Skip to content

Privacy Policy

1. Introduction

1.1 Commitment to Privacy: At Koho, we prioritize the privacy and security of our clients, service users, and website visitors. We recognize the significance of personal data and are committed to handling it responsibly, in full alignment with the UK Data Protection Act 2018 and the GDPR as applicable within the UK. Koho stands as a trusted partner, offering comprehensive insights into revenue and risk analysis, while acting as a single-source-of-truth for data health management.

1.2 Role as Data Controller: Koho operates as a data controller, determining the purposes and means of processing personal data. This role underscores our responsibility in using your data lawfully and in ways that protect your privacy.

1.3 Use of Cookies: To enhance our website and ensure a seamless user experience, Koho utilizes cookies. Essential cookies are used for operational purposes, and we will seek your consent for any non-essential cookies, adhering strictly to UK privacy regulations. Further details on our use of cookies and how you can manage your preferences are available on our website.

1.4 Identification of the Data Controller: In this policy, "we," "us," and "our" refer to Koho. You can find comprehensive details about our company, including registration and contact information, in Section 14. Koho, registered in England and Wales, is dedicated to providing unparalleled data integration solutions and analytics through our platform, facilitating better data health checks and decision-making processes for our clients.

2. The Personal Data That We Collect

2.1 General Overview: Koho may process various types of personal data to provide and improve our services. This section outlines the categories of personal data we collect and the basis for such collection, ensuring our processes are transparent and respectful of your privacy.

2.2 Contact Data: We may collect information that enables us to communicate with you effectively. This includes names, email addresses, telephone numbers, and postal addresses. The source of this data is directly from you, through your interactions with our services or when you or your employer engage with us for business purposes.

2.3 Account Data: When you create an account with Koho, we may collect information necessary to manage your account and deliver our services. This includes your user identification, contact details, and information related to your business engagements with Koho. This data is sourced directly from you or your employer and is essential for the provision of our services.

2.4 Transaction Data: In facilitating services that involve financial transactions, we may process data related to these transactions. This encompasses details necessary for processing payments and providing services, such as your payment information and details of the transactions. The source of transaction data is you or your payment service provider.

2.5 Usage Data: We may gather data about how you interact with our website and services, which helps us tailor our offerings and improve user experience. This includes information such as your IP address, browser type, visit durations, and navigation paths on our website. This data is collected via our analytics tracking systems.

2.6 Data from Third Parties: Koho integrates with third-party services to enrich and enhance the services we offer. This may include data obtained from public databases or business partners, but always in compliance with applicable laws and for the purposes outlined in this policy.

2.7 Special Categories of Personal Data: Koho does not intentionally collect any special categories of personal data (as defined under the GDPR) unless legally required for specific transactions or services. If such data is necessary, explicit consent will be sought, and the data will be used strictly for the purposes for which it was provided.

3. App Authentication

3.1 To provide you with a seamless sign-in experience, our app utilises Google authentication services. By opting for Google to log into our app, you'll be using your Google email address as your primary credential. We want to assure you that, aside from your email address, no additional data from your Google account is collected or stored by our app as part of this authentication process. Our priority is to maintain your privacy and security, ensuring that your personal information remains confidential and is used solely for the purpose of authentication.

4. Purposes of Processing and Legal Bases

4.1 Purpose of Processing: Koho processes personal data for several key purposes, which include:

  • Service Provision and Management: To provide and manage our services, including account management, transaction processing, and customer support.
  • Business Operations and Improvement: To conduct business analysis, fulfill our contractual obligations, manage our financial transactions, enhance our services, and develop new features.
  • Communication and Marketing: To communicate with you regarding service updates, promotional offers, and other information related to your interests, based on your consent or our legitimate interests.
  • Legal Compliance and Protection: To comply with legal obligations, resolve disputes, and enforce our agreements, ensuring the security and integrity of our services.

4.2 Legal Bases for Processing: The processing of personal data by Koho is grounded in several legal bases, as per the GDPR and UK Data Protection Act 2018, which include:

  • Consent: We process certain personal data based on your explicit consent for specific purposes, such as marketing communications.
  • Contractual Necessities: Processing necessary for the performance of a contract to which you are a party, or to take steps at your request before entering into a contract.
  • Legal Obligations: Processing necessary for compliance with a legal obligation to which we are subject.
  • Legitimate Interests: Processing necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms.

