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Privacy Policy

What is this document?
Privacy policies are often long and full of jargon. We want this one to be easy to read, so you understand how Kiara (a project of Karol Xtudios, sole trader based in London, UK) handles your information.
If you have questions while reading this, you can always contact us at:
 

For purposes of this Policy, “data” means any information that identifies or can identify you (such as your name, email address, payment details, or communications with Kiara). Some laws call this “personal data,” “personally identifiable information,” or “sensitive personal data.”
When you use our website, platform, or online store (the “Platform”), you accept and agree to this Privacy Policy and our Terms and Conditions.
 
When does this apply to you?
This Privacy Policy applies to you whenever you:
 

  • Use the Kiara website or online store,
     

  • Create an account or subscription,
     

  • Contact us,
     

  • Book or attend a session,
     

  • Purchase digital or physical products.
     

We do not operate under a health insurance system (like some providers in the US do), so this Policy is the single controlling document for how your data is handled.
 
Will this Policy be updated?
Yes. We may update this Privacy Policy from time to time. If there are significant changes, we’ll notify you via the Platform or by email. We encourage you to check back periodically for the latest version.
 
Section 1: Data Collection and Processing

What data do we collect?
Depending on how you use Kiara, we may collect:

  • Visitor Data – pages you visit, device/browser type, IP address, cookies.
     

  • Account Data – name, email, age, phone number, emergency contact, account preferences.
     

  • Session Data – bookings, attendance, cancellations, and session notes (if applicable).
     

  • Transaction Data – payments, invoices, subscriptions, store purchases, refunds.
     

  • Engagement Data – how you interact with emails, reminders, and Platform features.
     

  • Customer Support Data – when you contact us for help.
     

Why do we collect this data?
 

  • To provide and improve the Platform,
     

  • To personalise your experience,
     

  • To manage your account and subscriptions,
     

  • To process payments securely,
     

  • To comply with UK legal obligations,
     

  • To protect the safety and security of our users,
     

  • To send you service updates, promotions, and reminders (you can opt out of marketing at any time).
     

Legal basis for processing under UK GDPR:
 

  • Performance of a contract (when you sign up, pay, or book),
     

  • Legal obligation (e.g., keeping tax records),
     

  • Legitimate interest (improving our services),
     

  • Consent (for optional marketing or cookies).
     

 
Section 2: Data Sharing

Do we sell your data?
No. We never sell your data.

Who do we share data with?
We may share data with trusted third-party service providers who help us operate Kiara, for example:

  • Payment processors (e.g., Stripe, PayPal),
     

  • Cloud hosting providers,
     

  • Email and communication tools,
     

  • Analytics tools (if you consent to cookies),
     

  • Legal or regulatory bodies when required by law.
     

All such providers are bound by confidentiality and data protection obligations.
 
Section 3: Data Retention, Erasure, and Exporting
 

  • Retention: We keep your data only as long as necessary for the purposes collected. Transaction records are retained as required by UK tax law (typically 6 years). Session records may be retained for up to 7 years in line with professional practice guidelines.
     

  • Erasure: You can request deletion of your account and associated personal data at any time, unless we are legally required to retain it (for example, invoices).
     

  • Access/Export: You have the right to request a copy of your data in a commonly used electronic format.
     

To exercise these rights, email: contact@karolxtudios.com
 
Section 4: Security and Anonymity

We use industry-standard technical and organisational measures to protect your data, including encryption, secure servers, and limited access controls.
However, no system is 100% secure. By using the Platform, you accept this inherent risk.
You may choose to remain partially anonymous when creating an account (for example, by using a nickname). However, certain personal details may still be required for billing, safeguarding, or emergency purposes.
 
Section 5: Cookies
Cookies are small files placed on your device that help us:

  • Operate and improve the Platform,
     

  • Remember preferences,
     

  • Provide analytics (with consent),
     

  • Run marketing campaigns (with consent).
     

You can manage your cookie preferences through your browser settings or via our cookie banner when you first visit the site.
 
Section 6: Your Rights (UK & EU GDPR)

If you are based in the UK or EU, you have rights including:

  • The right to access your data,
     

  • The right to correct inaccurate data,
     

  • The right to request erasure (“right to be forgotten”),
     

  • The right to data portability,
     

  • The right to object to certain processing (e.g., marketing),
     

  • The right to lodge a complaint with the Information Commissioner’s Office (ICO).
     

Contact details for the ICO: https://ico.org.uk
 
Contact Us
For privacy or data protection enquiries:

 
Last Updated: 22/08/2025

By using the Kiara Platform, you confirm you have read and understood this Privacy Policy.

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