Terms & Policies
Terms of use
The information contained in this website has been prepared solely for the purpose of providing general information about Kyanmedia Ltd., their partners and the services offered by them.
Whilst every effort has been made to ensure that the information provided is accurate, it does not constitute any form of advice, recommendation, representation, endorsement or arrangement by Kyanmedia Ltd.
The information presented is believed to be reliable but it‘s subject to change at any time without notice. Kyanmedia Ltd. do not guarantee its completeness or accuracy. By accessing this website you agree that Kyanmedia Ltd. will not be liable for any direct, indirect or consequential loss arising from the use of the information and material contained in this website or from your access of other material on the internet via web links from this site.
The copyright in the material contained in this website belongs to Kyanmedia Ltd. Any person may copy any part of this material, subject to the following conditions:
- The material may be used only for non-commercial purposes;
- The copies must retain any copyright or other intellectual property notices contained in the original material;
- The products described in this website may be the subject of other intellectual property rights reserved by Kyanmedia Ltd. or other third parties. No licence is granted in respect of those intellectual property rights;
- Images, pictures, videos, logos and graphics on this site are protected by copyright and may not be reproduced or appropriated in any manner without written permission of their respective owner(s).
Privacy policy
Introduction
Kyanmedia Ltd. (Kyan) takes the confidentiality of personal data seriously. Please contact us on hello@kyan.com if you have any questions or comments on this privacy policy.
Kyan‘s privacy policy sets out the ways it processes personal data. This privacy policy only relates to personal data collected by Kyan via the Kyan website. Any personal data collected by Kyan is used in accordance with data protection legislation.
This privacy policy does not apply to personal data provided to Kyan by any other means or via any other website. Users should be aware that if they provide personal data to other companies, the privacy policies of those companies determine the uses to which that information is put and Kyan‘s privacy policy will no longer apply.
The Data Protection Act 2018 / The General Data Protection Regulation 2018
Kyan‘s website complies with the principles of the Data Protection Act 2018 (and any successor legislation), the General Data Protection Regulation (Regulation (EU) 2016/679) and the Privacy and Electronic Communications Regulations 2003.
Use Made of Personal Information
Personal information provided to Kyan via the Kyan website will be used for the purposes outlined at the time of collection. In addition, personal information may be used for statistical analysis.
Personal data will be collected and processed by Kyan for the following purposes:
- to provide goods and services, including marketing, advertising and promotions, unless a user elects to opt-out of / unsubscribe from receiving such communications.
Kyan may collect and receive the following information:
- Visitors to our website
- Device information: Kyan may collect technical information about the device you are using the Services on, including what type of device it is, what operating system you are using, device settings, application IDs, unique device identifiers, and crash data. Whether Kyan collects some or all of this information often depends on what type of device you are using and its settings.
- Geo-location information: Precise GPS location from mobile devices is collected only with your permission. WiFi and IP addresses received from your browser or device may be used to determine approximate location.
- Contact information: With your permission, any contact information you choose to import is collected for the purposes outlined at the time of collection.
- Billing and other information: For Customers that purchase tickets to any of Kyan‘s corporate events (such as WXG), our corporate affiliates and our third party payment processors may collect and store billing address and credit card information on our behalf.
Your personal details will not be made available to any third parties, other than those outlined above or at the time of data collection.
Consent
By providing personal data to Kyan users consent to the processing of such data by Kyan as described in this privacy policy.
Use of Data For Direct Marketing Purposes
At each point of data collection users are given the opportunity to opt-in to receive future direct marketing material from Kyan. Where users opt-in for such communications, Kyan may provide information on its products, membership services, events, and training and education programmes. If at any time users want Kyan to stop sending such communications they should opt-out of communications by informing Kyan by email or post at
Kyan StudioFriary Court, 13-21 High Street
Guildford
Surrey
GU1 3DG
Verifying, updating and amending your personal information
If, at any time, a user wants to verify, update or amend their personal data they may simply email their request to hello@kyan.com
Verification, updating or amendment of personal data takes place within 30 days of receipt of the request.
Links to Third Party Websites
This privacy policy applies solely to the personal data collected by Kyan and does not apply to third party websites users may access from this website.
Kyan is not responsible for the privacy policies of third party websites. Kyan advises users to read the privacy policies of other websites before registering any personal data.
Security
Kyan holds your personal data in accordance with the security provisions of the Data Protection legislation.
Cookies
You can read more about how Kyan uses cookies here.
Your Rights
If you have any questions about your information, our use of this information, or your rights when it comes to any of the foregoing, contact us at hello@kyan.com.
Under the Data Protection Act 2018, you have rights as an individual which you can exercise in relation to the information Kyan holds about you. You can read more about these rights here.
