PRIVACY POLICY

Kudos Innovations Limited ("Kudos", "we", "us" or "our") is a company registered in England and Wales under company number 08642156. Our registered office at 3 and 4 Ashurst Court, London Road, Wheatley, Oxford, Oxfordshire, OX33 1ER.

We are committed to protecting and respecting your privacy.

This privacy policy (together with our terms and conditions of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, or that we obtain from other sources will be processed by us. This includes personal data we use in connection with:

  • use of our website at www.growkudos.com ("our site");
  • provision of our services;
  • when you sign up to our newsletter and
  • when you register with us or otherwise contact us.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting www.growkudos.com you are accepting and consenting to the practices described in this policy.

For the purpose of the data protection laws, we are the data controller and we are registered as a data controller with the Information Commissioner's Office under number ZA243079.

1 BASIS FOR PROCESSING PERSONAL DATA

1.1

Sections 1.2 - 1.9 below explain how and why we process your personal data, as well as the legal basis on which we carry out this processing.

1.2 To enter contracts with you:

Where you ask us to provide services to you (including use of the Kudos service), we will process your personal data so that we can deliver these services to you. Our use of personal data in this way includes sharing your personal data with our employees and other personnel, partner agencies, suppliers and sub-contractors such as credit reference agencies and our partner publishers and institutions. Such processing is necessary for us to be able to enter into and perform the contract for the supply of services you have requested from us and this is the legal basis for such processing. If you do not wish to provide us with your personal data in this way, you will be unable to receive services from us.

1.3 To provide customer services to you:

We may process your personal data in order to provide various supporting customer services to you (such as where you contact us with a question in connection with our services and / or request certain information from us). The legal basis on which we process your personal data in these circumstances is our respective legitimate interests of providing or receiving customer services and communicating with you. If you do not provide us with the personal data we request from you for customer services purposes, we may not be able to fully answer your queries.

1.4 To make our site better:

We may process your personal data in order to provide you with a more tailored user experience. We may also use your personal data to make sure our site is displayed in the most effective way for the device you are using. This processing means that your experience of our site will be more tailored to you, and that the functions you see on our site may differ from someone accessing the same site with a different usage history or browsing habits. We also use various cookies to help us improve our site (more details are set out in section 3), and share your personal data with the third party analytics and search engine providers that assist us in the improvement and optimisation of our site. We will also process personal data for the purposes of making our site more secure, and to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes. The legal basis on which we process personal data in these circumstances is our legitimate interest to provide you with the best customer experience we can, and to ensure that our site is kept secure.

1.5 For marketing purposes:

Where:

1.5.1

you have expressly opted in to receive marketing communications from us, we will process your personal data to provide you with marketing communications in line with the preferences you have provided; or

1.5.2

you have expressly opted in via our site to receive marketing communications from a third party, we will process your personal data by transferring it to the relevant third party, in each case, the legal basis on which we process your personal data is your consent. You are not under any obligation to provide us with your personal data for marketing purposes, and you can withdraw your consent to your personal data being processed in this way at any time by contacting us (please see section 13) or, where relevant, by following the unsubscribe link in every marketing communication you receive from us. If you do choose to withdraw your consent, this will not mean that our processing of your personal data before you withdrew your consent was unlawful.

1.6 If our business is sold:

We will transfer your personal data to a third party:

1.6.1

in the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets (at all times in accordance with all applicable data protection laws); or

1.6.2

if Kudos or substantially all of its assets are acquired by a third party, in which case personal data held by Kudos about its customers will be one of the assets transferred to the purchaser, in each case, the legal basis on which we process your data in these circumstances is our legitimate interest to ensure our business can be continued by a purchaser. If you object to our use of personal data in this way, the relevant seller or buyer of our business may not be able to provide good and/or services to you.