4.3 Special Categories of Data: Whenever we process special categories of personal data (sensitive data), we do so based on additional legal grounds, such as your explicit consent or the necessity for the establishment, exercise, or defense of legal claims.

4.4 Withdrawing Consent: Where the processing of your personal data is based on consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

5. Providing Your Personal Data to Others

5.1 Sharing Personal Data within Koho's Operations: To facilitate the provision of our services and the operation of our business, we may share your personal data within our organization. This includes sharing with departments responsible for handling customer service, billing, and product development, ensuring the effective delivery of our services.

5.2 Service Providers and Partners: Koho engages with various service providers and business partners who assist in operating our services, conducting our business, or serving our users. This includes providers of payment processing, data analysis, email delivery, hosting services, and customer service. We share personal data with these partners only to the extent necessary for them to perform their services on our behalf and under confidentiality agreements.

5.3 Legal Requirements and Compliance: We may disclose your personal data to third parties if we believe that such disclosure is necessary to:

  • Comply with legal obligations, such as responding to legal process or requests from governmental authorities;
  • Protect the rights, property, or safety of Koho, our customers, or others, including for fraud protection and credit risk reduction;
  • Enforce our terms and conditions or protect our operations or users.

5.4 Business Transfers: In the event of a merger, acquisition, restructuring, bankruptcy, or other sale of all or a portion of our assets, personal data held by us about our service users may be among the assets transferred. You acknowledge that such transfers may occur and are permitted by this privacy policy, and that any acquirer of our assets may continue to process your personal data as set forth in this policy.

5.5 Anonymized and Aggregated Data: We may share aggregated or de-identified information, which cannot reasonably be used to identify you, with partners or for research, analysis, and business development purposes.

5.6 Consent-Based Sharing: Apart from the scenarios outlined above, we will not share your personal data with other organizations without your explicit consent, except where required by law.

6. International Transfers of Your Personal Data

6.1 General Framework for International Transfers: Koho operates on a global scale, which means that personal data we collect may be processed in countries outside of the United Kingdom. However, we only transfer personal data internationally where we are confident that the level of protection applied to your data will be similar to that which is legally required by the UK Data Protection Act 2018 and the GDPR as it applies in the UK.

6.2 Safeguards for International Transfers: To ensure that your personal data receives an adequate level of protection, we implement the following safeguards for international transfers:

  • Adequacy Decisions: Where the UK government has determined that certain countries provide an adequate level of data protection, we may transfer personal data to these countries without further safeguarding measures.
  • Standard Contractual Clauses: For countries without adequacy decisions, we rely on standard contractual clauses approved by the UK Information Commissioner’s Office (ICO), ensuring that personal data transferred outside the UK is protected in line with UK data protection laws.
  • Binding Corporate Rules: For transfers within our corporate group, we may use Binding Corporate Rules approved by the ICO, providing a basis for international data transfers within our corporate family.

6.3 Transfers to Third Parties: When we share your personal data with third-party service providers or partners located outside the UK, we ensure they adhere to the safeguards mentioned above or equivalent measures, and we require all third parties to respect the security of your personal data and to treat it in accordance with the law.

6.4 Your Rights in Relation to International Transfers: You have the right to be informed of the specific safeguards applied to the international transfer of your personal data. Upon request, we will provide you with more details regarding the measures we have put in place.

6.5 Potential Risks: While we take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy, you should be aware that the transmission of data over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

7. Retaining and Deleting Personal Data

7.1 Data Retention Principles: At Koho, our approach to retaining personal data is guided by the principle of keeping data only for as long as necessary to fulfill the purposes for which it was collected, including for the requirements of conducting business, providing our services, and complying with our legal obligations. We periodically review our data retention policies to ensure they align with our business needs and legal requirements.

7.2 Retention Periods:

  • Account Information: We retain your account information for as long as your account is active plus a period of time afterwards to deal with account-related issues, queries, or concerns and to comply with legal, accounting, or reporting requirements.
  • Transaction Data: Transaction data is kept for a period necessary to complete the transactions and to comply with legal financial reporting requirements, typically up to six years.
  • Contact Information: Contact information is retained for the duration of our relationship with you and for a period afterwards, as necessary to comply with our legal obligations and resolve any disputes.
  • Usage Data: We retain usage data for a period that is necessary for us to conduct analyses and improve our services, which is generally not longer than 24 months.

