Privacy Policy
Last updated: 29 August 2026
When you use and provide information to us via our services, you are accepting and consenting to our processing of your information in accordance with this Privacy Policy and our website terms of use. Please read this entire policy carefully. By registering an account, or by using our website and services, you are agreeing to the practices described below.
Who we are
For the purpose of UK data protection law (the UK GDPR and the Data Protection Act 2018), the data controller is Kaia Beauty Ltd, a company registered in England and Wales.
Kaia Beauty Ltd is registered with the Information Commissioner's Office (ICO), registration reference [to be confirmed].
Our commitment to the UK GDPR
We have adopted the requirements of the UK General Data Protection Regulation (‘UK GDPR’) to ensure that we fully comply with the principles of national and international data protection law. We have established the following data protection principles as our guidelines:
1. Lawfulness, fairness and transparency of data processing
Your personal data will be collected and processed in a legal, fair, and transparent manner.
2. Purpose and storage limitation
The personal data we collect serves an explicit and legitimate purpose and will not be stored by us for any longer than is necessary.
3. Data minimisation
Any personal data that we use will be adequate, up to date, and limited to what is necessary for us and our partners to provide any of the offered services.
4. Accuracy
The personal data we hold will be the correct, complete, and updated (where necessary) information that you have personally provided to us. Suitable steps will be taken to ensure that inaccurate or incomplete data is either deleted, corrected, supplemented, or updated.
5. Confidentiality and data security
Your personal data will be treated as confidential and will be kept secure by taking all suitable organisational and technical measures to prevent unauthorised access, unlawful processing or distribution, and the accidental loss, modification, or destruction of your personal data.
Information we may collect from you
We may collect and process the following data about you:
Information that you provide to us, such as your name, address, email address and telephone number, username and password (if you register an account), financial and payment information, details of your household or business, details of any pets you may have, and any information about you or your property revealed in photographs and/or video that you provide to us or that our artist takes before, during and/or after providing the services, in accordance with the terms and conditions of the services. This includes any other information you choose to provide voluntarily, when you:
submit a booking enquiry through our website, social media pages, or Google Business Profile;
make a booking through our booking link, and during the service itself;
complete contact or enquiry forms, or otherwise provide information to us;
complete any voluntary surveys we may ask you to participate in from time to time;
send feedback to us;
respond to our marketing communications;
correspond with us by telephone, post, email, or via social media or instant chat (in which case we will keep a record of that correspondence); or
report a problem with any of our services.
Information we may collect automatically
Our website does not use cookies to track visitors. However, our website host and booking link provider may automatically log basic technical information for security and website performance purposes, such as your IP address, browser type, device type, and general usage statistics. This information does not identify you personally and is used only to help us keep our website secure, reliable, and working properly.
If this changes in the future (for example, if we introduce analytics or marketing cookies), we will update this policy and, where required by law, ask for your consent first.
What information you can access
On request, we will provide you with up-to-date information regarding your recent bookings, your personal information held by us (including name, email, phone, address, communications, and marketing preferences), and your booking and enquiry history.
How we use your information
We use the information that you give us:
to manage your booking, respond to a booking enquiry, and arrange the performance of services by your artist;
to carry out our obligations arising from any contract entered into between you and us;
to provide you with the information, products, and services that you request from us;
to communicate with you about any comments, complaints, queries, or feedback you might have about us or our services;
to notify you about any changes to our terms or services, to communicate information about your booking, and to send you booking-related information and announcements;
to provide you with information about services we offer that we feel may interest you, by post, telephone, SMS, or email. We will only send marketing by SMS or email if: (i) you have consented to this; (ii) the information is about services similar to those you have previously booked with us and you have not opted out; or (iii) we are otherwise permitted to do so by law. You can opt out of marketing at any time by contacting us using the details below.
We will share the minimum necessary data — such as your name, address, contact details, details of the property and services required, and any relevant photographs you have provided — with the artist allocated to carry out your booking, solely for the purpose of providing that service.
We use information that we collect automatically:
to administer our website and for internal operations, including troubleshooting, testing, and analysis;
to monitor and improve the security, quality, and efficiency of our services;
as part of our efforts to keep our website and services safe and secure.
Who we share your information with
We do not sell your personal data to third parties. We may share your information with:
the artist assigned to carry out your booking, to the extent necessary to perform the service;
our payment processing provider, to process payment for your booking;
IT, hosting, and software providers who support our booking and business systems, under appropriate confidentiality and data processing terms;
our professional advisers (such as accountants or insurers), where reasonably necessary;
law enforcement, regulators, or other authorities, where we are required to do so by law.
How long we keep your information
We keep personal data only for as long as necessary for the purposes set out in this policy. This generally means we retain booking, customer, and payment records for up to 6 years after the end of our relationship with you, to meet our legal, accounting, and tax obligations, after which it is securely deleted or anonymised. Marketing preferences are kept until you ask us to stop or otherwise opt out.
Keeping your information secure
We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, and against accidental loss, destruction, or damage, including restricting access to personal data to those who need it and requiring confidentiality from our staff and artists.
International transfers
We do not routinely transfer your personal data outside of the UK. Where a supplier we use stores or processes data outside the UK, we will ensure appropriate safeguards are in place in accordance with UK data protection law.
Your rights
Under UK data protection law, you have the right to:
request access to the personal data we hold about you;
request that we correct any inaccurate or incomplete data;
request that we delete your personal data, in certain circumstances;
request that we restrict our processing of your data, in certain circumstances;
object to our processing of your data, including for direct marketing;
request a copy of your data in a portable format; and
withdraw your consent at any time, where we rely on consent to process your data.
To exercise any of these rights, please contact us using the details below. We will respond within one month, as required by law.
Children
Our services are not directed at children, and we do not knowingly collect personal data from anyone under the age of 18. All bookings must be made by an adult.
Changes to this policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated ‘last updated’ date. We encourage you to review this policy periodically.
Contact us and complaints
If you have any questions about this Privacy Policy, or wish to exercise any of your rights, please contact us:
Kaia Beauty Ltd, London, United Kingdom
Email: kaiabeauty026@gmail.com
Phone: 07935 750948
ICO registration: [to be confirmed]
If you are unhappy with how we have handled your personal data, please contact us first so we can try to put things right. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent regulator for data protection: www.ico.org.uk, telephone 0303 123 1113.
This document has been prepared as a template for Kaia Beauty Ltd and does not constitute legal advice. We recommend it is reviewed by a qualified solicitor before publication to ensure it fully reflects your data practices and complies with the law.