no obligation (1) to maintain any comments in confidence; (2) to pay compensation for any comments; or (3) to respond to any comments.
We may, but have no obligation to, monitor, edit or remove content that we determine in our sole discretion are unlawful, offensive, threatening, libelous, defamatory, pornographic, obscene or otherwise objectionable or violates any party’s intellectual property or these Terms of Service.
You agree that your comments will not violate any right of any third-party, including copyright, trademark, privacy, personality or other personal or proprietary right. You further agree that your comments will not contain libelous or otherwise unlawful, abusive or obscene material, or contain any computer virus or other malware that could in any way affect the operation of the Service or any related website. You may not use a false e‑mail address, pretend to be someone other than yourself, or otherwise mislead us or third-parties as to the origin of any comments. You are solely responsible for any comments you make and their accuracy. We take no responsibility and assume no liability for any comments posted by you or any third-party.

SECTION 10 - PERSONAL INFORMATIONYour submission of personal information through the store is governed by our Privacy Policy. To view our Privacy Policy.

SECTION 11 - ERRORS, INACCURACIES AND OMISSIONSOccasionally there may be information on our site or in the Service that contains typographical errors, inaccuracies or omissions that may relate to product descriptions, pricing, promotions, offers, product shipping charges, transit times and availability. We reserve the right to correct any errors, inaccuracies or omissions, and to change or update information or cancel orders if any information in the Service or on any related website is inaccurate at any time without prior notice (including after you have submitted your order).
We undertake no obligation to update, amend or clarify information in the Service or on any related website, including without limitation, pricing information, except as required by law. No specified update or refresh date applied in the Service or on any related website, should be taken to indicate that all information in the Service or on any related website has been modified or updated.

SECTION 12 - PROHIBITED USESIn addition to other prohibitions as set forth in the Terms of Service, you are prohibited from using the site or its content: (a) for any unlawful purpose; (b) to solicit others to perform or participate in any unlawful acts; (c) to violate any international, federal, provincial or state regulations, rules, laws, or local ordinances; (d) to infringe upon or violate our intellectual property rights or the intellectual property rights of others; (e) to harass, abuse, insult, harm, defame, slander, disparage, intimidate, or discriminate based on gender, sexual orientation, religion, ethnicity, race, age, national origin, or disability; (f) to submit false or misleading information; (g) to upload or transmit viruses or any other type of malicious code that will or may be used in any way that will affect the functionality or operation of the Service or of any related website, other websites, or the Internet; (h) to collect or track the personal information of others; (i) to spam, phish, pharm, pretext, spider, crawl, or scrape; (j) for any obscene or immoral purpose; or (k) to interfere with or circumvent the security features of the Service or any related website, other websites, or the Internet. We reserve the right to terminate your use of the Service or any related website for violating any of the prohibited uses.

SECTION 13 - DISCLAIMER OF WARRANTIES; LIMITATION OF LIABILITYWe do not guarantee, represent or warrant that your use of our service will be uninterrupted, timely, secure or error-free.
We do not warrant that the results that may be obtained from the use of the service will be accurate or reliable.
You agree that from time to time we may remove the service for indefinite periods of time or cancel the service at any time, without notice to you.
You expressly agree that your use of, or inability to use, the service is at your sole risk. The service and all products and services delivered to you through the service are (except as expressly stated by us) provided 'as is' and 'as available' for your use, without any representation, warranties or conditions of any kind, either express or implied, including all implied warranties or conditions of merchantability, merchantable quality, fitness for a particular purpose, durability, title, and non-infringement.
In no case shall Katie Barnes Tool Range & Education, our directors, officers, employees, affiliates, agents, contractors, interns, suppliers, service providers or licensors be liable for any injury, loss, claim, or any direct, indirect, incidental, punitive, special, or consequential damages of any kind, including, without limitation lost profits, lost revenue, lost savings, loss of data, replacement costs, or any similar damages, whether based in contract, tort (including negligence), strict liability or otherwise, arising from your use of any of the service or any products procured using the service, or for any other claim related in any way to your use of the service or any product, including, but not limited to, any errors or omissions in any content, or any loss or damage of any kind incurred as a result of the use of the service or any content (or product) posted, transmitted, or otherwise made available via the service, even if advised of their possibility. Because some states or jurisdictions do not allow the exclusion or the limitation of liability for consequential or incidental damages, in such states or jurisdictions, our liability shall be limited to the maximum extent permitted by law.

