Our Privacy Policy

Introduction

This notice tells you who we are, what information about you we collect and what we do with it. Please read it carefully.

Where we refer to “Kaluza”, “we”, “us” or “our” in this privacy policy we mean Kaluza Limited, a company registered in England and Wales.

This privacy notice supplements other privacy notices and information we give you (and it might be supplemented by these too), but it doesn’t replace any of them.

This Notice applies to the collection and processing of personal data during the operation of this website and in the context of a pre-contractual or contractual business relationship with you or your employer.

Why we are collecting your personal data

We may need to process your personal data as part of operating this website or conducting business. This personal data can relate to customers, partners, suppliers, vendors, candidates, and any other people who we might interact with.

We will process the personal data for one or more of the reasons below.

To pursue business relationships with customers, partners, and others users to fulfil pre-contractual and contractual business relations

  • When you have bought, or intend to buy products or services from Kaluza on behalf of a corporate customer (or partner), or you are associated as the contact person, Kaluza will use your personal data to manage the engagement.
  • In the context of your or your employers use of our products or services, Kaluza may communicate with you by email, contact forms, phone or any other medium to resolve your, a user’s, or a customer’s question or complaint or to investigate suspicious transactions.
  • Within an existing business relationship between you and your employer and Kaluza, we process your personal data to help us understand how satisfied you are with the products and services and understand how we can improve.  

To develop products and services

To the extent permitted by applicable law, Kaluza may process your personal data for internal research, technological demonstration and development, and to help us create, develop, operate, deliver, improve, upgrade or enhance Kaluza products and services. We may process personal data to create anonymised data sets which may then be used to improve our products and services.

To ensure compliance with laws and regulations

Kaluza processes personal data to comply with statutory obligations and to make sure there is an adequate level of technical and organisational security in place. This may mean we use your personal data to ensure we have appropriate identification and authorisation, debugging and auditing. If you come and visit us in the office we may process the data required to perform appropriate access management to protect the security and safety of our locations and assets.

To operate Kaluza internet pages, web-offerings, or other online events

  • If you register for an event, online or in person, of Kaluza, we may share basic participant information (your name, company, and email address) with other participants of the same event to promote the interaction between the participants.
  • Kaluza processes information that relates to your visit to our web offerings to improve your user experience, identify your individual demand and to personalise the way we provide you with the information you are looking for.

Cookies and similar tools

For more information on our use of cookies please visit Our Cookie Policy – Kaluza.

To search for Talent

If you are interested in working at Kaluza please head over to the Kaluza Careers page where you can use the job portal to apply. You can find more information on how Kaluza collects and processes applicant’s data in the Applicant Data Protection Notice.

To offer Kaluza products and services

Kaluza collects and processes personal data for sales and marketing purposes. We aim to keep you updated on upcoming events and Kaluza’s latest products and services. If possible, we may contact you to discuss further your interest in Kaluza services and offerings.

Request feedback, questionnaires and surveys

To the extent allowed by applicable law, Kaluza may contact you for feedback regarding the improvement of the relevant material, product, or service. Kaluza may also invite you to participate in questionnaires and surveys, as well as other research including feedback interviews and observation sessions where we may ask to see how you use our products and services in real life. We will always ask your permission to contact you about surveys and research.

To keep you up to date

If you or your employer already has a business relationship with us we may process your personal data to inform you about our products or services which are similar or related to products and services you or your employer have already purchased or used. We contact you by email or phone only as far as it is allowed by law, or if Kaluza has collected such information in the context of the business relationship. You are entitled to object to Kaluza’s use for this purpose at any time by selecting the opt-out option at the bottom of each marketing related approach.

Personalised content

We may use information about your interactions with us to provide you with more tailored communications that we think you will be interested in. To the extent permitted by law, Kaluza may combine and use such information in an aggregated manner to help us understand your interests and business demands, develop our business insight and marketing strategies, and to create, develop, deliver, and improve our personalised communications with you. It may also be used by Kaluza to display relevant content on Kaluza owned or third-party websites.

What personal data do we process?

We process various types of personal data about the people we interact with when conducting our business or operating our various web presences and other communication channels.

Depending on the individual case this may process the types of personal data listed below:

    • Contact data – First name, last name, email addresses, postal address/location (country, state/province, city), telephone numbers, and your relationship history with Kaluza.
    • Personal data related to the business relationship with Kaluza – Business partners company name, industry, your job title and role, department and function and your company’s relationship history to Kaluza. If you provide a credit card number or bank details to order products or services, Kaluza will collect this information to process your payment for the requested products or services.
  • Compliance related personal data – Date of birth, academic credentials, identity cards or other ID numbers, geolocation, business partner relevant information about e.g., significant litigation or other legal proceedings, and other export control or custom compliance relevant information.
  • Data generated through your use of, or participation in, Kaluza’s internet pages, web, or online offerings –
  • Usage information – information regarding your browser, operating system, or your IP address when you visit Kaluza’s web properties. We also process information regarding your use of our web-offerings, like the pages you visit, the amount of time you spend on a page, the page which has referred you to our page and the links on our sites you select.
      • Registration data – contact data as set out above and other information which you may provide directly to Kaluza if you register for any of Kaluza’s events or other web services.
      • Participation data – Kaluza may process your interactions including its polls, surveys, as well as other research including feedback interviews and observation sessions where we may ask to see how you use our products and services in real life. We will always ask your permission to contact you about surveys and research. Depending on the event and subject to a respective notification of the participants, Kaluza may collect audio and video recordings of the event or session.

