Privacy Policy

Kilburn & Strode respects your privacy and seeks to protect your personal data. The following information describes how we gather and use data. The amount of information we hold on you and how we use it depends on your relationship with Kilburn & Strode and on the services you use, so some of the sections below may not be relevant to you.

  • We keep to a minimum the amount of information we hold about you.

  • We use your data to respond to your enquiries about our services (the lawful basis for this is “legitimate interest”) and to provide our services to you (the lawful basis for this is “Contract”).

  • We delete your data when it is no longer needed.

  • We apply appropriate security mechanisms to protect your personal data.

For the definition of terms used within this Privacy Notice, please refer to the ICO website or look at the General Data Protection Regulation (“GDPR”).

We are happy to answer any questions you have about this Privacy Notice. Contact us via email on

What information Kilburn & Strode collects about you

We collect your name, phone number, email address, IP address, data provided by cookies and other similar technologies, functional data such as registration and system data, as well as additional usage data; for instance, event attendance information. We may obtain this information via direct contact with you, from third parties such as other users and automatically via your use of our services. If you are a registered user of Kilburn & Strode services, Kilburn & Strode also gathers information about your use of our services, such as generic types of data accessed, times and volume of use of the services and Traffic Data from the use of our Website. Traffic Data includes logs, details of networks, data and systems accessed, details of the sender and recipients of messages sent over our services, times and location of log on or access, duration of sessions, clickstream and similar usage or system data. Traffic Data may sometimes be traceable to/related to not just companies but named individuals.


Why Kilburn & Strode need to collect and store personal data

We need to collect specific personal data to provide you with the services you require from us. We use the data to provide you with the best experience from the services we offer, which includes using data to improve and personalise your experiences. We also use the data to communicate with you, for example, informing you about new services available and other types of updates.
We are committed to ensuring that the information we collect and use is appropriate for this purpose and does not constitute an invasion of your privacy.


How Kilburn & Strode stores this information

We are committed to protecting the security of your personal data. We use a variety of security technologies and procedures to help protect your personal data from unauthorised access, use or disclosure. For example, we store the personal data you provide on computer systems that have limited access and are in controlled facilities. Where appropriate, data we transmit over the internet is protected using encryption.


How Kilburn & Strode uses your information

Kilburn & Strode will process – that means collect, store and use – the information you provide in a manner that is compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavor to keep your information accurate and up to date and not keep it for longer than is necessary.

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

We will use the information you provide for the following purposes:

  • Service Improvement

  • Future service enhancement

  • Client Support

  • Security, Safety, and Dispute Resolution

  • Communications and Marketing

We do not sell your personal data to anyone else.
Kilburn & Strode only sends marketing information to those that it believes it has a legitimate business interest to do so. We offer the opportunity for you to receive an e-mail newsletter or other notifications in relation to products being advertised on the Kilburn & Strode website or new services being offered.


How long does Kilburn & Strode retain your data

We retain personal data only for as long as is necessary to provide services and fulfil the transactions you have requested, or for other essential purposes such as complying with our legal obligations and resolving disputes and enforcing our agreements. Actual retention periods can vary significantly for different data types in the context of different products or services.

Kilburn & Strode will use its discretion to ensure that we do not keep records outside of our normal business requirements. The following is a list of our retention periods:



Prospect Marketing

1 year

Client Marketing

2 years in the event of no response

Client File

Minimum 7 years (actual length dependent on type of work)


Duration of employment plus 12 months

Prospect CVs

Duration of vacancy

Applicants progressed to interview

Duration of vacancy plus 3 months

Third Parties

We may pass your personal data on to our service providers who are contracted to Kilburn & Strode in the course of our work with you. Our service providers are obliged to keep your details securely and use them only to fulfil the service they provide you on our behalf. Once your service need has been satisfied or the matter has been closed, they will dispose of the details in line with Kilburn & Strode’s procedures.
We will only pass your personal data onto a third party once we have obtained your consent, unless we are legally required to do so. All other third parties we use – including those who provide email and storage solutions used in our day to day work – are selected for, and monitored on, how they meet the requirements of current UK data protection legislation and the requirements of GDPR. Where this includes storage or processing of information outside of the European Economic Area (EEA), we include checks to ensure that compliance with the appropriate frameworks for exchange of personal data (such as the EU-US Privacy Shield) is in place. Exemptions to the above are where we are asked to provide information as a result of a court order or to recover monies due.


By visiting our website, you agree to the use of cookies and similar technologies for the purposes described in this privacy statement. This helps us to provide you with the best experience and allows certain parts of our website to function properly. You can always adjust your browser or device settings to not accept cookies and similar technologies if this concerns you.

Interception of mail

Kilburn & Strode may intercept emails addressed to individuals within the firm. The reasons we do this are related to security of Kilburn & Strode, its staff and others, for detection and prevention of crime, to identify correct recipients or to make sure mail is dealt with during staff absence. Kilburn & Strode may reject, delay or remove content from emails which have a nature, content or attachments which may disrupt Kilburn & Strode’s systems or which may pose security issues such as viruses.

Kilburn & Strode may also filter out emails which contain certain content on the basis that content is offensive or the email is unwanted or spam. In certain circumstances this may unfortunately result in "innocent" emails being affected, but KILBURN & STRODE does try to reduce such occurrences.


Kilburn & Strode has developed strict policies governing information technology. These cover areas such as access control, authentication, audit, monitoring, alarms, data storage and back up and transmission standards and environment integrity. Kilburn & Strode will use reasonable endeavours to install and have appropriate security measures in place to protect against the loss, misuse or alteration of information that Kilburn & Strode has collected from you. As an additional security precaution, we do not store any credit card details on our website.

Your Rights

You have the right to:

  • Object to us processing your data

  • Have inaccurate data rectified

  • Access the data we keep on you

  • Have the data we keep on you deleted (in some cases)

  • Have the data we keep on you ported elsewhere

We will respond to any request to access or delete your personal data as soon as possible, but certainly within 30 days.

You can opt out of receiving certain direct communications from Kilburn & Strode. If you wish to stop receiving emails from us, you can do so by following the instructions included in every email sent to you via the “Unsubscribe” tab. We respect your choice and will stop sending these to you once you unsubscribe. It may take up to one week to process your request. You can also make your choice by contacting us at


By consenting to this, you are giving us permission to perform those actions.
If changes to the Kilburn & Strode Ltd Data Protection Policy (and hence this Privacy Notice) include any significantly different use of your personal data, we will let you know and give you the option to agree to the new use.

If there are any changes in your details that we need to reflect, you need to check the accuracy of the details that we hold about you, or if you have any other questions about this Privacy Notice, email

Should you feel that you need to complain about how we are handling your personal data, email or use the 'Contact Us' form on our website.

Your ultimate point of contact for all data protection matters in the UK is the Information Commissioner’s Office. See the Contact us page on the ICO website.
Contact: Data Protection Manager
Contact Details:
Company Number OC342299 ICO registration number Z6049893.
Registered Office: Lacon London, 84 Theobalds Road, London WC1X 8NL, United Kingdom