The “K” Line Group take privacy seriously and we are committed to protecting it. This policy explains when and why we collect personal information about individuals, how this information is used, the conditions under which it may be disclosed to others and how it is kept secure.
This policy may change from time to time so please check this page occasionally to ensure that you’re happy with any changes. Please see Changes to this policy for more information.
This policy was last updated on 23rd January 2020
1. PERSONAL INFORMATION WE COLLECT AND HOW WE COLLECT IT:
When you use this website, our products or services, the categories of information that we may collect about you and the way in which we collect it are as follows:
Personal information you give to us: This is information about you that you voluntarily give to us by entering information via our website and/or corresponding with us by phone, email or otherwise. This consists of the following categories of information: name, email address, contact telephone number, enquiry details, company name, CV details (if you are applying for a vacancy advertised on our site) and information contained in our correspondence or other communications with you.
Personal information we collect about you: We may automatically collect information about you when you visit our website, such as traffic data, weblogs and other communication data. We may also automatically collect technical information, including the Internet protocol (IP) address used to connect your computer to the Internet and your browser type and version. This information may be collected by cookies placed on our website – please see Cookies for more information.
2. HOW WE USE YOUR PERSONAL INFORMATION
The purposes for which we use your information and the legal basis under data protection laws on which we rely to do this are explained below.
Legitimate interests or that of a third party for the following purposes:
to correspond or communicate with you;
to verify the accuracy of data that we hold about you;
for network and information security in order for us to take steps to protect your information against loss or damage, theft or unauthorised access;
for analysis of our website and how we can make improvements;
to comply with a request from you in connection with the exercise of your rights;
for the management of queries, complaints, or claims; and
for the establishment and defence of our legal rights.
Compliance with a legal obligation: We will use your personal information to comply with our legal obligations: (i) to assist any public authority or criminal investigation body; (ii) to identify you when you contact us; and/or (iii) to verify the accuracy of data we hold about you.
Vital interests: Where we have supplied you with any products, we may use your personal information to contact you if there are any urgent safety notices to communicate to you or where we otherwise reasonably believe that the processing of your personal information will prevent or reduce any potential harm to you. It is in your vital interests for us to use your personal information in this way.
3. OTHERS WHO MAY RECEIVE OR HAVE ACCESS TO YOUR PERSONAL INFORMATION
We may disclose your information to the following third parties:
Our group companies: We may need to disclose your information to other companies within our group in order to effectively respond to your query (either us or our relevant group company will respond to you as appropriate).
Our suppliers and service providers: We may disclose your information to our third party service providers, agents, subcontractors and other organisations for the purposes of providing services to us or directly to you on our behalf. Such third parties may include cloud service providers (such as hosting and email management), IT providers, advertising and marketing agencies, communication fulfilment services and administrative service providers. When we use third party service providers, we only disclose to them any personal information that is necessary for them to provide their service and we have a contract in place that requires them to keep your information secure and not to use it other than in accordance with our specific instructions.
Other ways we may share your data. We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation. We may also transfer your personal information if we’re under a duty to disclose or share it in order to comply with any legal obligation, to report a crime, to enforce or apply the terms of our contracts or to protect the rights, property or safety of our visitors and customers. However, we will always take steps with the aim of ensuring that your privacy rights continue to be protected.
4. WHERE WE STORE YOUR PERSONAL INFORMATION
We have servers located in the UK, JP and the US.
When we store or transfer your personal information to countries located outside of the EEA we will ensure that appropriate safeguards are in place for that transfer and storage as required by applicable data protection laws. This is because some countries outside of the EEA do not have adequate data protection laws equivalent to those in the EEA. Our transfer of your information to the US is safeguarded by EU-US Privacy Shield
5. HOW LONG WE KEEP YOUR PERSONAL INFORMATION FOR
We will not keep your information for longer than is necessary for the purposes for which we collect it unless we believe that the law or other regulation requires us to preserve it.
If you have contacted us with a complaint or query we will store your personal information for as long as is reasonably required to resolve your complaint or query.
