What is this document?
Privacy policies are often long and full of legal jargon. We want this one to be clear, practical and easy to understand.
This Privacy Policy explains how Kiara Care Space, a project operated by Karol Xtudios (sole trader based in London, United Kingdom), collects, uses, stores and protects your personal information when you use our services.

For the purposes of this Policy, personal information means any information that identifies, or could reasonably identify, an individual. This includes information such as your name, email address, payment details and communications with Kiara.
By using the Kiara website, client portal, online store or services (the Platform), you agree to this Privacy Policy and our Terms and Conditions.

When does this apply?
This Privacy Policy applies whenever you:

• Visit the Kiara website;

• Use our client portal or online store;

• Create an account or subscription;

• Contact us;

• Book or attend a service;

• Purchase digital or physical products;

• Communicate with us by email or other approved methods.
   

Will this Policy be updated?
Yes.
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or operational practices.
Where significant changes are made, we will notify users through the Platform or by email where appropriate.
The latest version will always be available on our website.

Section 1 – Information We Collect
Kiara follows the principle of data minimisation. We only collect information that is necessary to provide our services, fulfil legal obligations and operate the organisation effectively.

Depending on how you use Kiara, we may collect:
Visitor Information

• IP address

• Browser and device information

• Cookies and website analytics (where consent has been provided)

• Pages visited

Account Information

• Name

• Email address

• Telephone number (where provided)

• Country of residence

• Preferred language

• Account preferences

Service Information

• Bookings

• Attendance

• Assigned therapist

• Subscription status

• Service activity

• Operational records relating to the administration of your services

Financial Information

• Payments

• Invoices

• Subscriptions

• Refunds

• Store purchases

Communication Information

• Emails

• Customer support enquiries

• Feedback

• Complaints

• Communications relating to your use of Kiara
   

Operational and Clinical Records
Kiara maintains operational records necessary to administer and support the services it provides.
These records may include:

• bookings;

• subscriptions;

• communications;

• payments;

• therapist assignments;

• operational notes;

• quality assurance records.
   

Independent therapists remain responsible for maintaining their own clinical records, including therapy notes, clinical assessments and treatment documentation.
Kiara does not routinely collect, maintain or access therapists' clinical records unless required by law, safeguarding obligations or an agreed contractual arrangement.

Why do we collect your information?
We use personal information to:

• provide our services;

• manage your account;

• process payments;

• match you with suitable therapists;

• communicate with you;

• improve our services;

• maintain organisational records;

• comply with legal obligations;

• protect the safety of clients, therapists and the organisation.
   

Legal Basis for Processing
Where UK GDPR applies, Kiara processes personal information under one or more of the following lawful bases:

• Performance of a contract

• Legal obligation

• Legitimate interests

• Consent (where required)
   

Section 2 – Information Sharing

Do we sell your information?
No.
Kiara never sells personal information.

Who may receive your information?
Personal information may be shared only where necessary to deliver our services or comply with legal obligations.

Recipients may include:

• your chosen independent therapist;

• payment providers;

• website and cloud hosting providers;

• communication providers;

• approved technology providers;

• legal or regulatory authorities where required by law;

• safeguarding organisations where necessary to protect an individual from serious harm.
   

Only the minimum amount of information necessary for the relevant purpose will be shared.
International Services

Kiara works with independent therapists who may be located in different countries.
Where personal information is accessed or transferred internationally, Kiara implements appropriate organisational and contractual safeguards to help ensure that your information continues to receive an appropriate level of protection.

International access is restricted to authorised individuals who require the information to deliver agreed services.

Section 3 – Retention, Deletion and Your Information
Kiara retains operational records only for as long as necessary to fulfil legal, contractual and operational requirements.
Independent therapists remain responsible for retaining and managing their own clinical records in accordance with their professional obligations.
Where information is no longer required, it will be securely deleted or anonymised in accordance with Kiara's Information Governance Framework.

You may request:

• access to your information;

• correction of inaccurate information;

• deletion of information where legally permitted;

• a copy of your information in a commonly used electronic format.
   

Requests can be made by emailing:
contact@karolxtudios.com

Section 4 – Security
Kiara uses appropriate technical and organisational measures to protect personal information.
These measures include:

• secure cloud services;

• encrypted connections where available;

• access controls;

• password protection;

• multi-factor authentication where appropriate;

• regular reviews of system access;

• information governance procedures.
   

Access to organisational information is restricted according to operational responsibilities and follows the principle of least privilege, meaning individuals only receive the access necessary to perform their authorised responsibilities.
Although we take reasonable steps to protect your information, no electronic system can guarantee absolute security.

Section 5 – Cookies
Cookies help us:

• operate the Platform;

• remember your preferences;

• understand website usage;

• improve user experience;

• measure marketing performance (where consent has been provided).

You can manage cookie preferences through your browser settings or our cookie banner.

Section 6 – Your Rights
If UK GDPR or EU GDPR applies to you, you may have rights including:

• the right to access your information;

• the right to correct inaccurate information;

• the right to request deletion;

• the right to data portability;

• the right to object to certain processing activities;

• the right to withdraw consent where consent is the lawful basis;

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

Contact Us
Data Protection and Privacy Enquiries
Email: contact@karolxtudios.com
Alternative contact: kiaracarespace@gmail.com
Location: London, United Kingdom


Last Updated: 4 August 2026
By using Kiara Care Space, you confirm that you have read and understood this Privacy Policy.