Personal data received during an application for a job at Kaluza – Kaluza processed personal data of individuals applying for a job at Kaluza as set out in the Applicant Privacy Notice on the Kaluza Career Page

  • Personal data received by third parties, including publicly available sources – If you or applicable law allows Kaluza to do so, Kaluza may obtain personal data also from third party sources. These third-party sources may include:
  • your employer in the context of its business dealings with Kaluza and/or the OVO Group,
  • third parties you directed to share your personal data with Kaluza,
  • third party sources and publicly available sources like business oriented social networks or information broker.
  • Personal data necessary for customer satisfaction – To the extent permitted by law or based on your consent, we may combine the information we collect either directly or indirectly about specific users to ensure the completeness and correctness of the data and to help us better tailor our interactions with you and determine the information which best serves your respective interest or demand.

How long does Kaluza process my personal data for?

Kaluza processes your personal data only for as long as it is required:

  • to make products and services requested by you or your employer available to you;
  • to comply with statutory obligations to retain personal data,
  • to fulfil Kaluza’s legitimate business purposes,
  • until you revoke a consent, where consent is being relied on, you previously granted to Kaluza to process your personal data.

Who are the recipients of your personal data?

Your personal data may be passed onto the following categories of third parties:

  • Entities of OVO Group: We may share personal information within our group of companies. This will only ever be on a need to know basis and in line with contractual obligations.
  • Third party agents/suppliers or contractors: Bound by obligations of confidentiality, in connection with the processing of your personal information for the purposes described in this Policy. This may include, but is not limited to, IT and communications service providers.
  • Kaluza Partners: This is to be able to provide you with the product or service that you have requested.

What are your data protection rights?

You have a number of legal rights in relation to the personal information that we hold about you and you can exercise your rights by contacting us using the details set out below.

  1. Obtaining information regarding the processing of your personal information and access to the personal information which we hold about you. Please note that there may be circumstances in which we are entitled to refuse requests for access to copies of personal information;
  2. Requesting that we correct your personal information if it is inaccurate or incomplete;
  3. Requesting that we erase your personal information in certain circumstances. Please note that there may be circumstances where you ask us to erase your personal information but we are legally entitled to retain it;
  4. Objecting to, and requesting that we restrict, our processing of your personal information in certain circumstances. Again, there may be circumstances where you object to, or ask us to restrict, our processing of your personal information but we are legally entitled to refuse that request;
  5. In some circumstances, receiving some personal information in a structured, commonly used and machine-readable format, and/or requesting that we transmit those information to a third party where this is technically feasible. Please note that this right only applies to personal information which you have provided to us;
  6. Withdrawing your consent, although in certain circumstances it may be lawful for us to continue processing without your consent if we have another legitimate reason (other than consent) for doing so;
  7. Lodging a complaint with the relevant data protection authority, if you think that any of your rights have been infringed by us.

What are the legal permissions for Kaluza to process personal data?

    • Consent – Kaluza may process your personal data for the specific processing purposes based on your consent.
    • Legitimate Business interest – Where our interest in pursuing these business purposes is legitimate and not outweighed by your personal rights and interests. This includes:
      • To efficiently manage, maintain, perform and operate intelligent and sustainable business operations and processes,
      • serve you with the best possible user experience when using Kaluza’s web services,
      • comply with extraterritorial laws and regulations, or assert or defend itself against legal claims.
    • Pursue business relationships with customers, partners, and others – This includes:
      • To fulfil contractual or pre-contractual obligations and legal requirements
      • if necessary, to maintain our business relationships with you, or
      • a legal permission under other national laws equivalent to any of the above, when applicable.
  • Ensure compliance with laws and regulations
  • To operate Kaluza internet pages, web offering, or other online events – This includes
    • managing web services, including elements like your online account, troubleshooting, support etc.
    • Managing security of our web services and prevent and detect security threats.

International data transfers

As a global group of companies, Kaluza has group affiliates and uses third party service providers also in countries outside the European Economic Area (the “EEA”). Kaluza may transfer your personal data to countries outside the EEA as part of Kaluza’s international business operations. If we transfer personal data from a country in the EU or the EEA to a country outside the EEA and for which the EU Commission has not issued an adequacy decision, Kaluza uses the EU standard contractual clauses to contractually require the data importer to ensure a level of data protection consistent with the one in the EEA to protect your personal data.

Who to contact with questions?

If you have a complaint or concern, please contact us in the first instance so that we can try and resolve the issue.

Data Protection Officer (DPO)

You can email our Data Protection Officer at dataprotection@kaluza.com.

Your Data Protection Regulator

You also have the right to contact your local regulators with any complaints or concerns or seek a judicial remedy before a national court

Information Commissioner’s Office (ICO)

  • Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wimslow, Cheshire SK9 5AF
  • Telephone number: 03031231113
  • Website: ico.org.uk

Comissão Nacional de Proteção de Dados (CNPD)

  • Address: Av. D. Carlos I, 134 – 1.º, 1200-651 Lisboa
  • Telephone Number: +351 21 392 84 00
  • Fax: +351 21 397 68 32
  • Email: geral@cnpd.pt
  • Website: www.cnpd.pt

Office of the Australian Information Commissioner (OAIC)

  • Address: GPO Box 5218, Sydney NSW 2001
  • Telephone Number: 1300 363 992
  • Fax: +61 2 9284 9666
  • Online: https://www.oaic.gov.au/about-us/contact-us
  • Website: https://www.oaic.gov.au/