Privacy Policy
Who we are
Ryan Stephens, trading as KnockFirst, is the data controller for this service. KnockFirst is a sole-trader business based in Southport, England. Email: ryan@knockfirst.co.uk.
What this policy covers
This policy explains how we use personal data when you visit the KnockFirst website, request an example, join the KnockFirst Conditions pilot, contact us, receive a business introduction from us, or appear in a public planning record used by the service.
Information we use
- Customer and pilot details: your name, work email, company, service specialism, areas of interest, pilot status, delivery history and messages with us.
- Payment records: payment and transaction references where a paid pilot is agreed. A payment provider handles card or bank details; KnockFirst does not receive or store a full card number.
- Business-contact details: a contact's name, role, company, business email or public profile, the source of those details, correspondence and marketing preferences.
- Public planning information: project descriptions, site addresses, decision details, condition wording, published documents, and the names and business roles of applicants or agents where councils publish them.
- Technical and security information: routine server logs, such as request time, page requested and IP address, where our hosting provider records them to deliver and protect the service.
Why we use it
- To provide an example, run the Conditions pilot, manage billing, provide support and honour cancellation requests. Our lawful basis is performance of a contract or taking steps at your request before a contract.
- To keep transaction and tax records and respond to valid legal requests. Our lawful basis is compliance with legal obligations.
- To compile useful planning-condition opportunity research from public records, secure the service, improve matching, prevent duplicate delivery and answer enquiries. Our lawful basis is our legitimate interests in operating and improving a proportionate B2B information service.
- To introduce KnockFirst to relevant business contacts. We use legitimate interests only where electronic-marketing law permits it, and consent where consent is required. Every recipient can object or opt out at any time.
Information needed to provide the service
Your name, work email, company and service interests are needed to prepare and deliver a relevant pilot, and payment details are needed for a paid pilot. If you do not provide them, we cannot provide the service. Receiving optional marketing is never a condition of buying.
Where information comes from
We receive customer details directly from customers. Project and business information comes from public council planning registers, Companies House, business websites and other public business sources. Planning searches may use PlanIt as an index of council records. We link back to the underlying council record wherever practical.
How we handle public planning data
We use planning information in its project and business context. We do not intentionally add private contact details or market to private individuals merely because their name appears on an application. Conditions alerts may identify a professional applicant or planning agent where that route is relevant and present in the public record. You can ask us to correct, restrict or remove personal data associated with you; we will assess the request against the source record and our legal obligations.
Who receives information
Pilot customers receive the planning-condition opportunities selected for their service. This can include a professional applicant or planning agent's name, business role and company where those details are relevant and published in the source record.
We use Render for hosting and storage, Google Workspace for business email, and payment or service-email providers where needed. These suppliers receive only the information needed for their role under their data-protection terms; a payment provider may also act as an independent controller for some payment and fraud-prevention activity. We may disclose information to professional advisers, regulators, courts or public authorities where reasonably necessary or legally required. We do not sell customer or prospect contact details to third parties.
International processing
Some suppliers may process data outside the UK. Where they do, we require an appropriate safeguard recognised by UK data-protection law, such as UK adequacy regulations or approved contractual protections. Contact us if you would like more information about the safeguard used for a particular supplier.
How long we keep it
- Service preferences and delivery history are normally kept while an account is active and for up to 12 months afterwards.
- Order, payment and essential correspondence records may be kept for up to six years, or longer where needed for a tax enquiry or legal claim.
- Unconverted business-prospect records are normally reviewed or deleted within 12 months of the last meaningful contact.
- A minimal suppression record may be kept for as long as necessary to make sure we respect an opt-out.
- Public project data is refreshed as the service updates. Copies already delivered to customers may remain in their records.
Cookies and analytics
KnockFirst does not currently set non-essential analytics or advertising cookies. A payment provider and any external site you visit from a link may use their own cookies under their own privacy information.
Automated matching
Software rules help us filter and rank planning records by condition type, timing and likely service relevance. This does not make a decision about a person that produces legal or similarly significant effects.
Your rights
Depending on the circumstances, you may have rights to access, correct, erase, restrict or receive a copy of your personal data, and to object to its use. You have an absolute right to object to direct marketing. Where we rely on consent, you can withdraw it at any time. These rights can be subject to legal exceptions, including records we must retain.
To exercise a right, email ryan@knockfirst.co.uk. We may need to verify your identity. You can also complain to the Information Commissioner's Office.
Security and changes
We use proportionate technical and organisational measures to protect information, while recognising that no online service can guarantee absolute security. We will update this policy when the service or our legal obligations materially change and will post the new date at the top.