If you want to make a complaint about the way Kyan has processed your personal information, you can contact the ICO in their capacity as the statutory body which oversees data protection law.
Notification of Changes
Kyan will provide notification of any changes it makes to its privacy policy. If Kyan decides to change its privacy policy, it will post such changes on this page so that you are always aware of how Kyan uses your personal data.
Users have the right to ask Kyan for a copy of the personal data held about them and to request that Kyan correct any inaccuracies in that information.
Environmental policy
Introduction
We are serious about taking responsibility for our impact on the environment and have designed our business to minimise them from the outset. This includes making the most of flexible working opportunities and eliminating as much printing as possible.
We use remote working, have minimised travel for business, provide a Ride to Work scheme and we‘re working on understanding our carbon footprint for our office and remote services.
Environmental Management System (EMS)
To further support this we are implementing an ISO 14001 Environmental Management System (EMS) to ensure that we protect the environment, prevent pollution and fulfil our compliance obligations around our environmental impact. We strive for continual improvement of the EMS to further enhance our environmental performance.
Our Environmental Policy provides the framework for setting environmental objectives and targets. The EMS involves all staff and is monitored by the Leadership Team. This policy and our achievements will be communicated to parties interested in our EMS performance.
Our main environmental objectives are to:
- Minimise our greenhouse gas emissions and offset our unavoidable emissions
- Reduce our energy consumption, improving energy and water efficiency
- Reduce the impact of our transport, by reducing the need to travel and then choosing alternative transport options where feasible
- Minimise our waste and increase recycling where possible
- Develop a Procurement Policy to encourage the use of materials, products and services with a lower environmental impact
- Work with our customers, suppliers, landlord and other contacts to understand their own environmental impacts and assist them to make improvements
Carbon capture and offsetting
Whilst we do everything we can to reduce our carbon footprint we also recognise that a level of emission production is inevitable and unavoidable. To this end we have signed up to a tree planting scheme managed by our carbon capture partners Ecologi. Through this scheme we offset more carbon than we produce and increase our investment every time we take on a new team member. Using the Ecologi service we have been a carbon negative / climate positive workforce since 2019.
More detail around our carbon capture program and the Kyan Ecologi forest can be seen at https://ecologi.com/kyan
Energy saving
Throughout the building lighting is by fluorescent tubes and energy-efficient fittings. Our office is fitted with automatic light detectors, therefore reducing our electricity usage.
Transport
We encourage staff to use public transport whenever possible, so a majority of our business journeys are made by train. Our office is located ten minutes‘ walk from two mainline railway stations.
We offer team members the chance to join our Ride to Work scheme which enables staff to purchase a bike before tax and NI and split the cost over multiple months.
We encourage the use of video conferencing and instant messaging with colleagues and clients, to reduce the need for travel. Avoiding unnecessary journeys improves our efficiency, as well as reducing carbon emissions.
Recycling and reducing waste
We work on a digital-first basis to eliminate unnecessary printing, copies or documentation, making communications more efficient, eliminating paper and ink use as much as possible.
We are actively reviewing our recycling efforts and improving them where possible. Currently the landlord only offers separated cardboard recycling, which we take full advantage of, all other waste is sorted and separated for recycling at the waste plant.
We minimise hazardous waste by using rechargeable batteries, as well as reusing and repairing IT equipment.
Working from home
Staff are empowered to work from home as is appropriate to their roles and we offer assistance to help reduce environmental impact when working from home. Primarily we provide energy-efficient IT equipment, and advise on eco-friendly suppliers for office supplies etc Staff rarely need to print documents at home, and eco-friendly office supplies are provided by the company.
All members of the team are provided with free access to the Giki Zero app (https://zero.giki.earth) which provides practical advice on developing a more sustainable lifestyle, including saving energy and water, low impact purchasing and healthy eating.
Accessibility statement
Kyan strives to provide a friendly and accessible experience to all users.
We want as many people as possible to be able to access the information on both this site and the systems we build. If at any point you find yourself having difficulty using this site or one of our systems then please get in touch; we‘d love to help you access the information you need and see how to improve our sites in the future.
Recognised limitations
While we have strived to make our site accessible, there are some limitations.
Although we will always aim to communicate in as clear manner as we can, some of our blog posts, due to their technical nature will require a reasonable level of technical understanding.
Where third-party software solutions are used, for example hosted videos, we will look to use services that provide a more complete accessibility offering, such as closed captioning.
Customising your browser
It‘s often helpful to customise your browser to help you make the most of this website and the internet in general. The BBC have a good guide at My Web My Way.
Our technical approach
Where possible we follow the guidelines given by the W3C in the WCAG 2.0. We believe these to be the most up to date guidance when it comes to the accessibility of websites and web applications.
All content images used in this site include descriptive alternative text (using alt attributes). Purely decorative graphics include empty alt attributes.
