INTRODUCTION

 

Welcome to Kvatts’s Website & System Privacy Policy.

 

Kvatt respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) or use our system and tell you about your privacy rights and how the law protects you.

 

1.IMPORTANT INFORMATION AND WHO WE ARE

                                                                                                 

PURPOSE OF THIS PRIVACY POLICY

 

This privacy policy aims to give you information on how Kvatt Ltd collects and processes your personal data through your use of this website, including any data you may provide through this website when you sign up to our newsletter.

This website is not intended for children and we do not knowingly collect data relating to children.

 

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

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CONTROLLER

 

Where Kvatt Ltd is the controller and responsible for your personal data (collectively referred to as ” Kvatt”, “we”, “us” or “our” in this privacy policy).

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

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CONTACT DETAILS

 

If you have any questions about this privacy policy or our privacy practices, please contact our data privacy manager via this Email address team@kvatt.com

 

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

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CHANGES TO THE PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES

 

We keep our privacy policy under regular review.

 

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

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THIRD-PARTY LINKS

 

This website (and where relevant our system) may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

 

2.THE DATA WE COLLECT ABOUT YOU

 

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, last name, username (email address) or similar identifier, company and job title.

• Contact Data includes where customer billing address, email address and telephone numbers.

• Financial Data We do not collect financial data, invoices are sent via Quikbooks, and if the payment link is followed data will be stored by Quikbooks in accordance with their policies

• Transaction Data includes details about payments from you and other details of products and services you have purchased from us. (We do not retain this data it is retained by our external provider – currently Quyikbooks where you pay via a payment link)

• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.

• Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.

• Usage Data includes information about how you use our website, products and services.

• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

• Services Data related to reusable packaging where our partners provide customer information to ensure reusable packaging is returned and to improve our services, data could include: customer name, customer email, and the first 4 characters of customer post code for the purposes of providing services and calculating delivery impact data (including delivery distances).

 

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

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IF YOU FAIL TO PROVIDE PERSONAL DATA

 

Where we need to collect personal data by law, or under the terms of a contract (in this context including registration for a free service) we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

 

3.HOW IS YOUR PERSONAL DATA COLLECTED?

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We use different methods to collect data from and about you including through:

 

• Direct interactions. You may give us your Identity and Contact details by filling in web forms or corresponding with us by phone, email or otherwise. This includes personal data you provide when you:

  • apply for our products or services;

  • create an account on our website;

  • subscribe to our service or publications;

  • request marketing to be sent to you;

  • enter a competition, promotion or survey; or

  • give us feedback or contact us.

 

• Automated technologies or interactions. As you interact with our website, other than a random generated cookie for log on purposes we do not automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies[, server logs] and other similar technologies. Although such data may be collected by third party service providers such as Google analytics as referenced below. Please see our cookie policy for further details.

• Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:

 

Technical Data from the following parties:

 

1. Analytics providers such as Google based outside the EU;

2. Search information providers such as Google based outside the EU;

3. Contact Data from providers of technical, payment and delivery services based inside and outside the EU;

4. Services Data from our partners.

 

4.HOW WE USE YOUR PERSONAL DATA

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We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.

• Where we are providing services to you, such as alerts, usually signed up via our website.

• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

• Where we need to comply with a legal obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

 

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

 

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

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Purpose/Activity

 

Type of data

 

Lawful basis for processing including basis of legitimate interest

 

To register you as a new customer whether for a paid or free service

 

1. Identity

2. Contact

 

Performance of a contract with you

 

To process and deliver your order including where relevant:

 

1. Identity

 

1. Contact

2. Transaction

3. Marketing and Communications

4. Process returned reusable packaging

 

1. Performance of a contract with you

2. Necessary for our legitimate interests (to recover debts due to us)

3. Manage payments, fees and charges

4. Collect and recover money owed to us

 

 

 

To manage our relationship with you which will include:

 

