Karakuri's Privacy Notice
Karakuri's Privacy Notice

Karakuri's Privacy Notice

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Last updated on 28/03/2022

Karakuri - The Future of Food.

❓ What is this notice all about?

We want to be completely transparent about how we collect and use your personal data and this privacy notice exists to tell you exactly how we do this.

This notice applies wherever we decide why and how we process personal data (and therefore act as a Data Controller under data protection law). It covers the personal data we process when you use our services.

Our privacy notice tells you the journey of your personal data from the moment it enters our systems up until it's time for us to say "goodbye 👋", as well as the various stops it makes along the way.

📮 Our contact details

Address: Karakuri Ltd, Unit 2, Hammersmith Studios, 55a Yeldham Road, London, W6 8JF

👇 The different ways we process personal data

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When you apply for a job with us
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🗂️ What personal data do we collect, why do we collect it, and what legal basis do we rely on?
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Personal data is anything that can identify an individual, either on its own or through combining it with other factors that could eventually identify an individual.

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.

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🗺️ Where do we store it?

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.

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⏲️ How long do we keep it for?

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.

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When you join Karakuri as an employee
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🗂️ What personal data do we collect, why do we collect it, and what legal basis do we rely on?
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Personal data is anything that can identify an individual, either on its own or through combining it with other factors that could eventually identify an individual.

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.

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🗺️ Where do we store it?

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.

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⏲️ How long do we keep it for?

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.

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When you become a customer of Karakuri
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🗂️ What personal data do we collect, why do we collect it, and what legal basis do we rely on?
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Personal data is anything that can identify an individual, either on its own or through combining it with other factors that could eventually identify an individual.

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.

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🗺️ Where do we store it?

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.

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⏲️ How long do we keep it for?

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

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When you become a supplier of Karakuri
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🗂️ What personal data do we collect, why do we collect it, and what legal basis do we rely on?
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Personal data is anything that can identify an individual, either on its own or through combining it with other factors that could eventually identify an individual.

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.

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🗺️ Where do we store it?

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.

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⏲️ How long do we keep it for?

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

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When you visit our website

Our website uses cookies and other similar technologies of which you should be aware.

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🗂️ What cookies do we collect, why do we collect them, and what legal basis do we rely on?
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Cookies are text files placed on your hard drive by a web page server when you visit a website and are saved in your browser's history. They allow the website to recognise your device and store some information about your preferences or past actions. Cookies cannot be used to run programs or deliver viruses to your computer; they are uniquely assigned to you and can only be read by a web server in the domain that issued the cookie.

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:

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Essential cookies
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These are essential to the operation of our website and are integral to the functioning of our Website, therefore they cannot be removed.
Name
Provider
Purpose
Expiry
Type
sharethis_cookie_test
This cookie determines whether the browser accepts cookies.
Session
HTTP Cookie
CookieConsent
Stores the user's cookie consent state for the current domain
1 year
HTTP Cookie
csrftoken
Helps prevent Cross-Site Request Forgery (CSRF) attacks.
1 year
HTTP Cookie
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Non-essential cookies
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These cookies are additional to the the performance of our Website and help us improve the service we provide to you.
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Statistical cookies

These cookies generate statistical data to help website owners understand how visitors interact with websites by collecting and reporting information anonymously.

Name
Provider
Purpose
Expiry
Type
_ga
Registers a unique ID that is used to generate statistical data on how the visitor uses the website.
2 years
HTTP Cookie
_gat
Used by Google Analytics to throttle request rate
1 day
HTTP Cookie
_gid
Registers a unique ID that is used to generate statistical data on how the visitor uses the website.
1 day
HTTP Cookie

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:

📜 What are your rights?

Your personal data is yours and you have rights in relation to it granted by the UK GDPR, which include:

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📮 The right to be informed

You have the right to be informed about the collection and use of your personal data, the purposes for processing, retention periods for that personal data and who it will be shared with. We have set this information out in this privacy notice.

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🗝️ The right of access

You have the right to ask us for copies of the data we hold about you. If you ask us, we’ll confirm whether we’re processing your personal information and, if so, provide you with a copy of that personal information.

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⛔ The right to object

You have the right to ask us to stop processing your personal information in some circumstances, such as when we are relying on our own (or someone else’s) legitimate interests to process your personal information, when we are processing your personal information for direct marketing or when we are processing your personal information for research.

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📝 The right to rectification

You have the right to ask us to rectify the personal information you think is inaccurate or to complete information you think is incomplete. When you ask us to rectify your information, if we’ve shared your personal information with others, we’ll let them know about the rectification where possible.

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🧽 The right to erasure

You have the right to ask us to erase your personal information, in some circumstances, such as where we no longer need it or you withdraw your consent (where applicable).

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🚫 The right to restrict processing

You have the right to ask us to restrict the processing of your personal information for a period of time in some circumstances, such as where you contest the accuracy of that personal information or object to us processing it. This right is separate from the right to object and will only stop us from using your personal information further, not from processing it. If we’ve shared your personal information with others, we’ll let them know about the restriction where possible.

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✈️ The right to data portability

You have the right to ask that we transfer the personal information you gave us to another organisation, or to someone else, in some circumstances.

You don't have to pay anything in order to exercise your rights. Please contact us by sending an email to enquiries@karakuri.com if you wish to make a request under your rights; we will respond to any requests within a calendar month to get back to you with a response.

💔 How you can complain

If you have any concerns about our use of your personal information, please let us know by:

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Emailing us at enquiries@karakuri.com, or
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Writing to us at Karakuri Ltd, Unit 2, Hammersmith Studios, 55a Yeldham Road, London, W6 8JF

If you are not satisfied with our response or you are unhappy with how we have used your data, you can complain to the Information Commissioner's Office (ICO). You can find the ICO contact details below:

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ICO Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Helpline number: 0303 123 1113.
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