Privacy Policy

1. Who we are

This website is operated by Kiantilever Machine LLC ("we", "us", "our"), an engineering company headquartered in the United States. We are the data controller for the personal data described in this policy. For any privacy question, or to exercise your rights, contact us at sales@kiantilevermachine.com.

This policy covers this website, the forms on it, our job application process and the order tracking service. It does not cover other websites that we link to or that link to us.

2. Personal data we collect

We collect only what we need for the purpose in front of us. The data comes from what you type into our forms, from what we record while handling your order, and from a small amount of technical information created when your browser connects to the site.

Contact and quote forms. When you send an enquiry or request a quote we collect:

• your name, company, work email address and, if you give it, your phone number;
• the industry and product you are interested in, if you choose them;
• the project details you write in the message box;
• the page you submitted the form from, and the date and time you gave your consent.

Job applications. When you apply through the Careers page we collect:

• your name, email address and, if you give it, your phone number;
• the role or discipline you are applying for and any message you write;
• your résumé (CV) file, which is PDF, DOC or DOCX and up to 4 MB — see section 5 for how it is handled;
• the date and time you gave your consent.

Orders and order tracking. When we confirm a request as a job, we keep a record that includes:

• your name, company, email address and phone number, and the industry and product concerned;
• an internal description of the work, and a short public summary that appears on your tracking page;
• the job reference, its status and the dated progress updates our team publishes;
• any question you send us about the job through the tracking page, and our reply.

To open the tracking page you enter your job reference and either the access code from your confirmation email or, for older references, the email address you used. We use these only to check that you are entitled to see that order.

Technical information. Automatically, when you use the site:

• your hosting provider handles the technical details of each request, such as your IP address, browser type and the pages requested, in order to deliver the site and keep it secure;
• we briefly use your IP address, in memory only, to limit repeated form submissions from the same connection. It is not saved to our database or written to our logs;
• if the site fails, our error-monitoring service receives technical details of the fault (see section 7). We configure it not to receive the contents of forms, your IP address or cookies;
• your browser stores your cookie choice, and a short-lived cookie is set when you open an order's tracking page (see section 6).

We do not ask for payment card details on this website, we do not run visitor accounts, and we do not use advertising or cross-site tracking technologies. Our own staff sign in to a private administration area; the data kept for that (staff email, a hashed password, and security records of sign-in activity) is used only to run and protect that area.

3. How we use your data and why

Where the GDPR or equivalent law applies, we rely on the following legal bases.

• Responding to your enquiry or quote request, and preparing a proposal: your consent, given by ticking the box on the form, and steps taken at your request before a contract.
• Delivering and managing an order, keeping you informed through the tracking page and email, and answering your questions about it: performance of a contract, and our legitimate interest in running our business and serving our customers.
• Assessing your job application and contacting you about it: your consent, and steps taken at your request.
• Keeping the site secure, preventing abuse and spam, diagnosing faults and improving reliability: our legitimate interests.
• Keeping business and accounting records and meeting legal obligations: legal obligation and legitimate interests.

Every form requires you to confirm that you have read this policy before it can be sent, and we record when you did so. You can withdraw consent at any time by contacting us; this does not affect processing already carried out. We do not use your data for automated decision-making or profiling, and we do not currently use it for marketing.

4. Emails we send

We send email only in connection with something you did on the site:

• to our own team, a notification containing what you submitted, so that we can respond;
• to you, once a request becomes a tracked job, a confirmation containing your reference, a link to your tracking page and your access code;
• to you, if we issue a replacement tracking link, a new link and code (earlier ones stop working);
• to you, a reply to a question you asked through the tracking page.

Your access code works like a password for that one order. Please keep the email private; anyone who has the link or code can view the order's status.

5. How we handle résumés

Your résumé is not stored on the website or in our database. The file is read into memory for the moment it takes to attach it to an email to our recruitment contacts, and is then discarded by the website. What the website keeps is the application record: your details, the role, your message, and the résumé's file name, size, type and whether the email was delivered. The emailed copy is held in our team's email system, and we treat it as personal data in the same way as the rest of the application.

6. Cookies and similar technologies

We keep this to the minimum the site needs. We do not use analytics, advertising or tracking cookies. What the site does store on your device:

• Your cookie choice, saved in your browser's local storage so the banner does not keep reappearing. It stays until you clear your browser data or change it from the "Cookie preferences" link in the footer.
• A tracking cookie (km_track), set only if you successfully open an order's tracking page. It is strictly necessary for that feature, is not readable by scripts, is sent only to our site, and expires after 30 minutes.
• Staff-only cookies, set only when our own team signs in to the administration area. They are never set for ordinary visitors.

