Privacy Policy

1. Who We Are

kfsales LLC is a computer systems design business working in the Professional, Scientific, and Technical Services sector, with a particular focus on computer integrated systems design for material handling fleets and warehouse operations. Our team designs, installs and supports telematics gateways, warehouse control layers, load monitoring sensors, route optimization platforms, maintenance scheduling systems and operator training programmes.

The Company is the controller of the personal information described in this policy, except where we process data on behalf of a client under a written services agreement. In that case the client is the controller and kfsales LLC acts as a processor. The distinction matters because it determines who receives a request about a data record. When in doubt, a visitor can always contact the Company first and we will route the request correctly.

Our yard office is also where project documentation is kept, where integration hardware is configured before delivery and where the administrative records described in this policy are managed.

2. Scope of This Policy

This policy applies to personal information collected through our website, through email and telephone contact, through proposals and contracts, and through the systems we are asked to design, configure and support. It does not apply to information that a client stores in its own independent systems that we have no access to.

The policy also covers the operational data that flows through systems we commissioning on client sites, to the extent that such data contains information about individuals, for example operator identifiers recorded next to a lift event. Where a client chooses to store more information than the system requires, responsibility for the lawfulness of that choice rests with the client.

Sections of this policy that describe website behaviour apply only to visitors of www.kfsales.lat. Sections that describe project and support data apply to clients, their staff and their operators.

3. Information We Collect

We try to collect only what we need. The categories below describe the range of information that may pass through our hands in the normal course of business.

Information provided directly

• Name, job title and organisation name of the person who contacts us.
• Business email address, business telephone number and postal address.
• The content of messages sent through our contact form or by email.
• Billing and purchase order details supplied by a client finance team.
• Project notes, meeting records and site survey observations.

Information generated during a project

• Equipment identifiers, truck classes and site layout descriptions.
• Configuration records for gateways, sensors and control layers.
• Training attendance records for named operators and supervisors.
• Support tickets, fault reports and the history of resolutions.

Information collected automatically

• Standard web server logs including IP address, browser type and requested pages.
• Aggregate visit statistics used to understand which pages are useful.

We do not ask for payment card numbers through our website, and we do not store sensitive categories of personal data such as health records or government identification numbers.

4. Fleet and Warehouse Data

The systems that kfsales LLC designs generate a large volume of operational data. Most of it concerns machines rather than people, but some records can be linked to an individual when a supervisor assigns a task or when a truck is signed out by a named operator.

Examples of operational data include truck position within the yard, engine hours, lift cycle counts, battery state, impact events, load readings from the carriage sensors, task completion times and maintenance histories. We treat this data as confidential business information belonging to the client. We do not sell it, and we do not analyse it for any purpose other than delivering the services described in the client agreement.

Where an operator identifier is recorded, we recommend that clients use a pseudonymous badge number rather than a full name wherever the workflow allows. Our default system configuration supports badge-based identification so that performance discussions can take place without unnecessary personal detail moving through the platform.

5. How Information Is Collected

Information reaches us in several ways. A visitor may complete the contact form on this website, which prepares an email in the visitor own mail programme and sends it to our sales mailbox. A client may send a request for proposal by email or discuss a project on the telephone. During a site survey our engineers take notes and photographs of the building and the equipment.

Systems we commission produce data automatically through vehicle gateways, sensors and control software. This data is transmitted to a platform chosen for the project and is accessible to the client and to the named support engineer. Records of our own access to client systems are kept in a support log so that activity can be reviewed.

We also receive information from referrals, trade events and directory listings where a contact chooses to share business details with us. In each case the information is limited to what is needed to respond to the enquiry.

6. Why We Use Information

We use personal information for the following purposes:

• Responding to enquiries and preparing proposals or estimates.
• Planning, designing and delivering integration projects.
• Configuring hardware and software for a specific client site.
• Providing technical support, maintenance and warranty service.
• Delivering operator and supervisor training and maintaining training records.
• Issuing invoices and managing payment and accounting records.
• Meeting legal, tax and regulatory obligations.
• Improving our own service quality through internal review.
• Informing existing clients about relevant service updates, unless they ask us to stop.

We do not use personal information for automated decision making that produces legal effects, and we do not build advertising profiles from the data we hold.

7. Legal Basis for Processing

Where data protection law requires a legal basis, we rely on one or more of the following: performance of a contract with the client, taking steps at the request of a prospective client before a contract is formed, compliance with a legal obligation, and our legitimate interest in running and improving a professional engineering business.

When we send occasional service updates to existing clients, we rely on legitimate interest and always provide a straightforward way to opt out. Where consent is the appropriate basis, for example for a specific photography request during a site visit, we ask clearly and record the answer.

Clients acting as controllers are responsible for establishing their own legal basis for the processing performed in systems they operate. We provide configuration guidance on data minimisation to support that responsibility.

8. How We Share Information

We share personal information only where there is a clear need. The main situations are:

• With hardware and software suppliers when a fault must be diagnosed under warranty.
• With subcontract engineers working on a specific site, under confidentiality obligations.
• With professional advisers such as accountants and legal counsel.
• With authorities where we are legally required to respond to a lawful request.
• With a successor organisation in the event of a merger or sale of the business, subject to equivalent protection.

We do not sell personal information and we do not rent contact lists. Where a client asks us to coordinate with a third party integrator, we share only the technical details needed for that coordination and confirm the boundary of responsibility in writing.

