Privacy Policy

Kern Ltd Privacy Policy

This privacy policy sets out :
  • what information Kern Limited (“Kern”) collects from you and why; 
  • how Kern uses and protects any information that you give; and
  • how you can access and manage your information.

Kern is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement.

Kern may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 1 May 2018.

If you have any questions about this policy or more generally about our use of your personal information, you may contact us by writing to us at Data Protection, Kern Ltd, 5 Concorde Close, Sopwith Park, Segensworth North, Fareham, Hants. PO15 5RT emailing us at marketing@kern.co.uk data or phoning our Head Office on 01489 565141.

This policy replaces all previous versions and is correct as of 1 May 2018. We reserve the right to change the policy at any time.

What we collect

We may collect the following information:

  • name
  • job title
  • contact information including email
  • addresselectronic identifiers (e.g. IP addresses)
  • demographic information such as postcode
  • other information relevant to customer offers and/or surveys
  • in the case of job applicants, CVs and references relevant to the role that you are applying for

Ordinarily we will be the party collecting your information directly from you. However, there may be situations where this information is obtained by us from third parties. Examples of this would include:

  • in the case of job applicants, from a third party recruitment agency

What we do with the information we gather

We require this information to understand your needs and provide you with a better service. In particular, we require it for the following reasons:

  • internal record keeping and account management purposes (e.g. verifying your identity andfulfilling orders you place)
  • providing you with the product or service you have requested from us
  • monitoring, recording and storing telephone or email communications for the purpose of internaltraining, audit and compliance checking, to improve the quality of our customer service and in order to meet any legal and regulatory requirements
  • improving our products and services
  • contacting you by email, phone or mail for the purpose of account administration and/or processing and fulfilling orders and/or taking payment for such orders
  • customising our website according to your interests
  • reviewing your job application for roles with us and potentially offering you employment as aresult of that review
  • contacting you on the grounds of us having a legitimate interest to do so, if you are a current customer, to periodically send promotional mails or contact you by telephone about new products, special offers or other information which we think you may find interesting using the contact details which you have provided
where you give us your consent to do so, we may:
  • periodically send promotional email messages about new products, special offers or other information which we think you may find interesting using the contact details which you have provided
  • use your information to contact you for market research purposes

Where we have asked for your consent to use your personal information for a particular purpose, this consent may be withdrawn by you at any time. Similarly, where we are using your personal information to fulfil a legitimate interest of ours, you may have a right to object to your personal information being used for a particular purpose (e.g. for direct marketing). Please see the sectionentitled ‘Controlling your personal information’ below.

Website Information

We use programs such as Google Analytics and Lead Forensics and Live Chat to help us find out:

  • How many people visit our websites
  • Which pages and parts of pages are most popular
  • How long people spend in each area of the website
  • What information people are looking for

These insights help us understand what customers want from our website and, consequently, how we can improve the website in the future.

Google Analytics uses cookies to collect non-personally identifiable information like:

  • Browser types
  • Operating systems
  • Third party sites that direct you to us 
  • The time and date of a visit

Lead Forensics generates data which enable us to view how individuals have used our website. This will also generally involve non-personally identifiable information.

What lawful basis we process your information on

We may only process your personal information where we have a lawful basis for processing it. What this lawful basis is will depend on the type of personal information you provide, and where we want to process personal information for a specific purpose not identified in this Privacy Policy we will notify you of this at that time.

Our lawful basis for processing your personal information are as follows:

Processing

Lawful Basis

Internal record keeping Contract
Internal training/audit/compliance Contract
Improving products and services Legitimate Interests 
Account Administration Contract
Customising our website
Legitimate Interests
Reviewing job applications Contract
Direct marketing – current customers*, mail and telephone Legitimate Interests
Direct marketing – current customers*, electronic marketing  Consent
Direct marketing – non-current customers Consent
Market research Consent

In certain circumstances, we may be required to process your personal information in order to comply with a lawful obligation on us. This may be the case, for example, where a statutory or regulatory body requests such information in accordance with their legal powers. We also have a legitimate interest and, on occasion, a legal obligation to disclose personal information to regulatory bodies in certain circumstances, including where we have information about potential criminal acts or security threats, and may disclose information to authorities on this basis.