More detail, and how to manage cookies in your browser, is in our Cookie Policy.

7. Who we share data with

We do not sell your personal data and we do not share it for advertising. We use a small number of service providers who process data for us, only to run the website and our business, under their own terms and data-protection commitments:

• DigitalOcean — provides the managed PostgreSQL database in which form submissions, job applications and job records are stored.
• Vercel — hosts the website and delivers it to your browser.
• Resend — delivers the emails described in section 4.
• Sentry — receives technical error and performance reports when the site fails. We configure it to exclude form contents, IP addresses and cookies, and we do not use its session-recording features.

Within Kiantilever Machine, access to submissions and job records is limited to staff who need it for their work. We may also disclose personal data to professional advisers, or to authorities, courts or other parties where the law requires it or to protect our legal rights. If the business is reorganised or sold, data may pass to the new owner, who must continue to protect it in line with this policy.

8. When we must disclose personal data

Under certain circumstances we may be required to disclose your personal data if the law requires it, or in response to valid requests from public authorities, such as a court or a government agency.

We may also disclose your personal data in the good-faith belief that this is necessary to:

• comply with a legal obligation;
• protect and defend our rights or property;
• prevent or investigate possible wrongdoing in connection with this website;
• protect the personal safety of users of the website or the public;
• protect against legal liability.

9. International transfers

Kiantilever Machine is headquartered in the United States, and our service providers may process data in the United States and in other countries. If you are in the European Economic Area, the United Kingdom or another region that restricts international transfers, we rely on the safeguards the law allows for those transfers, such as standard contractual clauses, where they apply.

10. How long we keep data

We keep personal data only as long as there is a reason to. Today that works as follows:

• Contact enquiries and quote requests: kept as business records so we can follow up and refer back to them. We do not currently apply an automatic deletion date, and we delete an enquiry on request.
• Job records, their progress history and customer questions: kept as permanent business records of work we have carried out.
• Job applications: we do not currently apply an automatic deletion date. We delete an application, and the emailed copy of the résumé, on request.
• Tracking cookie: 30 minutes.
• Staff sign-in sessions, password-reset tokens and sign-in attempt records: kept for up to 90 days after they end, then removed.
• Emails: held in our team's mailboxes under our own email retention practice.
• Error reports held by our error-monitoring provider: for that provider's standard retention period.

Where a longer period is needed to meet a legal obligation or defend a legal claim, we keep the data for that period.

11. How we protect your data

We use technical and organisational measures that fit the data we hold, including:

• encrypted connections (HTTPS) for the whole site, and a verified encrypted connection to the database;
• a database account for the website that can only add records and update a small number of specific fields. It cannot delete records or change the database's structure;
• tracking access codes and staff session and reset tokens stored only as one-way hashes, and staff passwords stored with a salted, slow password hash;
• tracking and staff cookies that are not readable by scripts and are sent only to our site;
• limits on repeated form submissions and sign-in attempts to resist abuse;
• not keeping résumé files, and excluding form contents from error reports;
• access to the administration area limited to authorised staff, with automatic sign-out after a period of inactivity.

No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we become aware of a personal data breach that affects you and the law requires us to tell you, we will do so.

12. Your rights

Depending on where you live, you may have the right to:

• ask whether we hold personal data about you, and obtain a copy;
• have inaccurate data corrected;
• have your data erased in certain circumstances;
• object to or ask us to restrict certain processing;
• receive the data you gave us in a portable format;
• withdraw consent at any time, without affecting what was done before;
• complain to your local data protection authority.

To exercise a right, email sales@kiantilevermachine.com. We may ask you to confirm your identity, and for an order-related request we may ask for the job reference. We aim to reply within one month. There is normally no charge. Our GDPR Notice explains these rights in more detail.

13. Children

This website is intended for businesses and for people applying for jobs. It is not directed at children, and we do not knowingly collect personal data from children. If you believe a child has sent us personal data, contact us and we will delete it.

14. Links to other websites

This website may contain links to websites that we do not operate. If you click a third-party link you will be taken to that third party's site. We strongly advise you to read the privacy policy of every site you visit.

We have no control over, and accept no responsibility for, the content, privacy policies or practices of any third-party sites or services.

15. Changes to this policy

We will update this policy when our practices change, for example if we add a new service provider or begin using analytics. We will post the revised policy on this page, and changes take effect when they are posted. Please review it from time to time.

16. Contact

Questions about this policy or your personal data can be sent to sales@kiantilevermachine.com.