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Privacy policy
Last updated: May 6, 2026
Kaia Kini Limited, trading as Kaia Kini, operates this store and website, including all related information, content, features, tools, products and services, in order to provide you with our online shopping experience.
This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you visit our website, use our services, make a purchase, sign up to our mailing list, join our waitlist, contact us, or otherwise interact with us.
For the purpose of applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018, Kaia Kini Limited is the data controller of your personal information.
Please read this Privacy Policy carefully. By using or accessing our website and services, you acknowledge that you have read and understood this Privacy Policy.
If there is a conflict between our Terms of Service and this Privacy Policy, this Privacy Policy applies in relation to the collection, use, storage, sharing, and protection of your personal information.
1. Personal Information We Collect or Process
When we use the term “personal information”, we mean information that identifies you or can reasonably be linked to you.
Depending on how you interact with us, we may collect or process the following categories of personal information:
Contact details, including your name, billing address, shipping address, email address, and phone number where provided.
Order and transaction information, including the products you view, add to your basket, purchase, return, exchange, cancel, or enquire about, as well as your order history and transaction details.
Payment information, including payment method details, payment confirmation, billing information, and related transaction information. Payment card details are processed by our payment providers and are not stored directly by us.
Account information, including your account login details, preferences, settings, saved information, and customer account activity.
Communications with us, including information you provide when you contact us by email, through contact forms, through customer support, or through social media.
Marketing and preferences information, including your email marketing preferences, waitlist sign-up details, consent records, product interests, and communication preferences.
Device and technical information, including your IP address, browser type, device type, operating system, network information, unique identifiers, and similar technical information.
Usage information, including information about how you interact with our website, such as pages viewed, products viewed, links clicked, items added to basket, abandoned checkout activity, and other website activity.
Analytics and advertising information, including information collected through cookies, pixels, tags, and similar technologies used to measure website performance, understand customer behaviour, and support advertising.
2. How We Collect Personal Information
We may collect personal information from the following sources:
Directly from you, including when you place an order, create an account, sign up to our mailing list or waitlist, contact us, complete a form, request a return, or otherwise provide information to us.
Automatically through our website, including through cookies, pixels, tags, server logs, and similar technologies when you visit or use our website.
From Shopify and other service providers, including ecommerce, checkout, payment, analytics, marketing, fulfilment, shipping, returns, and customer support providers.
From marketing and analytics partners, including platforms used to measure website performance, understand customer behaviour, and deliver or measure advertising.
From social media platforms or third-party services, where you interact with us through those platforms or use integrations connected to our website.
3. How We Use Your Personal Information
We use your personal information for the following purposes:
Providing our website, products, and services - We use your personal information to operate our website, process orders, take payment, confirm purchases, arrange shipping, provide order updates, process returns and exchanges, manage customer accounts, respond to enquiries, and provide customer support.
Personalising and improving your shopping experience - We may use your personal information to remember your preferences, understand how customers use our website, improve our products and services, recommend products, and provide a more tailored shopping experience.
Marketing and advertising
We may use your personal information to send marketing emails, waitlist updates, launch emails, promotional communications, and other brand communications where permitted by law.
We may also use your personal information to show or measure advertising on our website or on third-party platforms, including through analytics and advertising tools such as Meta, TikTok, Pinterest, Google, or similar platforms where used.
You can unsubscribe from marketing emails at any time by using the unsubscribe link in our emails or by contacting us.
Security and fraud prevention
We use personal information to protect our website, customers, business, and service providers, including to detect, investigate, prevent, or respond to fraud, unauthorised activity, security incidents, or other unlawful or harmful activity.
Legal and compliance purposes
We use personal information where necessary to comply with legal obligations, respond to lawful requests, maintain business records, resolve disputes, enforce our terms and policies, and protect our legal rights.
4. Lawful Bases for Processing
Where UK GDPR or EU GDPR applies, we rely on one or more lawful bases to process your personal information. The ICO states that organisations should explain the lawful basis they rely on when collecting and using personal data.
