Privacy Policy
applies to
KOKA GROUP LTD

Last updated: August 2026

1. Introduction

KOKA GROUP LTD (“KOKA Group”, “we”, “our” or “us”) is committed to protecting your privacy and handling your personal information securely, fairly and responsibly.

This Privacy Policy explains how we collect, use, store and protect your personal data when you visit our website, contact us, request our services, apply for employment, submit your details to KOKA Workforce or otherwise interact with KOKA Group.

This policy applies to KOKA GROUP LTD and its operating divisions, including KOKA Civil Engineering and KOKA Workforce.

2. Who We Are

KOKA GROUP LTD
Company No. 15968292
Registered in England and Wales
Registered office: Flat 12 Graveney Court, Riverside Close, Romford, England, RM1 1EZ
Email: info@kokagroup.co.uk
ICO Registration No: ZB942592

Data Controller: KOKA GROUP LTD is the data controller responsible for personal information collected and processed through this website and in connection with its services.

3. Information We Collect

The information we collect depends on how you interact with us.

3.1 Personal and Contact Information

• Full name
• Email address
• Telephone or mobile number
• Postal address
• Company name
• Job title
• Information included in an enquiry or contact form

3.2 Candidate and Recruitment Information

When you apply for work or register with KOKA Workforce, we may collect:

• Your CV and employment history
• Skills, experience and qualifications
• Professional licences, cards, tickets and certifications
• References and referee contact details
• Right to Work information and identification documents
• National Insurance and payroll information where required
• Availability, preferred roles and work locations
• Employment, placement and timesheet records
• Health and safety information relevant to a role or placement

3.3 Client and Project Information

When you request workforce or civil engineering services, we may collect:

• Business and contact details
• Project, site and workforce requirements
• Quotation and contractual information
• Site addresses and delivery locations
• Correspondence, instructions and project records
• Payment and invoicing information

3.4 Website and Technical Information

When you use our website, certain technical information may be collected automatically, including:

• IP address
• Browser and device type
• Operating system
• Pages visited and time spent on the website
• Referring website or search engine
• Cookie and analytics information

4. How We Collect Your Information

We may collect personal information when you:

• Complete a website form
• Contact us by telephone, email or social media
• Request a quotation or consultation
• Apply for a job or submit your CV
• Register as a candidate or worker
• Enter into a contract with us
• Work on a project or placement arranged by us
• Use or browse our website

We may also receive information from clients, recruitment partners, referees, public records, professional bodies and legally permitted background-checking services.

5. How We Use Your Information

We may use your information to:

• Respond to enquiries and requests
• Prepare quotations and proposals
• Provide civil engineering and workforce services
• Assess job applications and candidate suitability
• Match workers with suitable roles and projects
• Verify qualifications, licences and Right to Work status
• Arrange interviews, assignments and placements
• Manage workers, projects, timesheets and payments
• Communicate with clients, candidates and suppliers
• Maintain health, safety and compliance records
• Process invoices and payments
• Manage contractual and business relationships
• Improve the operation and security of our website
• Prevent fraud, misuse and unlawful activity
• Meet our legal and regulatory obligations

6. Lawful Bases for Processing

Under UK data protection law, we must have a lawful basis for processing personal information. Depending on the circumstances, we may rely on:

• Consent: where you have given us permission to use your information for a specific purpose.
• Contract: where processing is necessary to enter into or perform a contract with you.
• Legal obligation: where we must process information to comply with the law.
• Legitimate interests: where processing is reasonably necessary to operate, manage and protect our business, provided your rights and interests do not override those interests.

6.1 Special Category Information

Where we process special category personal data, such as health information relevant to a worker’s role, safety or workplace requirements, we will only do so where both a lawful basis and an applicable condition under UK data protection law are satisfied.

Depending on the circumstances, this may include processing necessary for employment, social security and social protection law obligations, occupational health purposes, the establishment, exercise or defence of legal claims, or where you have provided explicit consent when appropriate.