1.7

In certain circumstances we may also need to share your personal data if we are under a duty to disclose or share personal data in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions of use and other agreements; or to protect the rights, property, or safety, of us, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

2 CATEGORIES OF INFORMATION WE COLLECT

2.1

We will collect and process the following personal data about you:

2.2 Information you give us:

This is information about you that you give us when filling in forms on our site or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register to use our site, subscribe to our service, search for a service, participate in discussion boards or other social media functions on our site, enter a competition, promotion, survey, sign up for email alerts or report a problem with our site. The information you give us may include your name, address, e-mail address and phone numbers, financial and credit card information, personal description, photograph, and institution and / or affiliation.

2.3 Information we receive from third parties:

We may receive personal information about authors from third parties such as publishers (including academic institutions) who use our service. We process this personal data on behalf of such third parties. The relevant third party will be responsible for ensuring that they have the necessary consent or other lawful basis for sharing such personal data with us.

2.4 Information we collect from ORCID:

We have integrated our site with ORCID. ORCID provides a persistent digital identifier for individual researchers and contributors; allowing ORCID to send lists of publications claimed on ORCID to Kudos, and allowing Kudos to send a list of claimed publications to ORCID, to update a user's record on each platform. If you choose to connect your Kudos account with your account record on ORCID, we will receive personal data about you from ORCID.

2.5 Information we collect about you:

With regard to each of your visits to our site we will automatically collect the following information :

2.5.1

technical information, including the internet protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, screen resolution, operating system and platform;

2.5.2

information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time); services you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.

2.6 Information we receive from other sources:

We may receive information about you when you use our site. We may also receive information about you if you use any of the other websites we operate or the other services we provide. In this case we will have informed you when we collected that data that it may be shared internally and combined with data collected on this site. We are also working closely with third parties (including, for example, publishers, data partners, other business partners, sub- contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.

2.7

We do not process any special categories of personal data, meaning personal data revealing:

2.7.1

racial or ethnic origin;

2.7.2

political opinions;

2.7.3

religious or philosophical beliefs;

2.7.4

trade union membership;

2.7.5

genetic or biometric data that uniquely identifies you; or

2.7.6

data concerning your health, sex life or sexual orientation.

2.8

We do not collect data relating to criminal convictions or offences or related security measures unless legally obliged to do so.

3 COOKIES

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our site and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie Policy.

4 USES MADE OF THE INFORMATION

4.1

We will combine the information you give to us with information we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).

4.2

If you are an author / researcher, we may share your information and details of your activity with your institution, your funder, the publisher or society that published your research or with other parties that have a relationship with you or your research.

5 DISCLOSURE OF YOUR INFORMATION - ADVERTISERS

In addition to the above, we may share certain information with advertisers and advertising networks that require the data to select and serve relevant adverts to you and others. We do not disclose information about identifiable individuals to our advertisers, but we may provide them with aggregate information about our users (for example, we may inform them that 500 men aged under 30 have clicked on their advertisement on any given day). We may also use such aggregate information to help advertisers reach the kind of audience they want to target (for example, women in SW1). We may make use of the personal data we have collected from you to enable us to comply with our advertisers' wishes by displaying their advertisement to that target audience.

6 WHERE WE STORE YOUR PERSONAL DATA

6.1

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

6.2

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

6.2.1

we will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries;

6.2.2

where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries; and/or

6.2.3

where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US. For further details, see European Commission: EU-US Privacy Shield.

6.3

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

7 SECURITY

7.1

All information you provide to us is stored on secure servers. Any payment transactions will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

7.2

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

8 PERIOD OF STORAGE

8.1

Where we supply services to you, we will retain your data for a period of 6 (six) years after the services are performed, to ensure that we are able to assist you should you have any questions or feedback in relation to our goods and/or services or to protect, or defend our legal rights.

8.2

Where we have processed your personal data to provide you with marketing communications with consent, we may contact you at least every twelve (12) months to ensure you are happy to continue receiving such communications. If you tell us that you no longer wish to receive such communications, your personal data will be removed from our lists.