9. Service Providers

We use a small number of service providers for email, file storage, accounting and website hosting. Each provider is chosen for reliability and security, and each is bound by a written agreement that limits use of the data to the service being provided.

Service providers do not receive client operational data unless the project design requires a hosted platform, in which case the client is informed during the design review and the provider is named in the project documentation. Access to stored data is restricted to named personnel and reviewed periodically.

If a provider is replaced, we remove the old copies and confirm deletion in writing where the contract permits.

10. Data Retention

We keep information only as long as it serves a business or legal purpose. Enquiry messages are usually retained for two years after the last contact so that a future project can be discussed with context. Contract and invoice records are kept for the period required by tax and accounting rules.

Project documentation, including system drawings and configuration records, is retained for the life of the installed system and for a reasonable period afterwards so that later service can be handled correctly. Training records are retained while an operator works on covered equipment and for a short audit period after that.

Operational data collected in client systems is retained according to the client retention policy, which is agreed during system design. Our default recommendations keep detailed event records for twelve months and aggregate summaries for longer periods.

11. Security Measures

Security is a design requirement in every project. We use encrypted connections for remote access to client systems, multi-factor authentication for administrative accounts and role-based permissions so that a technician sees only the systems assigned to them.

Physical records are kept in locked storage at the yard office. Electronic records are held on access-controlled systems with regular backups. Staff receive guidance on password management, phishing awareness and the handling of client information.

Where an incident affects personal information, we follow a documented response procedure that includes containment, assessment, notification to affected clients and, where required, notification to the relevant authority. We will not delay a notification in order to complete internal reviews.

12. Cookies and Similar Technologies

Our website is built as a set of static pages and does not place advertising cookies. The site may use a small number of strictly necessary browser storage entries to remember interface preferences such as an open navigation panel during a visit. These entries do not identify a person.

If we later add a feature that requires a cookie for functionality, we will describe it in this section and provide a suitable choice where the law requires one. Visitors can clear stored data at any time through their browser settings without affecting access to the public pages.

Our systems monitoring tools may record request logs at the hosting level. These logs are used for security and performance purposes and are retained for a short period.

13. Website Analytics

We look at aggregate visitor statistics to understand which pages answer common questions and which pages need clearer writing. The statistics we review are counts of page views, referrers and general device categories. We do not attempt to identify individual visitors from these counts.

Analytics information is not combined with client project data. It is not used to target advertising and it is not shared with advertising networks. If a visitor prefers not to be counted, most browsers offer settings that limit analytics scripts, and the site remains fully usable without them.

14. International Transfers

kfsales LLC operates from the United States. A client or visitor located in another country should understand that information will be processed in the United States, where privacy rules may differ from those in the place of residence.

Where a project requires data to be hosted in a specific region, we discuss the options during the design review and select a hosting arrangement that meets the client requirement. Transfers between our own offices and remote engineers are protected by encrypted connections and access controls.

For clients in jurisdictions with specific transfer requirements, we can provide a written description of the safeguards applied to a project so that the client can complete its own assessment.

15. Your Privacy Rights

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

• Ask whether we hold personal information about you and receive a copy.
• Ask us to correct information that is inaccurate or incomplete.
• Ask us to delete information that is no longer needed for a lawful purpose.
• Object to processing based on legitimate interest.
• Ask for a portable copy of information you provided to us.
• Withdraw consent where consent was the basis for processing.
• Lodge a complaint with a data protection authority in your region.

To exercise a right, write to sales@kfsales.lat with enough detail for us to identify the relevant records. We will respond within thirty days and may ask for reasonable verification of identity. There is no fee for a routine request.

Where kfsales LLC acts as a processor for a client, we will forward the request to that client and assist as required. We will tell you which route applies so that the request does not sit unanswered.

16. Privacy for Children

Our website and services are intended for business users. We do not knowingly collect personal information from anyone under the age of sixteen. If you believe a child has submitted information through this website, please contact us and we will remove the record promptly.

Systems installed in a client workplace are configured for adult operators who have completed the required training. We do not design features that target minors and we do not market our services to children.

17. Marketing Communications

We send occasional project updates, service notes and seasonal scheduling reminders to clients who already work with us. Each message includes a simple way to stop receiving further notes. Stopping marketing messages does not affect essential service communications about an active project or a safety matter.

We do not purchase contact lists. If a business contact is referred to us, we use the details only to respond to the referral and we do not add the person to a general mailing list without a clear request.

18. Third Party Links

Our website may link to equipment manufacturers, standards bodies or other resources that are useful to clients. Those sites operate under their own privacy policies and we are not responsible for their content or their data practices. We recommend reading the policy of any site before submitting personal information.

Links are provided for convenience only and do not imply an endorsement of every product or practice described on the destination site.

19. Changes to This Policy

We review this policy at least once a year and whenever we introduce a significant change to our services or our systems. When a change affects how personal information is used, we update the date at the top of the page and, where the change is material, notify active clients directly.

Older versions are kept on file so that a question about historical practice can be answered accurately. A copy of the current version is always available on this page.

20. How to Contact Us

Questions, requests and complaints about privacy can be sent to the address below. We aim to acknowledge every message within two business days.

This policy was prepared by KF Sales on behalf of kfsales LLC and forms part of the public information published at www.kfsales.lat. It should be read together with our Terms of Service.