We may rely on the following lawful bases:
Contract — where processing is necessary to provide products or services to you, process your order, take payment, arrange delivery, provide customer support, process returns or exchanges, or manage your customer account.
Consent — where you have given us consent, such as signing up to marketing emails, accepting certain cookies, or allowing certain analytics or advertising technologies where consent is required.
Legal obligation — where processing is necessary for us to comply with legal obligations, such as tax, accounting, consumer protection, product safety, fraud prevention, or responding to lawful requests.
Legitimate interests — where processing is necessary for our legitimate business interests and your rights do not override those interests. This may include operating and improving our website, understanding customer behaviour, preventing fraud, securing our systems, managing customer relationships, handling business administration, and measuring or improving marketing effectiveness.
You have the right to withdraw consent at any time where we rely on consent. Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.
5. How We Share Personal Information
We may share personal information with third parties where necessary for the purposes described in this Privacy Policy.
This may include sharing information:
With Shopify, which hosts our online store and provides ecommerce, checkout, customer account, payment-related, analytics, and other services that help us operate our store.
With payment providers, to process payments, refunds, fraud checks, and payment-related services.
With fulfilment, delivery, courier, and returns providers, to ship orders, provide tracking, process returns, and resolve delivery issues.
With email marketing and customer communication providers, including Klaviyo where used, to send marketing emails, waitlist updates, launch emails, customer communications, and related messages where permitted by law.
With analytics and advertising partners, including services such as Meta, TikTok, Pinterest, Google, or similar platforms where used, to measure website performance, understand customer behaviour, and deliver or measure advertising.
With IT, hosting, cloud storage, security, data analytics, and business service providers, where necessary to operate, secure, maintain, and improve our business and services.
With customer support, reviews, loyalty, referral, or returns providers, where we use such tools to provide customer service, collect reviews, manage loyalty or referral programmes, or process returns and exchanges.
With professional advisers, including accountants, legal advisers, insurers, and business advisers where necessary.
With authorities, regulators, law enforcement, courts, or other third parties, where required by law, legal process, or to protect our rights, customers, business, or others.
In connection with a business transaction, such as a merger, acquisition, financing, restructuring, sale of assets, insolvency, or transfer of all or part of our business.
We do not sell your personal information in the ordinary meaning of the word “sell”.
6. Relationship with Shopify
Our store is hosted by Shopify.
Shopify collects and processes personal information about your access to and use of our website and checkout in order to provide, secure, improve, and support the ecommerce services used by our store.
Information you submit through our website may be transmitted to and shared with Shopify and other third parties that may be located in countries outside the country where you live.
Shopify may also process certain personal information independently, including where Shopify provides enhanced features, fraud prevention, analytics, checkout, or other platform services. In those circumstances, Shopify may be responsible for responding to certain requests relating to Shopify’s own use of your personal information.
To learn more about how Shopify uses personal information and any rights you may have in relation to Shopify’s processing, you can visit Shopify’s Consumer Privacy Policy and Shopify Privacy Portal.
7. Cookies and Similar Technologies
We use cookies, pixels, tags, and similar technologies to operate our website, remember your preferences, analyse website performance, understand customer behaviour, support advertising, and improve your shopping experience.
Some cookies are necessary for our website and checkout to work. Other cookies and similar technologies may be used for analytics, personalisation, and advertising.
You can manage your cookie preferences through the cookie tools available on our website where provided.
More information about the cookies and similar technologies we use will be available in our separate Cookie Policy.
The ICO advises that privacy and cookie information should clearly explain how information is collected and used, including where cookies and similar technologies are involved.
8. Third-Party Websites and Links
Our website may contain links to websites, platforms, or services operated by third parties.
If you follow links to websites or services that are not operated or controlled by us, you should review their privacy policies, cookie policies, and terms before providing personal information.
We are not responsible for the privacy, security, accuracy, content, or practices of third-party websites or services.
9. Children’s Data
Our website and services are not intended for children.