7.3 Deletion of Data: Upon expiration of the retention periods, or if you request the deletion of your personal data, Koho will delete or anonymize your personal data, unless further retention is required for compliance with a legal obligation, resolution of disputes, or enforcement of our agreements.

7.4 Special Categories of Personal Data: If we process any special categories of personal data, these will be subject to even stricter retention policies, ensuring they are kept only as long as absolutely necessary.

7.5 Review and Update of Retention Policies: We regularly review our data retention policies to ensure they comply with applicable laws and regulations. Should there be any changes to our business operations or legal requirements, our retention policies will be updated accordingly.

8. Your Rights

Under the UK Data Protection Act 2018 and the GDPR as it applies in the UK, you have several rights regarding your personal data. Koho is committed to honoring these rights, ensuring you have full control over your information.

8.1 Right to Access: You have the right to request access to your personal data and to certain information about how we process it. This is sometimes known as a "data subject access request."

8.2 Right to Rectification: If the personal data we hold about you is inaccurate or incomplete, you have the right to have it corrected or completed.

8.3 Right to Erasure: In certain circumstances, you have the right to have personal data we hold about you erased, also known as the "right to be forgotten."

8.4 Right to Restrict Processing: You have rights to restrict the processing of your personal data under certain conditions, meaning we can store your data but not use it further.

8.5 Right to Data Portability: You have the right to receive personal data you have provided to us in a structured, commonly used, and machine-readable format, and the right to transmit that data to another controller without hindrance, in certain situations.

8.6 Right to Object: You have the right to object to the processing of your personal data in certain circumstances, including processing for direct marketing, profiling, or research and statistics.

8.7 Rights Related to Automated Decision Making and Profiling: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you, under certain conditions.

8.8 Right to Withdraw Consent: Where our processing of your personal data is based on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

8.9 Right to Lodge a Complaint: You have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection issues, if you believe that our processing of your personal data infringes data protection laws.

8.10 Exercising Your Rights: To exercise any of these rights, please contact us using the contact information provided in Section 14. We may request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights).

9. About Cookies

9.1 What Are Cookies? Cookies are small text files placed on your device by websites that you visit. They are widely used to make websites work more efficiently, as well as to provide information to the owners of the site about your interactions and usage of the website.

9.2 How We Use Cookies: Koho uses cookies to enhance and facilitate your experience on our website. This includes:

  • Necessary Cookies: These are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas.
  • Analytical/Performance Cookies: They allow us to recognize and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
  • Functionality Cookies: These are used to recognize you when you return to our website. This enables us to personalize our content for you, greet you by name, and remember your preferences (for example, your choice of language or region).
  • Targeting Cookies: These cookies record your visit to our website, the pages you have visited, and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests.

9.3 Your Choices Regarding Cookies: If you wish to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser. Please note, however, that if you delete cookies or refuse to accept them, you might not be able to use all of the features we offer, you may not be able to store your preferences, and some of our pages might not display properly.

9.4 Changes to Our Cookie Policy: We may update this policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons.

10. Cookies That We Use

10.1 Types of Cookies on Our Site: To provide a seamless and personalized user experience, Koho uses various types of cookies on our website. Here is a breakdown of the categories and their purposes:

  • Strictly Necessary Cookies: These cookies are essential for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart, or make use of e-billing services.
  • Performance Cookies: These cookies collect information about how visitors use our website, for instance, which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor; all information these cookies collect is aggregated and therefore anonymous. It is only used to improve how our website works.
  • Functionality Cookies: These cookies allow our website to remember choices you make (such as your user name, language, or the region you are in) and provide enhanced, more personal features. For example, a website may be able to provide you with local weather reports or traffic news by storing in a cookie the region in which you are currently located.
  • Targeting or Advertising Cookies: These cookies are used to deliver adverts more relevant to you and your interests. They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of the advertising campaign. They are usually placed by advertising networks with the website operator’s permission. They remember that you have visited a website and this information is shared with other organizations such as advertisers.