All forms follow a logical tab sequence. Labels are associated with their respective input fields.
Scripting is used on the website to improve usability, but it is possible to browse the website without scripting.
This site uses stylesheets for visual layout. If your browser or browsing device does not support stylesheets at all, the use of structured semantic markup ensures that the content of each page is still readable and clearly structured.
Anti-slavery & human trafficking policy
At Kyan, we are committed to conducting our business with the highest ethical standards and in compliance with all applicable laws. We recognise the importance of protecting human rights and are fully committed to preventing modern slavery and human trafficking in any part of our operations or supply chains. This policy sets out our approach to identifying and addressing modern slavery, human trafficking, forced labor, and child labor.
The Modern Slavery Act 2015 defines slavery and human trafficking as crimes that involve the exploitation of people through coercion, force, or deception. Kyan opposes all forms of modern slavery and will take all necessary steps to ensure that such practices are not present in our business or supply chains.
Scope
This policy applies to all employees, contractors, suppliers, and business partners associated with Kyan. This includes, but is not limited to, our global supply chains, subcontractors, and third-party service providers.
Our Commitment
Compliance with Laws
- e comply with the Modern Slavery Act 2015 and all other relevant national and international laws regarding human rights and labor practices.
- We will not engage in or support any form of modern slavery, human trafficking, or forced labor in any of our operations or supply chains.
Zero-Tolerance Policy
- We operate a zero-tolerance policy towards any form of slavery or human trafficking. Any employee, contractor, or partner found to be involved in these activities will face immediate disciplinary action and, where applicable, be reported to the authorities.
Due Diligence and Risk Assessment
- We conduct regular due diligence on our supply chains and business partners to assess and mitigate any risks related to modern slavery.
- We prioritize transparency and traceability within our supply chains and ensure that modern slavery risks are considered in our procurement and vendor selection processes.
Our Practices and Procedures
Recruitment
- We ensure that all recruitment processes are fair, transparent, and legal. We verify the employment eligibility of all employees and ensure they receive fair pay, benefits, and working conditions.
- We strictly prohibit the use of recruitment agencies that do not adhere to ethical labor practices and only engage with those who can demonstrate compliance with relevant laws and standards.
Supplier and Partner Engagement
- We require that our suppliers, contractors, and partners adhere to ethical labor practices and comply with the principles outlined in this policy. This includes, but is not limited to, prohibiting forced labor, child labor, and human trafficking within their own operations and supply chains.
- We aim to work with suppliers who share our commitment to preventing modern slavery, and we will seek to terminate any relationships with those who fail to comply with our ethical standards.
Supply Chain Monitoring and Audits
- We conduct regular reviews and audits of our supply chains to ensure that modern slavery and human trafficking risks are mitigated. These audits may include assessments of suppliers' policies, practices, and operations, and we expect full cooperation from our partners during this process.
- We may request specific certifications, audit reports, or documentation to confirm our suppliers’ compliance with labor and human rights laws.
Reporting and Accountability
- Any employee or business partner who suspects or identifies instances of modern slavery or human trafficking in our operations or supply chains should immediately report it to their manager or the designated compliance officer.
- We will investigate any reports of slavery or human trafficking thoroughly and ensure appropriate action is taken, including involving the authorities if necessary.
- We guarantee that anyone who raises concerns in good faith will not face retaliation.
Our Expectations of Employees and Partners
- Employees: All employees are expected to familiarise themselves with this policy and adhere to it in their day-to-day work. Any concerns or questions about modern slavery practices should be reported to the Leadership team.
- Suppliers and Contractors: We expect all suppliers, subcontractors, and business partners to comply with the requirements of this policy. We encourage them to review their own supply chains and implement their own anti-slavery measures.
Monitoring and Review
- Internal Monitoring: We will continuously monitor the effectiveness of our Anti-Slavery Policy and related practices. This will include tracking compliance, reviewing due diligence procedures, and assessing any new risks.
- Annual Review: The policy will be reviewed annually to ensure its relevance and effectiveness. Any changes to the policy will be communicated to all employees and relevant stakeholders.
Reporting and Whistleblowing
Employees, suppliers, and other stakeholders can report concerns about modern slavery and human trafficking anonymously through our Whistleblowing Policy. We encourage individuals to raise concerns at the earliest opportunity to prevent harm and take corrective action.
You can contact Piers Palmer via piers@kyan.com
Conclusion
At Kyan, we are committed to the ongoing effort to prevent modern slavery and human trafficking in our operations, supply chains, and communities. By promoting transparency, ethical practices, and continuous improvement, we will contribute to a world free of exploitation and inhuman treatment.
For any further questions or clarifications regarding this policy, please contact Piers Palmer at piers@kyan.com