We do not knowingly collect personal information from children under the age of 13, or under the age of majority in their country or region where a higher age applies.
If you are a parent or guardian and believe that a child has provided us with personal information, please contact us using the details below and we will take appropriate steps to delete the information where required.
10. Security of Your Information
We take reasonable technical and organisational measures to protect personal information.
However, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee perfect security.
You should avoid sending sensitive or confidential information to us through insecure channels.
11. How Long We Keep Your Information
We keep personal information for as long as necessary for the purposes described in this Privacy Policy, including to provide our services, maintain business records, comply with legal obligations, resolve disputes, enforce agreements, prevent fraud, and protect our rights.
The length of time we keep personal information depends on the type of information and the reason we collected it.
For example, we may keep order and transaction records for as long as required for tax, accounting, legal, and business record purposes. We may keep marketing information until you unsubscribe or withdraw consent, unless we need to keep limited information to record your preferences or suppression status.
12. International Transfers
We may transfer, store, and process your personal information outside the country where you live, including in the United Kingdom, the European Economic Area, the United States, Canada, and other countries where our service providers operate.
Where we transfer personal information outside the United Kingdom or European Economic Area, we will rely on appropriate safeguards where required by law, such as adequacy regulations, adequacy decisions, the UK International Data Transfer Agreement, the UK Addendum to the European Commission’s Standard Contractual Clauses, the European Commission’s Standard Contractual Clauses, or other recognised transfer mechanisms.
13. Your Rights and Choices
Depending on where you live, you may have rights in relation to your personal information. These rights are not absolute and may only apply in certain circumstances.
Your rights may include:
Right of access — you may have the right to request a copy of the personal information we hold about you.
Right to rectification — you may have the right to ask us to correct inaccurate or incomplete personal information.
Right to erasure — you may have the right to ask us to delete personal information in certain circumstances.
Right to restriction — you may have the right to ask us to restrict how we use your personal information in certain circumstances.
Right to object — you may have the right to object to certain processing, including processing based on legitimate interests or direct marketing.
Right to data portability — you may have the right to receive certain personal information in a portable format or ask us to transfer it to another organisation.
Right to withdraw consent — where we rely on consent, you may withdraw that consent at any time.
Right to complain — you may have the right to complain to a data protection authority.
To exercise your rights, please contact us using the details in the Contact section below.
We may need to verify your identity before responding to a request. We will respond to requests within the time required by applicable law.
You can also learn more about rights relating to Shopify’s processing by visiting Shopify’s privacy resources.
14. Marketing Communications
If you sign up to our mailing list, waitlist, launch updates, or marketing communications, we may send you emails about Kaia Kini products, launches, promotions, offers, content, and updates.
We may use Klaviyo or similar email marketing platforms to manage our mailing list, send emails, measure email performance, and understand engagement.
You can unsubscribe from marketing emails at any time by clicking the unsubscribe link in our emails or by contacting us.
Even if you unsubscribe from marketing communications, we may still send you service or transactional messages, such as order confirmations, shipping updates, account notifications, returns updates, or customer support messages.
15. Complaints
If you have a complaint about how we process your personal information, please contact us first using the details below so we can try to resolve the issue.
If you are in the United Kingdom and are not satisfied with our response, you may have the right to complain to the Information Commissioner’s Office.
If you are in the European Economic Area, you may have the right to complain to your local data protection supervisory authority.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, website, services, tools, legal obligations, or privacy practices.
When we update this Privacy Policy, we will post the revised version on this page and update the “Last updated” date.
Where required by law, we will provide additional notice of material changes.
17. Contact
If you have any questions about this Privacy Policy, our privacy practices, or if you would like to exercise any of your rights, please email us at:
Email: hello@kaiakini.com
Our business details are:
Kaia Kini Limited, trading as Kaia Kini
61 Bridge Street
Kington
HR5 3DJ
United Kingdom
Company registration number: 17008225
For the purpose of applicable data protection laws, we are the data controller of your personal information.