KAIA

ATHLEISURE

Last updated: 30 April 2026

Effective from launch

Introduction

This Privacy Policy explains how KAIA Athleisure ("KAIA", "we", "our", "us") collects, uses, stores, and shares your personal information when you visit kaiaathleisure.com (the "Site"), purchase from us, sign up to our email list, or interact with us through other channels.

We take your privacy seriously. This policy is written to be readable and honest about what we do with your data — not to bury our practices in legal jargon. If anything is unclear, please contact us at support@kaiaathleisure.com and we will explain.

This policy is governed by the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

1. Who We Are

KAIA Athleisure is the data controller responsible for your personal information collected through this Site.

 

Trading name	KAIA Athleisure
Website	kaiaathleisure.com
Contact email	support@kaiaathleisure.com
Postal address	[To be added — please update before publication]
Data Protection contact	support@kaiaathleisure.com

 

 

2. Information We Collect

We collect personal information in three broad categories: information you give us directly, information we collect automatically when you visit our Site, and information we receive from third parties.

2.1 Information you give us directly

When you sign up to our email list, place an order, or contact us, we collect:

•       Email address

•       Full name

•       Billing and shipping addresses

•       Phone number (where provided)

•       Payment information — processed directly by our payment provider; we do not store full card numbers

•       Order history and preferences

•       Any messages you send us via email or through our website

2.2 Information we collect automatically

When you visit the Site, we automatically collect certain technical and usage information using cookies and similar technologies. This includes:

•       Device information — IP address, browser type and version, time zone, operating system

•       Usage data — pages viewed, time spent on the Site, products viewed, referring website, search terms used

•       Cookies and identifiers — see our Cookie Policy and cookie banner for full details

2.3 Information from third parties

We may receive information about you from:

•       Payment providers — confirmation of successful payment and basic payment metadata

•       Shipping carriers — delivery status updates

•       Email service providers — delivery and engagement data (e.g., whether an email was opened or clicked)

 

3. How We Use Your Information & Legal Basis

Under UK GDPR, we must have a lawful basis for processing your personal information. The table below sets out what we do with your data, why, and the lawful basis we rely on.

 

What we do	Why	Legal basis
Process and fulfil your orders	To deliver your purchase, send order confirmations and shipping updates	Performance of contract
Send marketing emails (Welcome series, new collections, abandoned cart reminders)	To keep you updated on KAIA news and offers you have signed up for	Consent — given via the email signup form. You can withdraw at any time.
Provide customer support	To respond to your queries, returns, and complaints	Performance of contract / legitimate interests
Detect and prevent fraud	To protect KAIA and our customers from fraudulent transactions	Legitimate interests
Analytics — understand how customers use our Site	To improve our Site, products, and customer experience	Consent — via cookie banner. Essential cookies use legitimate interests.
Comply with legal obligations	Tax records, accounting, regulatory requirements	Legal obligation

 

 

4. Who We Share Your Information With

We do not sell your personal information. We share it only with carefully selected service providers who help us run KAIA, and only as much as they need to do their job.

4.1 Our service providers

 

Provider	What they do	Data shared	Location
Shopify	Powers our online store, hosting, and order management	Order info, account info	Canada / EU / US
Klaviyo	Email marketing platform — sends our newsletters, welcome series, and abandoned cart emails	Email, name, browsing and order data	US
Payment provider (Shopify Payments / Stripe / PayPal as applicable)	Processes card payments securely	Payment info, billing address	UK / EU / US
Shipping carriers (e.g. Royal Mail, DPD, Evri)	Deliver your orders	Name, shipping address, phone (if provided)	UK
Google Analytics	Anonymised website analytics	Anonymised usage data	US

 

Each of these providers is a data processor acting on our instructions. They are bound by data protection contracts (Data Processing Agreements) requiring them to handle your data securely and only for the purposes we specify.

4.2 Legal disclosures

We may also disclose your personal information:

•       To comply with applicable laws, regulations, court orders, or other legal processes

•       To enforce our rights, including investigating potential breaches of our Terms of Service

•       To protect the safety, rights, or property of KAIA, our customers, or others

•       In connection with a business transfer (e.g., merger, acquisition, or sale of assets), where personal information may be transferred to the new owner

 

5. International Data Transfers

Some of our service providers (notably Klaviyo, Shopify, and Google) are based in the United States. This means your personal information may be transferred outside the UK and European Economic Area (EEA) for processing.