*If you proactively contact us to enquire about becoming a customer of us, we will treat you as a current customer for the purpose of potentially directly marketing to you on the grounds set out above.

Security

The security of your information is very important to us. As part of our commitment to keeping your data safe, our technical experts maintain physical, electronic and managerial procedures to keep safe the information we collect online.

Only authorised employees and carefully checked agents, contractors and sub-contractors, who provide a particular data processing service for us, are permitted access to your data. These people will only be allowed access to your data for the purposes identified within this Privacy Policy, processing it on our behalf or for IT security and maintenance.

Where a third party is processing your data on our behalf, we will take steps to ensure that such third party gives us commitments that it will process your data in line with EU law. If a third party processing your data on our behalf is located in a non-EU country that does not have data protection

laws equivalent to those in the EU, we will always take appropriate additional steps to ensure that your personal information is kept safe and secure by those processing your data on our behalf. This will generally involve ensuring that such third party agrees to sign up to a formal legal agreement committing such party to comply with standards equivalent to those that would apply where that party to be located within the EU.

How long we hold your information for

The time period for which we keep information varies according to what we use the information for. Unless there is a specific legal requirement for us to keep information, we will keep your information for as long as it is relevant and useful for the purpose for which it was collected.

Where we are using your personal information to send you marketing information we will generally retain that information for marketing purposes for two years from the point of your last order as we understand that you even if you do not buy from us on every occasion, frequently we see repeat purchases from customers in this time period. We will retain your account information for seven years in line with relevant tax and contract requirements. In the case of commercial customers, we may retain personal information relating to such individuals within such customers for a longer period of time depending on the order and contracting cycles of such customers (e.g. if a customer commonly enters into one year deals, we would retain such information for a short period beyond the time when we would expect such agreement to be renewed).

In the case of unsuccessful job applicants, we will generally hold your CV and supporting documentation for period of twelve months from the date of application. If you wish for us to hold your CV for longer and be considered for future roles then please just let us know.

Where you have given consent to us holding data for a particular purpose, that consent may be withdrawn by you at any time. You may withdraw your consent by contacting us by any method that you wish to communicate with us, including e-mail or telephone. Our usual contact details are set out on the first page of this Privacy Policy.

You are entitled to request that we erase your personal information at any time, for example where you cease to be an active customer of ours. Whilst we will generally seek to comply with your request, there will be circumstances where we are entitled to retain such personal information (e.g. in respect of legal claims or to ensure that any activity on your account (e.g. monies owing) may be resolved).

Controlling your personal information

You may choose to restrict or control the collection or use of your personal information in the following ways:

  • whenever you are asked to fill in a form on the website or elsewhere, ensure that you do not tickany box requesting permission to use your personal information for specific purposes (e.g.marketing) or, in the case of ‘opt-out’ consents relating to electronic communications, ensure thatyou un-tick the relevant box
  • if you have previously agreed to us using your personal information for direct marketing or other specific purposes and wish to change your mind
  • if you believe that we are holding personal information which is incorrect, out of date orincomplete and wish for that to be corrected
  • if you wish for your personal information to be erased from our systems

Where you are an active customer of ours, we may direct market to you by post or telephone on the basis that we consider we have a legitimate interest in marketing to you in this way and that it does not substantially impact on your privacy. You have a right to object to this at any time, and may request that we cease to contact you for direct marketing in this manner at any point. We will comply with any such request.

If you want to remove a consent, request that we cease contacting you for direct marketing purposes or request erasure or transfer of your personal information, you may do so at any time by writing to us at Data Protection, Kern Ltd, 5 Concorde Close, Sopwith Park, Segensworth North, Fareham, Hampshire, PO15 5RT, emailing us at marketing@kern.co.uk or phoning our Head Office on 01489 565141.