SECTION 14 - INDEMNIFICATIONYou agree to indemnify, defend and hold harmless Katie Barnes Tool Range & Education and our parent, subsidiaries, affiliates, partners, officers, directors, agents, contractors, licensors, service providers, subcontractors, suppliers, interns and employees, harmless from any claim or demand, including reasonable attorneys’ fees, made by any third-party due to or arising out of your breach of these Terms of Service or the documents they incorporate by reference, or your violation of any law or the rights of a third-party.

SECTION 15 - SEVERABILITYIn the event that any provision of these Terms of Service is determined to be unlawful, void or unenforceable, such provision shall nonetheless be enforceable to the fullest extent permitted by applicable law, and the unenforceable portion shall be deemed to be severed from these Terms of Service, such determination shall not affect the validity and enforceability of any other remaining provisions.

SECTION 16 - TERMINATIONThe obligations and liabilities of the parties incurred prior to the termination date shall survive the termination of this agreement for all purposes.
These Terms of Service are effective unless and until terminated by either you or us. You may terminate these Terms of Service at any time by notifying us that you no longer wish to use our Services, or when you cease using our site.
If in our sole judgment you fail, or we suspect that you have failed, to comply with any term or provision of these Terms of Service, we also may terminate this agreement at any time without notice and you will remain liable for all amounts due up to and including the date of termination; and/or accordingly may deny you access to our Services (or any part thereof).

SECTION 17 - ENTIRE AGREEMENTThe failure of us to exercise or enforce any right or provision of these Terms of Service shall not constitute a waiver of such right or provision.
These Terms of Service and any policies or operating rules posted by us on this site or in respect to The Service constitutes the entire agreement and understanding between you and us and govern your use of the Service, superseding any prior or contemporaneous agreements, communications and proposals, whether oral or written, between you and us (including, but not limited to, any prior versions of the Terms of Service).
Any ambiguities in the interpretation of these Terms of Service shall not be construed against the drafting party.

SECTION 18 - GOVERNING LAWThese Terms of Service and any separate agreements whereby we provide you Services shall be governed by and construed in accordance with the laws of United Kingdom.

SECTION 19 - CHANGES TO TERMS OF SERVICEYou can review the most current version of the Terms of Service at any time at this page.
We reserve the right, at our sole discretion, to update, change or replace any part of these Terms of Service by posting updates and changes to our website. It is your responsibility to check our website periodically for changes. Your continued use of or access to our website or the Service following the posting of any changes to these Terms of Service constitutes acceptance of those changes.

SECTION 20 - CONTACT INFORMATION

WARRANTIES

Upon purchase of your KB E-File, you will receive a 1 year manufacturing warranty.

  • The warranty is limited to the valid warranty period under normal and recommended use.
  • If the machine has a manufacturing fault within one year from the date of purchase, your machine will be replaced or repaired, A refund will not be granted and a replacement or repair will be actioned, whichever is applicable to the fault. This will be determined upon sending the e-file for inspection. If the damage is caused by use as below, your warranty will become invalid and you will be responsible for any repairs or replacements, regardless of timeframe.
  • A manufacturing warranty, does not entitle you to a refund.

Your warranty is one year from purchase, and is not extended following repair or replacement.

  • You must provide proof of purchase to validate the warranty.

WARRANTY EXCLUSIONS

The following invalidate your warranty and a replacement or repair will be your responsibility:

  • Unauthorised maintenance, dismantling, misuse, damage, drops, knocks, liquid injection including the use of wet wipes, antibacterial wipes and modification.
  • The issue arises from improper use and care and not following the instructions in this manual.
  • The serial number or any other certification has been altered.
  • It is not used and maintained in accordance to the manufacturers instructions.
  • Damage caused by force majeure but not limited to flood, fire, lightening.
  • Theft or loss.
  • Cannot prove purchase.
  • Has been purchased second hand or third party.

For warranty queries, please email info@katiebarnesacademy.com