7. Recruitment and Workforce Services

When you apply for work or register with KOKA Workforce, we may process your information to assess your suitability and identify relevant employment or placement opportunities.

Where appropriate, and subject to applicable law, we may share relevant candidate information with prospective or existing clients. We will only share information reasonably required for recruitment, placement, onboarding, compliance or site-management purposes.

Providing information does not guarantee employment, an interview or a placement.

8. Civil Engineering Enquiries and Projects

When you contact KOKA Civil Engineering, we may use your information to:

• Assess project requirements
• Prepare estimates, quotations and proposals
• Arrange meetings and site visits
• Plan, manage and deliver contracted works
• Maintain project, commercial and compliance records
• Communicate with clients, contractors and professional advisers

9. Sharing Your Information

We do not sell or rent your personal information.

We may share information where necessary with:

• Clients and prospective clients
• Contractors, subcontractors and site managers
• Recruitment, payroll and workforce partners
• Professional advisers, including accountants and solicitors
• Website, hosting, software and IT service providers
• Insurers, auditors and compliance providers
• Government departments, regulators and law-enforcement authorities
• Other parties where required or permitted by law

We require third parties processing information on our behalf to use it securely and only for the agreed purpose.

10. International Data Transfers

Some of our service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that an appropriate lawful transfer mechanism is in place where required. This may include transfers to countries recognised as providing an adequate level of protection or the use of approved contractual safeguards and other measures required by applicable data protection law.

You may contact us for further information about the safeguards applicable to international transfers of your personal information.

11. Data Security

We use appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss, misuse or destruction.

These measures may include access controls, secure systems, backups, malware protection and staff procedures. However, no internet-based service or data-storage system can be guaranteed to be completely secure.

12. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected and to meet applicable legal, contractual, accounting and reporting requirements.

Different categories of information may be retained for different periods. In determining the appropriate retention period, we consider the nature of the information, the purpose for which it is held, whether an employment, placement, client or contractual relationship remains active, and any applicable legal or regulatory requirements.

Candidate details retained for future employment opportunities will be reviewed periodically and deleted or anonymised when they are no longer required, unless continued retention is required by law or is reasonably necessary in connection with an ongoing employment, placement or contractual relationship.

13. Your Data Protection Rights

Subject to applicable law, you may have the right to:

• Request access to your personal information
• Request correction of inaccurate or incomplete information
• Request erasure of your personal information in certain circumstances
• Request restriction of processing in certain circumstances
• Object to certain processing
• Request portability of certain personal information in certain circumstances
• Withdraw consent at any time where processing relies on consent
• Complain to the Information Commissioner’s Office

To exercise your rights, contact us at info@kokagroup.co.uk. We may need to verify your identity before completing a request.

14. Cookies

Our website may use cookies and similar technologies to operate correctly, remember preferences, understand website usage and improve performance.

Where required, non-essential cookies will only be placed after you have provided consent. You can manage your cookie preferences through our cookie consent controls and through your browser settings.

For more information about the types of cookies we may use and how you can manage them, please see our Cookie Policy.

15. Third-Party Websites

Our website may contain links to websites operated by other organisations. We are not responsible for their content, security or privacy practices. You should read the privacy policy of any external website you visit.

16. Children’s Privacy

Our services are not directed at children. We do not knowingly collect personal information from children through this website, except where legally permitted and appropriately authorised.

17. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, business practices or legal obligations.

The latest version will be published on this page with the revised “Last updated” date.

18. Contact Us

For questions about this Privacy Policy, your personal information or your data protection rights, please contact:

KOKA GROUP LTD
Company No. 15968292
Registered in England and Wales
Registered office: Flat 12 Graveney Court, Riverside Close, Romford, England, RM1 1EZ
ICO Registration No: ZB942592
Email: info@kokagroup.co.uk
Website: www.kokagroup.co.uk

19. Complaints

If you are concerned about how we use your personal information, please contact us first so that we can try to resolve the matter.

You also have the right to make a complaint to the UK Information Commissioner’s Office.