We will not sell, distribute or lease your personal information to third parties for their control unless we have your permission, need to do so in order to fulfil a contractual obligation to you or are required by law to do so. Where we do seek your permission, we will name the relevant third party at the time we seek such permission from you and any such permission shall be limited to that third party. Please note that we may provide information for processing to certain third parties asoutlined in the section entitled ‘What we do with the information we gather’.

If you believe that any information we are holding on you is incorrect, out of date or incomplete, please write, email or call us as soon as possible, using the details set out above. We will promptly correct any information found to be incorrect. To protect your privacy and security, we will take reasonable steps to verify your identity before granting access or making corrections.

Third Party Links and Cookies

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website (s). Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Use of 'cookies'

1. What are cookies?
Cookies are widely used tiny pieces of software (files) that are installed on a computer or mobile device when an individual visits a website.
Windows Explorer, which is one of the main internet browsers, will usually store these files in a folder called ‘cookies’ in ‘documents and permissions’ on computers running Microsoft Windows.
Cookies allow websites to recognise that a user on an individual computer has previously visited the site. The cookies save some information about that user for when they access the site again in the future.
By using and browsing the [Company Name] website, you consent to cookies being used in accordance with our policy. If you do not consent, you must turn off cookies or refrain from using the site.
Most browsers allow you to turn off cookies. To do this, look at the 'help' menu on your browser. Switching off cookies may restrict your use of the website and/or delay or affect the way in which it operates.
2. What types of cookies are there?
Broadly, there are 4 types of cookie:
Strictly necessary cookies. These are cookies that are essential to make a website work and enable features that users have specifically asked for. These types of cookies are commonly used with e-billing. Without use of cookies, these features of the website could not operate.
Performance cookies. These cookies collect anonymous information about users for the purpose of assessing the performance of a website. Common uses include well-known web analytics tools such as ‘Google Analytics’.
Functionality cookies. These are cookies that automatically remember choices that users have previously made in order to improve their experience next time they visit a website. For example, where users select their preferred settings and layout.
Targeting or Advertising cookies. These cookies are similar to performance cookies, in that they collect information about users’ behaviour. However, this information is used at individual user level to advertise products and services to users on the basis of the behavioural information collected.
3. What cookies does the Kern website use?

1. What are cookies?

Cookies are widely used tiny pieces of software (files) that are installed on a computer or mobile device when an individual visits a website.Windows Explorer, which is one of the main internet browsers, will usually store these files in a folder called ‘cookies’ in ‘documents and permissions’ on computers running Microsoft Windows.Cookies allow websites to recognise that a user on an individual computer has previously visited the site. The cookies save some information about that user for when they access the site again in the future.By using and browsing the Kern website, you consent to cookies being used in accordance with our policy. If you do not consent, you must turn off cookies or refrain from using the site. Most browsers allow you to turn off cookies. To do this, look at the 'help' menu on your browser. Switching off cookies may restrict your use of the website and/or delay or affect the way in which it operates.

2. What types of cookies are there?

Broadly, there are 4 types of cookie:
Strictly necessary cookies. These are cookies that are essential to make a website work and enable features that users have specifically asked for. These types of cookies are commonly used with e-billing. Without use of cookies, these features of the website could not operate.

Performance cookies. These cookies collect anonymous information about users for the purpose of assessing the performance of a website. Common uses include well-known web analytics tools such as ‘Google Analytics’.

Functionality cookies. These are cookies that automatically remember choices that users have previously made in order to improve their experience next time they visit a website. For example, where users select their preferred settings and layout.

Targeting or Advertising cookies. These cookies are similar to performance cookies, in that they collect information about users’ behaviour. However, this information is used at individual user level to advertise products and services to users on the basis of the behavioural information collected.

3. What cookies does the Kern website use?

The table below shows what cookies we use and why. 