The exceptions to the above are where:
we need your personal information to establish, bring or defend legal claims or to comply with a legal or regulatory requirement;
the law requires us to hold your personal information for a longer period, or delete it sooner;
you exercise your right to have the information erased (where it applies) and we do not need to hold it in connection with any of the reasons permitted or required under the law or you exercise your right to require us to retain your personal information for a period longer than our stated retention period (see further Right to restrict processing below); or
in limited cases, the law permits us to keep your personal information indefinitely provided we put certain protections in place.
6. SECURITY AND LINKS TO OTHER SITES
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to our website and any transmission is at your own risk. Once we have received your personal information, we put in place reasonable and appropriate controls to ensure that it remains secure against accidental or unlawful destruction, loss, alteration, or unauthorised access.
Our website may contain links to other websites run by other organisations. This policy does not apply to those other websites‚ so we encourage you to read their privacy statements. We cannot be responsible for the privacy policies and practices of other websites even if you access them using links that we provide. In addition, if you linked to our website from a third party website, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party website and recommend that you check the policy of that third party website.
A cookie is a small file that is placed on your computer by websites that you visit so that it can recognize you during your visit or across multiple visits. A cookie is required to use this site and is used to track visitors’ movements across the site. This cookie is erased when you close your browser.
You have the ability to clear cookies from your computer. Refer to your browser’s Help to manage cookies on your computer.
8. YOUR RIGHTS
You have a number of rights in relation to your personal information under data protection law. In relation to certain rights, we may ask you for information to confirm your identity and, where applicable, to help us to search for your personal information. Except in rare cases, we will respond to you within one month from either (i) the date that we have confirmed your identity or (ii) where we do not need to do this because we already have this information, from the date we received your request.
Accessing your personal information: You have the right to ask for a copy of the information that we hold about you. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.
Correcting and updating your personal information: The accuracy of your information is important to us. If you change your name or address/email address, or you discover that any of the other information we hold is inaccurate or out of date, please let us know.
Withdrawing your consent: Where we rely on your consent as the legal basis for processing your personal information you may withdraw your consent at any time. If you would like to withdraw your consent to receiving any direct marketing to which you previously opted-in please contact us. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.
Objecting to our use of your personal information: Where we rely on our legitimate interests as the legal basis for processing your personal information you may object to us using your information for these purposes. Except for the purposes for which we are sure we can continue to process your personal information, we will temporarily stop processing your personal information in line with your objection until we have investigated the matter. If we agree that your objection is justified in accordance with your rights under data protection laws, we will permanently stop using your data for those purposes. Otherwise we will provide you with our justification as to why we need to continue using your data.
Automated decisions: We don’t make automated decisions about you, however we include this right here for completeness. In certain circumstances, where a controller of your personal information makes an automated decision about you, you may contest the decision made about you based on automated processing.
Erasing your personal information or restricting its processing: In certain circumstances, you may ask for your personal information to be removed from our systems. Unless there is a reason that the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request. You may also ask us to restrict processing your personal information where you believe it is unlawful for us to do so, you have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings. In these situations we may only process your personal information whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company or in connection with legal proceedings.
Transferring your personal information in a structured data file (“data portability”): Where we rely on your consent as the legal basis for processing your personal information or need to process it in connection with your contract you may ask us to provide you with a copy of that information in a structured data file. We will provide this to you electronically in a structured, commonly used and machine readable form, such as a CSV file. You can also ask us to send your personal information directly to another service provider, and we will do so if this is technically possible. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.
Complaining to the UK data protection regulator: You have the right to complain to the Information Commissioner’s Office (ICO) if you are concerned about the way we have processed your personal information. Please visit the ICO’s website for further details. If you have concerns about the way we have handled your personal information, we encourage you to contact us and we will seek to resolve any issues or concerns you may have.
9. CHANGES TO THIS POLICY
We may review this policy from time to time and any changes will be notified to you by posting an updated version on our website and app and/or by contacting you by email. Any changes will take effect 7 days after the date of our email or the date on which we post the modified terms on our website and app, whichever is the earlier. We recommend you regularly check for changes and review this policy whenever you visit our website or use the app. If you do not agree with any aspect of the updated policy you must immediately notify us and cease using our services.
10. CONTACT US
Phone: 0207 382 6500
Post: Data Privacy Committee, “K” Line (Europe) Ltd., 6th Floor, 200 Aldersgate Street, London EC1A 4HD