When we transfer personal data outside the UK, we ensure it is protected by one or more of the following safeguards:

•       UK-approved Standard Contractual Clauses (the International Data Transfer Agreement or Addendum)

•       Adequacy decisions issued by the UK government (where the destination country has been deemed adequate)

•       EU-US Data Privacy Framework certification (where applicable)

Where you would like more information about the specific safeguards in place for any transfer, please contact us at support@kaiaathleisure.com.

 

6. How Long We Keep Your Information

We only keep your personal information for as long as we need it for the purposes described in this policy, or as required by law.

 

Type of data	Retention period
Order and transaction records	7 years after the order — required by HMRC for tax purposes
Marketing email subscribers	Until you unsubscribe, plus a further 2 years for suppression-list purposes (so we don't accidentally re-contact you)
Customer accounts	Until you ask us to delete the account, or after 3 years of inactivity
Abandoned cart and browse data	12 months from last activity
Website analytics	Up to 26 months (Google Analytics default)
Customer support correspondence	3 years from resolution

 

After these periods, we will either delete your information or anonymise it so it can no longer be linked to you.

 

7. Your Rights

Under UK GDPR, you have the following rights in relation to your personal information:

Right of access

You can ask us for a copy of the personal information we hold about you. We will respond within one month.

Right to rectification

You can ask us to correct any personal information that is inaccurate or incomplete.

Right to erasure ("right to be forgotten")

You can ask us to delete your personal information, subject to certain legal exceptions (for example, we must keep order records for 7 years for tax purposes).

Right to restrict processing

You can ask us to limit how we use your personal information, for example while we investigate a complaint about its accuracy.

Right to data portability

You can ask us to provide your personal information in a structured, machine-readable format so you can transfer it to another service.

Right to object

You can object to us processing your personal information for direct marketing or for purposes based on legitimate interests.

Right to withdraw consent

Where we rely on your consent (such as for marketing emails), you can withdraw it at any time. Every marketing email we send includes an unsubscribe link, or you can email us at support@kaiaathleisure.com.

Right to lodge a complaint

You have the right to complain to the UK Information Commissioner's Office (ICO) if you believe we have mishandled your personal information.

•       Website: ico.org.uk

•       Helpline: 0303 123 1113

•       Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

We would always prefer to address your concerns directly first — please contact us at support@kaiaathleisure.com before approaching the ICO if possible.

How to exercise your rights

To exercise any of these rights, email us at support@kaiaathleisure.com with the subject line "Data Request". We will respond within one month and will not charge a fee for most requests.

We may need to verify your identity before responding, to protect your information from unauthorised disclosure.

 

8. Cookies

Our Site uses cookies and similar tracking technologies. When you first visit, you are presented with a cookie banner allowing you to accept, reject, or manage your cookie preferences.

Cookies fall into the following categories:

Essential cookies

These are necessary for the Site to function — for example, remembering items in your cart or keeping you logged in. They cannot be disabled.

Analytics cookies

These help us understand how visitors use the Site, so we can improve it. We use Google Analytics for this purpose. Analytics cookies are only set if you give consent through our cookie banner.

Marketing cookies

These may be set by us or our marketing partners (e.g., for retargeting and personalised content) and are only used if you give consent. As of the date of this policy, KAIA does not currently use marketing cookies. If this changes, we will update this section and request your consent before activating them.

Managing your cookie preferences

You can change your cookie preferences at any time through the cookie preference link in the Site footer. You can also block or delete cookies through your browser settings — visit aboutcookies.org for guidance.

 

9. How We Protect Your Information

We take reasonable technical and organisational measures to protect your personal information from unauthorised access, loss, misuse, or alteration. These include:

•       Encryption in transit (HTTPS / TLS) for all data transmitted between you and our Site

•       Restricted access to personal information — only authorised personnel can access it

•       Use of trusted third-party providers (such as Shopify and Klaviyo) with strong security records

•       Secure password practices and regular review of access permissions

No method of transmission over the internet is 100% secure. While we do our best to protect your information, we cannot guarantee absolute security. If we become aware of a data breach affecting your personal information, we will notify you in accordance with UK GDPR requirements.

 

10. Children's Privacy

Our Site and products are not directed at children under 16. We do not knowingly collect personal information from children under 16.

If you believe we have inadvertently collected information from a child under 16, please contact us at support@kaiaathleisure.com and we will delete the information promptly.

 

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. The "Last updated" date at the top of this policy indicates the most recent revision.

If we make material changes, we will notify you by email (where we have your address) or by a prominent notice on the Site before the changes take effect.

 

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please get in touch:

 

Email	support@kaiaathleisure.com
Subject line	"Data Request" or "Privacy Question"
Response time	Within one month (often sooner)
Postal address	[To be added — please update before publication]

 

Considered athleisure, made in small drops.