Service Cookie Name Description Expiration Time
Google Analytics gtag.js and analytics.js _ga Used to distinguish users. 2 years
_gid Used to distinguish users. 24 hours
_gat Used to throttle request rate. If Google Analytics is deployed via Google Tag Manager, this cookie will be named _dc_gtm_. 1 minute
AMP_TOKEN Contains a token that can be used to retrieve a Client ID from AMP Client ID service. Other possible values indicate opt-out, inflight request or an error retrieving a Client ID from AMP Client ID service. 30 seconds to 1 year
_gac_ Contains campaign related information for the user. If you have linked your Google Analytics and AdWords accounts, AdWords website conversion tags will read this cookie unless you opt-out. 90 days
Google Analytics ga.js __utma Used to distinguish users and sessions. The cookie is created when the javascript library executes and no existing __utma cookies exists. The cookie is updated every time data is sent to Google Analytics. 2 years from set/update
__utmt Used to throttle request rate. 10 minutes
__utmb Used to determine new sessions/visits. The cookie is created when the javascriptlibrary executes and no existing __utmb cookies exists. The cookie is updated every time data is sent to Google Analytics. 30 mins from set/update
__utmc Not used in ga.js. Set for interoperability with urchin.js. Historically, this cookie operated in conjunction with the __utmbcookie to determine whether the user was in a new session/visit. End of browser session
__utmz Stores the traffic source or campaign that explains how the user reached your site. The cookie is created when the javascript library executes and is updated every time data is sent to Google Analytics. 6 months from set/update
__utmv Used to store visitor-level custom variable data. This cookie is created when a developer uses the _setCustomVar method with a visitor level custom variable. This cookie was also used for the deprecated _setVar method. The cookie is updated every time data is sent to Google Analytics. 2 years from set/update
Google Maps NID, OGPC, APISID These cookies are used by Google to store user preferences and information when viewing pages with Google maps on them. From 1 month to 6 months
ASP System ASPSESSIONIDASDQRTAD This cookie contains information that identifies the user and is destroyed when the session expires. Session
Hotjar hjClosedSurveyInvites This cookie is set once a visitor interacts with a Survey invitation modal pop-up. It is used to ensure that the same invite does not re-appear if it has already been shown. 1 Year
_hjDonePolls This cookie is set once a visitor completes a Poll using the Feedback Poll widget. It is used to ensure that the same Poll does not re-appear if it has already been filled in. 1 Year
_hjMinimizedPolls This cookie is set once a visitor minimizes a Feedback Poll widget. It is used to ensure that the widget stays minimized when the visitor navigates through your site. 1 Year
_hjDoneTestersWidgets This cookie is set once a visitor submits their information in the Recruit User Testers widget. It is used to ensure that the same form does not re-appear if it has already been filled in. 1 Year
_hjMinimizedTestersWidgets This cookie is set once a visitor minimizes a Recruit User Testers widget. It is used to ensure that the widget stays minimized when the visitor navigates through your site. 1 Year
_hjDoneSurveys This cookie is set once a visitor completes a survey. It is used to only load the survey content if the visitor hasn't completed the survey yet. 1 Year
_hjIncludedInSample This session cookie is set to let Hotjar know whether that visitor is included in the sample which is used to generate Heatmaps, Funnels, Recordings, etc. 1 Year
_hjShownFeedbackMessage This cookie is set when a visitor minimizes or completes Incoming Feedback. This is done so that the Incoming Feedback will load as minimized immediately if they navigate to another page where it is set to show. 1 Year
  Acgroupswithpersist, Acopendivids These cookies are used to enable some areas of the website to display correctly, such as page elements and the user clicking links. They do not collect personally identifiable information and deleted once the browser is closed. Session
  Cookieconsent_status This cookie enables you to accept our cookie statement once every year. 1 year

Consent

If you continue to use our website we will assume that you are happy to receive all cookies from our website.