10.2 Managing Your Cookie Preferences: We respect your right to privacy, hence, providing you the ability to manage your cookie preferences. While strictly necessary cookies do not require consent, you have the option to block or alert you about these cookies through your browser settings. For other categories of cookies, you may manage your preferences through our cookie consent tool available on our website.

10.3 Updates to Cookie Usage: Please note that the types and uses of cookies by Koho may change over time. We recommend reviewing our cookie policy periodically to stay informed about how we are using cookies.

11. Cookies Used by Our Service Providers

11.1 Third-party Services and Cookies: Our website employs various third-party services to enhance functionality, improve user experience, and support our marketing efforts. These service providers may use cookies to gather information necessary for their services. Here's how some of our service providers use cookies:

  • Analytics Providers: Services like Google Analytics use cookies to understand how users engage with our website, compiling reports on website activity and providing other services related to website usage and internet usage. The data gathered is in an aggregated form, ensuring individual user anonymity.
  • Marketing and Advertisement Services: To tailor advertising to be more relevant and engaging to you, and to measure the effectiveness of advertising campaigns, third-party advertisers may place cookies that track browsing habits and activity across websites.
  • Content Enhancement Services: Some embedded content on our website, such as videos or social media widgets, provided by third-party services, may use cookies to enhance user experience, maintain session integrity, and collect analytics data.

11.2 Managing Cookies from Service Providers: While we do not control the cookie policies of these third parties, we aim to work with service providers who uphold similar standards of data protection and privacy. You can manage your preferences and consent for these third-party cookies through our cookie consent tool, or by adjusting your browser settings to block cookies from these services.

11.3 Further Information: For more detailed information on the privacy practices of our third-party service providers, including how they use cookies, we encourage you to visit their respective privacy policies. If you have any concerns about how cookies are being used in relation to third-party services on our site, please contact us for further assistance.

12. Managing Cookies

12.1 Control Over Cookies: Koho recognizes the importance of giving you control over your online privacy preferences. While some cookies are essential for the functionality of our website and services, you have various options to manage the non-essential cookies:

  • Browser Settings: Most web browsers allow some control of most cookies through the browser settings. You can adjust your browser settings to decline cookies if you prefer. This may, however, prevent you from taking full advantage of the website.
  • Cookie Consent Tool: For cookies that are not strictly necessary, Koho provides a cookie consent tool on our website, allowing you to choose which cookies you accept or reject.
  • Third-Party Tools: Various third-party tools are available online that can help you manage and block cookies from specific sites.

12.2 Effect of Disabling Cookies: It's important to note that disabling or refusing cookies may impact your user experience. Certain functionalities of the site rely on cookies, and disabling them might restrict access to certain parts of the site or result in a less personalized browsing experience.

12.3 More Information on Cookies: For detailed instructions on how to manage and delete cookies, we recommend visiting the help sections of your web browser. Websites like offer comprehensive guides on cookie management across various browsers.

12.4 Updates to Cookie Management: Koho’s practices around cookies and their management may evolve over time. We encourage you to review this section periodically for the latest information on our cookie management policies.

13. Amendments

We may update this policy from time to time by publishing a new version on our website. We encourage you to review this page periodically to stay informed about how we are protecting your information.

  • Notification of Changes: Whenever significant changes are made to this privacy policy, we will endeavor to inform you through the website or via email, depending on the nature of the change.

This approach ensures that users are kept informed about Koho’s use of cookies, how they can manage their preferences, and are aware that the policy may be updated to reflect changes in practices or legal requirements.

14. Our Details

This website is owned and operated by Koho. We are deeply committed to protecting your privacy and safeguarding your personal data.

  • Company Registration: Koho is registered in England and Wales. Our commitment extends beyond just legal compliance; it's about ensuring transparency and trust in every interaction we have with our users.
  • Contacting Us: For any questions about this privacy policy, including any requests to exercise your legal rights concerning your personal data, please direct all inquiries to our contact page at This centralized contact method ensures that your queries are addressed efficiently and effectively, regardless of where our team members are located.

Koho takes your privacy concerns seriously and is dedicated to managing your data transparently and securely. We encourage open communication and welcome any questions, comments, or requests regarding this privacy policy.