8.3

Where we have processed your data for any other reason (such as where you have contacted us with a question in connection with our services), subject to section 8.1 and unless otherwise communicated to you, we will retain your data for twelve (12) months.

9 YOUR RIGHT TO OBJECT UNDER DATA PROTECTION LAWS

9.1

You have the right to object to us processing your personal data where we are processing personal data:

9.1.1

based on our legitimate interests (as set out at sections 1.2, 1.3, 1.4 and 1.6 above). If you ask us to stop processing your personal data on this basis, we will stop processing your personal data unless we can demonstrate compelling grounds as to why the processing should continue in accordance with data protection laws; and

9.1.2

for direct marking purposes. If you ask us to stop processing your personal data on this basis, we will stop. In each case please do so by checking certain boxes on the forms we use to collect your data (where appropriate) and / or by making contact with us directly (please see section 13).

10 YOUR OTHER RIGHTS UNDER DATA PROTECTION LAWS

Right of access

10.1

You have the right to receive confirmation as to whether your personal data is being processed by us, as well as various other information relating to our use of your personal data. You also have the right to access your personal data which we are processing. You can exercise this right by making contact with us directly (please see section 13). If you exercise this right before 25 May 2018, your request may be subject to a fee of GBP10 required to meet our costs in providing you with details of the information we hold about you.

Right to rectification

10.2

You have the right to require us to rectify any inaccurate personal data we hold about you. You also have the right to have incomplete personal data we hold about you completed, by providing a supplementary statement to us.

Right to restriction

10.3

You have the right to restrict our processing of your personal data where:

10.3.1

the accuracy of the personal data is being contested by you;

10.3.2

the processing by us of your personal data is unlawful, but you do not want the relevant personal data erased;

10.3.3

we no longer need to process your personal data for the agreed purposes, but you want to preserve your personal data for the establishment, exercise or defence of legal claims; or

10.3.4

we are processing your data on the basis of our legitimate interest (as set out at sections 1.2, 1.3, 1.4 and 1.6 above) and you:

10.3.4.1

object to our processing on the basis of our legitimate interest under section 9.1.1 above; and

10.3.4.2

want processing of the relevant personal data to be restricted until it can be determined whether our legitimate interest overrides their legitimate interest.

10.4

Where any exercise by you of your right to restriction determines that our processing of particular personal data are to be restricted, we will then only process the relevant personal data in accordance with your consent and, in addition, for storage purposes and for the purpose of legal claims.

Right to data portability

10.5

You have the right to receive your personal data in structured, standard machine readable format and the right to transmit such personal data to another controller.

Right to erasure

10.6

You have the right to require we erase your personal data which we are processing where one of the following grounds applies:

10.6.1

the processing is no longer necessary in relation to the purposes for which your personal data was collected or otherwise processed;

10.6.2

our processing of your personal data is based on your consent, you have subsequently withdrawn your consent and there is no other legal ground we can use to process your personal data;

10.6.3

you object to the processing in your personal data as set out in section 9.1.1 above and we have no overriding legitimate interest for our processing;

10.6.4

the personal data have been unlawfully processed; and

10.6.5

the erasure is required for compliance with a law to which we are subject.

10.7

You have the right to lodge a complaint with the Information Commissioner's Office, the supervisory authority for data protection issues in England and Wales.

10.8 Exercising your rights:

You can exercise your rights by making contact with us directly (please see section 13).

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. Our service may also connect you to different websites. If you follow a link to any of these websites, please note that you have left our site and these websites have their own privacy policies. We do not accept any responsibility or liability for these policies or websites. Please check these policies before you submit any personal data to these websites.

12 CHANGES TO OUR PRIVACY POLICY

Any changes we may make to our privacy policy in the future will be posted on this webpage and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

13 CONTACT

Questions, comments and requests regarding this privacy policy are welcomed.

You can contact us by telephoning us at +44 (0)1865 872 527 or by writing to us at Info@GrowKudos.com.

This privacy policy was last updated on 30 Apr 2018