Karakuri's Privacy Notice

When you apply for a job with us, we need some information about you in order to manage your recruitment process, such as your name, CV, email address, phone number, interview notes and references from previous employers. The legal grounds we rely on for this processing are Article 6(1)(f) of the GDPR - Legitimate Interests.

The information we will collect during the recruitment stage will be stored in Workable, which is the platform we use for recruitment. Workable stores data in the USA; for the transfer of data from the UK and EEA to the USA, they have incorporated EU Commission approved Standard Contractual Clauses (SCCs) in their contracts. You can find out more about Workable, here. We also use the job site Hired, and their privacy policy can be found here. The data may be stored on a Google Drive, including a Google calendar. You can find out more about how Google processes data here.

If you are not shortlisted for an interview, we would like to keep your details on file for 12 months, just in case other opportunities become available. Please let us know if you would not want Karakuri to retain this information.

If you are offered a job with Karakuri, we will retain your data during your employment and remove it in line with our obligations under the law. Otherwise we will keep your data during the interview process and remove it after 12 months.

When you join us as a member of staff, we'll need some information about you, such as your name, date of birth, qualifications, payroll information, P45, pensions information, share options information, ethnicity, next of kin contact details, telephone number, annual leave details, sick leave details and health information and rely on Article 6(1)(b) of the GDPR - Contractual Obligation and Article 6(1)(c) of the GDPR - Legal Obligation for this processing.

We may also collect your responses to any internal surveys and rely on Article 6(1)(f) of the GDPR - Legitimate Interests when doing so.

We use Hibob as our HR system and a secure area of G-Drive. You can find out more about them here. We also use DocuSign for our employment process, and you can read their privacy policy here.

Information about your payroll will also be stored in G-Drive on servers located in the EU. We may also use Google Workspace for conducting employee surveys from time to time. You can find out more about how Google processes data, here.

Our payroll and pensions platform is Harper May. Data may be stored outside the EEA. You can read their privacy policy here. We use Vested for share options. You can view their privacy policy here. Yulife are our life insurance provider and you can find out more about them here. Our health insurance is provided using Vitality and you can read their privacy policy here.

We will retain your HR file, background checks, training records, contracts of employment, salaries information, share option information, life insurance scheme, health insurance scheme and pension scheme records for 6 years after your employment, in line with UK law and business best practice.

We will retain your income tax records for 6 years after your employment. We will retain your immigration checks and information about your working time and absence for 3 years after employment, in line with UK law. Any background check will be retained only until it has been conducted. Any health details will only be retained for the duration of employment. Any survey data will only be retained until the purpose of the survey has been achieved, unless retention is required for record keeping purposes or to explain the outcome of the survey.

When you join us as a customer, we'll need some information about you, such as your name, email address, contact details, payment details, and social media publicly available data and we will rely on Article 6(1)(b) of the GDPR - Contractual Obligation and Article 6(1)(f) of the GDPR - Legitimate Interest for this processing.

We may also occasionally take photographs during a site visit and rely on Article 6(1)(a) of the GDPR - Consent when doing so.

We use Copper as our Customer Relationship Management platform. You can find out more about them here. We also use Mailchimp and G-Drive for our customer communication. You can read Mailchimp’s privacy policy here and Google’s privacy policy here.

We use Xero for our customer payment platform. You can find out more about them here.

Our custom ordering app uses Stripe as the payment platform. You can find out more about them here. We may also store information on AWS, and their privacy policy can be read here. For both the ordering app and site visits we also use the Confluence platform and you can read their privacy policy here.

We will retain customer records for 6 years in line with UK law.

When you join us as a supplier, we'll need some information about you, such as your name, email address, contact details, financial details, we will rely on Article 6(1)(b) of the GDPR - Contractual Obligation for this processing.

We use Dext, Approval Max, Xero for processing invoices and purchase orders, and Sillicon Valley Bank as a payment platform. You can read more about Dext here. You can read the Approval Max privacy policy here, you can read about Xero here and Sillicon Valley Bank privacy policy here.

We will retain supplier records for 6 years in line with UK law.

When you use our website, the cookies can be stored on your device are either first party cookies, which are placed and read by us directly while you are using our website or third party cookies, which are set by other third parties we have partnered with.

Below is a list of the cookies we use and the purposes for which they are used:

You can choose not to store Non-essential cookies on your computer when you visit our website, or you can adjust your browser settings to prevent cookies from being saved on your computer. You can find information about how to manage Cookies in the most commonly used browsers at the following addresses: