Further notices highlighting certain uses we wish to make of your Personal Data, together with the ability to opt in or out of selected uses, may also be provided to you when we collect Personal Data from you.
The website is not intended for children and minors and we do not knowingly solicit or collect Personal Data from children and minors. As a parent or legal guardian, please do not allow your children to submit Personal Data without your permission. We will not intentionally collect any Personal Data from children under the age of 18. Please contact us if you think that we have collected Personal Data from a child under the age of 18.
- Personal Data we collect
- How we use Personal Data
- How we share Personal Data
- How we transmit, protect and store Personal Data
- Your rights
- Contacting us
- Other Sites
- Additional Rights
1. Personal Data we collect
1.1 We may collect and process the following Personal Data about you:
Personal information ► personal information that you provide to (including publicly available information from institutional/corporate websites), such as when you create a user account, submit a quote request, register for a webinar, access our Knowledge Centre, request to download product or application literature, or submit a question, including your name, telephone number, e-mail address, institution/company and street address;
Your transactions with us ► for purchases of Kaha Sciences products, we collect your itemized spending to prepare your invoice and purchasing history. Because you cannot purchase Kaha Sciences products directly from this website, many transactions are through our authorized distributors listed on our website (https://www.kahasciences.com/contact/);
Our correspondence ► if you contact us, such as when you make a general inquiry, request technical support, or request a quote, we may keep a record of that correspondence;
Survey information ► we may also ask you to complete surveys that we use for research purposes. In such circumstances, we shall collect the information provided in the completed survey, as a summary and remove any identifiable material;
Your use of our website ► details of your visits to our website and information collected through cookies and other tracking technologies including, but not limited to, your IP address and domain name, your browser version and operating system, traffic data, location data, web logs and other communication data, and the resources that you access;
Please note that not all tracking will stop even if you delete cookies.
1.2 We do not collect Personal Data in the following circumstances:
When you merely browse the website ► except as specified in Your use of our website above, we do not collect Personal Data when you are simply browsing the website unless you voluntarily and knowingly provide it to us, for example where you have created a profile and you log-in to a user account.
1.3 We may collect your Personal Data from you directly. We may also collect Personal Data from third parties including agents that place orders on your behalf.
2. How we use Personal Data
2.1 We may use your Personal Data in the following ways.
To provide you with data, publications, videos, and webinars that you request ► to provide you with data and publications that we make available, to register you for webinars that you request, to enable you to see videos and previous webinars, and to facilitate any special requests or assistance that you have asked for.
Use justification: contract performance, legitimate interests (to enable us to perform our obligations and provide services to you);
To complete your purchase ► to provide you a requested quotation and to deliver your orders when you purchase Kaha Sciences products.
Use justification: contract performance, legitimate interests (to enable us to perform our obligations and provide services and products to you);
To customize our services and products to you ► to maintain our standard of customer service and give attention to your individual business needs, we collect and store specific information about you, such as your product purchases and other special requests. For example, if you are a repeat purchaser of telemeters, we may store your Personal Data in our system to serve you better upon your return.
Use justification: legitimate interests (to allow us to provide customized services and products to you);
To provide marketing materials to you ► to provide you with updates and offers, where you have chosen to receive these. We may send you information about Kaha Sciences products by e-mail and, where required by law, we will ask for your consent at the time we collect your Personal Data to conduct any of these types of marketing. Such marketing may consist of periodic contact via e-mail to provide you information about special offers and promotions that may be of interest to you. These communications will relate to offers relating to Kaha Sciences products. We provide you the ability to unsubscribe from all marketing communications. Every time you receive a marketing e-mail, you will be provided with the choice to opt-out of future e-mails by following the instructions provided in the e-mail. You may also opt-out of receiving promotional materials by contacting us as set out in section 6 below.
Use justification: consent (which can be withdrawn at any time – please see paragraph 5.1 below); legitimate interest (to keep you updated with news in relation to our products and services);
For analytics and profiling ► to tailor our marketing to you. In connection with our marketing activities, we analyse information that we collect from customers to determine what offers are most likely to be of interest to different categories of customers in different circumstances and at different times. We call this the creation of “segments”. For example, we may combine Personal Data that we have collected about a customer from an order with our authorized distributor in Japan with Personal Data that we have collected about the same customer from another authorized distributor. Such Personal Data include customer behavioural information such as transaction history, spending pattern, preferences, service requests and interactions with us. From time to time, we will assess the Personal Data that we hold about you in order to assign you to a particular segment. We may use the segment that you have been assigned to in order to tailor our marketing communications to include offers and content that are relevant to you. We may also use this method to avoid sending you offers that are inappropriate or unlikely to be of interest to you. You have the right to opt out of such analysis of your Personal Data that we use to tailor the direct marketing that we send to you, at any time. You can exercise this right by contacting us as set out in section 6 below.
Use justification: consent (which can be withdrawn at any time – please see section 5.2 below), legitimate interests (to enable us to tailor our marketing to you);
To comply with our legal obligations ► to comply with our legal obligations such as financial reporting requirements imposed by our auditors and government authorities, and to cooperate with law enforcement agencies, government authorities, regulators and/or the court in connection with proceedings or investigations anywhere in the world where we are compelled to do so.
Use justification: legal obligation, legal claims, legitimate interests (to cooperate with law enforcement and regulatory authorities);
To improve our services and products ► to assist in developing new services and products and to improve our existing services and products.
Use justification: legitimate interests (to allow us to continuously improve and develop our services);
To help our website function correctly ► to help content from our website get presented in the most effective manner for you and for your computer
Use justification: contract performance, legitimate interests (to allow us to provide you with the content and services on the website);
In connection with any reorganization of our business ► to analyze, enable the analysis of, or affect any proposed sale, merger, asset acquisition, or reorganization of our business.
Use justification: contract performance, legitimate interests (to allow us to continue providing services to you and to allow us to change our business).
3. How we share Personal Data
3.1 We may share your Personal Data in the following ways.
Third party service providers who process Personal Data on our behalf to help us undertake the activities described in section 2 ► we may permit selected third parties such as business partners, suppliers, service providers, agents and contractors to use your Personal Data for the purposes set out in section 2, including mail houses and e-mail service providers that we may engage to send and disseminate promotional materials for Kaha Sciences products, data centre providers that host our servers and third party agents that process mailing, orders, and purchases of on our behalf. These parties are contractually prohibited from using Personal Data for any purpose other than for the purpose specified in their respective contracts and will be subject to obligations to process Personal Data in compliance with the same safeguards that we deploy. We do not permit the sale of Personal Data to entities outside of Kaha Sciences for any use unrelated to our group operations or use of Personal Data by third-party for their own purposes.
Use justification: contract performance; legitimate interests (to enable us to perform our obligations and provide services to you and in respect of postal marketing to keep you updated with news in relation to our products and services); in respect of marketing, consent (which can be withdrawn at any time – please see paragraph 5.1 below);
Law enforcement agencies, government authorities, regulators and the court in order to comply with our legal obligations or to handle incidents/ claims ► we may disclose your Personal Data when required by relevant law or court order, or as requested by other government or law enforcement authorities to assist with proceedings or investigations. Where permitted, we will direct any such request to you or notify you before responding unless to do so would prejudice the prevention or detection of a crime. This also applies when we have reason to believe that disclosing the Personal Data is necessary to obtain legal advice, to identify, investigate, protect, contact, or bring legal action against someone who may be causing interference with our guests, visitors, associates, rights or properties, or to others, whether intentionally or otherwise, or when anyone else could be harmed by such activities.
Use justification: vital interest, legal obligation, legal claims, legitimate interests (to cooperate with law enforcement and regulatory authorities and to ensure that incidents and accidents are handled appropriately and to allow us to assist our customers)
Use justification: contract performance, legitimate interests (to allow us to continue providing services to you and to allow us to change our business)
We note the grounds we use to justify each use of your information next to the use in the How we use Personal Data and How we share Personal Data sections of this policy.
These are the principal legal grounds that justify our use of your Personal Data:
- Consent: where you have specifically consented (or in marketing opted-in) to our use of your Personal Data
- Contract performance: where your Personal Data is necessary to enter into or perform our contract with you.
- Legal obligation: where we need to use your Personal Data to comply with our legal obligations.
- Legitimate interests: where we use your Personal Data to achieve a legitimate interest and our reasons for using it outweigh any prejudice to your data protection rights.
- Legal claims: where your information is necessary for us to defend, prosecute or make a claim against you, us or a third party.
- Vital interest: where we need to process your Personal Data to protect the vital interest
4. How we transmit, protect and store Personal Data
Security over the internet
4.1 It is important to note that all e-mail communication is not secure. There is a risk inherent in the use of e-mail. Please be aware of this when requesting information or sending forms to us by e-mail, for example, from the “Contact Us” section. We recommend that you do not include any sensitive information including credit card details when using e-mail or using any public computers/public WIFI. Our e-mail responses to you may not include any sensitive or confidential information. Please bear in mind that no security system or system of transmitting information over the Internet is guaranteed to be secure.
4.2 You should always close your browsers when you have finished completing a form. Although the session will automatically terminate after a short period of inactivity, it is easier for a third party to gain access to your profile whilst you are logged onto your account and accessing Kaha Sciences data files.
4.3 We treat all Personal Data that you provide to us as confidential information. To prevent Personal Data from unauthorized access or leakage, we have adopted and regularly monitor our group’s security and data privacy policies and procedures. We use SSL protocol – an industry standard for encryption over the Internet, to protect sensitive Personal Data. This ensures that your sensitive Personal Data is encrypted as it travels over the Internet. You will know that you are in a secure mode when the security icon (such as a lock) appears on the computer screen.
4.4 Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential and for complying with any other security procedures that we notify you of. We ask you not to share a password with anyone. We do not store or have access to any passwords associated with an individual’s registration on our website.
4.6 We store certain customer information and purchase details in our operations systems (Salesforce, MRPEasy and Xero). These systems only contain the required amount of personal information to enable Kaha Sciences to provide our products and services. These systems have secured databases stored on a dedicated server/s located in for MRPEasy (Germany), Salesforce (Japan & USA) and Xero (USA). Any Personal Data on our onsite database is hosted on a local server only accessible by username and password. Our server resides behind firewalls to protect any Personal Data collected from you against unauthorized or accidental access. Because laws applicable to personal information vary by country, our business operations may put in place additional measures that vary depending on the applicable legal requirements.
Data transmission across international borders
4.7 As a global company, we endeavour to provide you with the same outstanding service in the European Economic Area, as you would find in Auckland. To achieve this goal, we have established a global network comprised of distributors, trusted service providers, and trained associates around the globe. Although the data protection and other laws of these various countries may not be as comprehensive as those in your own country, Kaha Sciences will take appropriate measures, including contractual clauses, to secure the transfer of your Data to recipients (which may be internal or external to Kaha Sciences) located in a country with a level of protection different from the one existing in the country in which your Data is collected.
4.8 Where your Personal Data may be transferred from inside the European Economic Area (EEA) to a country outside the EEA in which data protection laws may be of a lower standard than in the EEA, Kaha Sciences will impose the same data protection safeguards that we deploy inside the EEA, including the following:
(a) Certain countries outside the EEA have been approved by the European Commission as providing essentially equivalent protections to EEA data protection laws and therefore no additional safeguards are required to export personal information to these jurisdictions.
(b) In countries which have not had these approvals, (see the full list here https://ec.europa.eu/info/strategy/justice-and-fundamental-rights/data-protection_en), we will establish legal grounds justifying such transfer, such as EU Commission-approved model contractual clauses, or other legal grounds permitted by applicable legal requirements. Please contact us as set out in section 6 below if you would like to see a copy of the specific safeguards applied to the export of your personal information.
4.9 Your Personal Data will be stored for the period of time required or permitted by law in the jurisdiction of the operation holding the information (for example certain transaction details and correspondence may be retained until the time limit for claims in respect of the transaction has expired or in order to comply with regulatory requirements regarding the retention of such data). If information is used for two purposes we will retain it until the purpose with the latest period expires, but we will stop using it for the purpose with a shorter period once that period expires.
4.10 Our retention periods are based on business needs and your information that is no longer needed is either irreversibly anonymized (and the anonymized information may be retained) or securely destroyed.
5. Your rights
Opt-out of marketing
5.1 You have the right to ask us not to process your Personal Data for marketing purposes. We will inform you if we intend to use, or disclose to third parties, your Personal Data for such purposes. You can exercise the right at any time by contacting us as set out in section 6 below.
5.2 Subject to various exceptions and data protection laws in your country, you may have the following rights:
(a) Access: you can ask us to provide you with further details on the use we make of your Personal Data and a copy of the Personal Data we hold about you;
(b) Correction: you can ask us to correct any inaccuracies in the Personal Data we hold about you;
(c) Complaint: if you are not satisfied with our use of your Personal Data or our response to any exercise of these rights, you have the right to complain to the data protection authority in your country;
(d) Erasure: you can ask us to delete your Personal Data if we no longer have a lawful ground to use;
(e) Withdrawal of consent: where processing is based on consent (e.g. marketing), you can withdraw your consent to processing so that we stop that particular processing;
(f) Object to processing: you have the right to object to other types of processing (e.g. analytics and profiling activities carried out in relation to your Personal Data), unless our reasons for undertaking that processing outweigh any prejudice to your data protection rights;
(g) Restriction: you can restrict how we use your Personal data, for example, whilst we are verifying the accuracy of your Personal Data or where we are verifying the grounds that use as the basis of holding your Personal Data;
(h) Portability: where technically feasible, you have the right to ask us to transmit the Personal Data that you have provided to us to a third party in a structured, commonly used and machine-readable form.
Updating or modifying information
5.3 We will use reasonable endeavours to ensure that your Personal Data is accurate. In order to assist us with this, you should notify us of any changes to the Personal Data that you have provided to us by updating your details by contacting us as set out in section 6 below.
Notifications in the event of breach
5.4 In the unlikely event of a data breach, we are prepared to follow any laws and regulations which would require us to notify you of the disclosure of private information.
6. Contacting Us
Kaha Sciences Ltd.
Level 1, 70 Symonds Street, Auckland, 1010
Phone: +64 9 923 5144
7.2 WordPress (Kaha Sciences Website)
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
9. Other Sites
9.1 The website or mobile application may contain links to other third-party websites. If you follow a link to any of those third party websites, please note that they have their own privacy policies and that we do not accept any responsibility or liability for their policies or processing of your personal information. Please check these policies before you submit any personal information to such third party websites.
10. Additional Rights
Last Updated: 14 March 2019