1. Notifying you about changes to our terms or privacy policy

2. Asking you to leave a review or take a survey

3. Identity

4. Contact

5. Profile

6. Marketing and Communications

7. Performance of a contract with you

8. Necessary to comply with a legal obligation

9. Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)

 

To enable you to partake in a prize draw, competition or complete a survey

 

1. Identity

2. Contact

3. Profile

4. Usage

5. Marketing and Communications

6. Performance of a contract with you

7. Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)

 

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

 

1. Identity

2. Contact

3. Technical

4. Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

5. Necessary to comply with a legal obligation

 

To deliver relevant website content to you and measure or understand the effectiveness of the service we provide to you

 

1. Identity

2. Contact

3. Profile

4. Usage

5. Marketing and Communications

6. Technical

 

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)

 

To use data analytics to improve our website, products/services, marketing, customer relationships and experiences

 

1. Technical

2. Usage

 

Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and

to inform our marketing strategy)

 

To make suggestions and recommendations to you about goods or services that may be of interest to you

 

1. Identity

2. Contact

3. Technical

4. Usage

5. Profile

6. Marketing and Communications

 

Necessary for our legitimate interests (to develop our products/services and grow our business)

 

 

MARKETING

 

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms. Where you have subscribed for a free alert you may use the unsubscribe button at any time.

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PROMOTIONAL OFFERS FROM US

 

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.

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THIRD-PARTY MARKETING

 

We do not share your data with third parties for marketing purposes. For webinars or similar events that we run with clearly identified partners, if you sign up to the event you are consenting to you have your data shared with that named partner.

 

OPTING OUT

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You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you for free alerts and by contacting us at any time for any other marketing.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, product/service experience or other transactions.

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COOKIES

 

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website or where relevant our system may become inaccessible or not function properly.

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CHANGE OF PURPOSE

 

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

 

5.DISCLOSURES OF YOUR PERSONAL DATA

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We may share your personal data with the parties set out below for the purposes set out in the table (Purposes for which we will use your personal data) above.

 

• Internal Third Parties as set out in the glossary below (“Glossary”).

• External Third Parties as set out in the Glossary.

• Specific third parties such as Google.

• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

 

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

 

6.INTERNATIONAL TRANSFERS

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Many of our external third parties are based outside the EEA so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented either:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.

• Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.

• Where we use providers based in a relevant “privacy shield jurisdictions”, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and that jurisdiction.

 

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

 

7.DATA SECURITY

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We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

 

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

 

8.DATA RETENTION

 

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?

 

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for (for example in respect of customers data will be deleted once reusable packaging has been returned), including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a Complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial (to the extent kept in accordance with this policy) and Transaction Data) for at least six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see your legal rights below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

 

9.YOUR LEGAL RIGHTS

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Under certain circumstances, you have rights under data protection laws in relation to your personal data.

If you wish to exercise any of the rights please contact team@kvatt.com.

 

NO FEE USUALLY REQUIRED

 

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

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WHAT WE MAY NEED FROM YOU

 

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

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TIME LIMIT TO RESPOND

 

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

 

10.GLOSSARY

 

LAWFUL BASIS

 

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

 

THIRD PARTIES

 

INTERNAL THIRD PARTIES

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Other companies in the Kvatt Group (who may be acting as joint controllers or processors and who are based in the USA and provide IT and system administration services and undertake leadership reporting).

 

EXTERNAL THIRD PARTIES

 

• Service providers acting as processors based in the UK and abroad who provide (i) our cloud system (AWS) (ii) our customer relationship management systems ([CRM] or similar) (iii) Cloud based email marketing providers (iii) a third party payment system where we receive minimum information legally possible.

• Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom, and the United States, Singapore and the EEA who provide consultancy, banking, legal, insurance and accounting services.

• HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom to the extent they require reporting of processing activities in certain circumstances.

 

YOUR LEGAL RIGHTS

 

You have the right to:

 

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

• If you want us to establish the data’s accuracy.

• Where our use of the data is unlawful but you do not want us to erase it.

• Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.

• You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

 

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.