This policy explains how Kaienot collects and uses personal data when you browse kaienot.uk, place an order, write to us or return an item. We process personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
The data controller is KAIENOT LIMITED, a company registered in England and Wales under company number 16491147, trading as Kaienot.
- Registered address: 291152 Office Suite 29a, 3/F 23 Wharf Street, London, England, SE8 3GG
- E-mail: [email protected]
- Phone: +44 7458 219634
- Website: kaienot.uk
For any question about this policy or your personal data, write to [email protected].
2. Data we collect
Order and delivery data
When you place an order through the checkout form we collect your full name, e-mail address, phone number, delivery address, town or city, postcode and any comment you add to the order, together with the items ordered, prices, order number and order date.
Payment data
Card and payment details are entered on and processed by our payment provider. We do not see or store your full card number or security code. We receive only a confirmation that payment succeeded, the payment reference, the amount and, in some cases, the card type and last four digits.
E-mail correspondence
Our contact buttons open your own e-mail app; the site has no server-side contact form. When you write to us we receive your e-mail address, name and whatever you choose to include, such as photos of your room or measurements.
Returns and damage claims
If an item arrives damaged or you return it, we ask for your order number, a description of the issue and photos of the item and packaging. Please avoid including people or personal documents in these photos.
Newsletter
If you e-mail us asking to join our new arrivals list, we keep your e-mail address for that purpose.
Technical data
When you visit the site, our hosting provider and the font service receive standard technical data such as your IP address, browser type and the pages requested. The shopping cart works only in your browser’s memory and is cleared when you close or reload the page.
3. Purposes and legal bases
| Purpose | Legal basis |
|---|---|
| Taking, packing and delivering your order, sending order confirmations and delivery updates | Contract |
| Handling returns, refunds and damage claims, including reviewing damage photos | Contract; legal obligation under the Consumer Contracts Regulations 2013 and Consumer Rights Act 2015 |
| Replying to your e-mails and questions about products | Legitimate interests in answering customers; contract where the question relates to an order |
| Sending our new arrivals e-mails | Consent |
| Keeping accounting and tax records | Legal obligation |
| Preventing fraud and keeping the site secure | Legitimate interests |
| Defending or bringing legal claims | Legitimate interests |
Where we rely on legitimate interests, we have balanced them against your rights and you can object at any time (see section 9).
5. International transfers
Some of our providers, including the payment provider, e-mail host and web font service, may process data outside the UK. When that happens we make sure the transfer is covered by UK adequacy regulations or by appropriate safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for details of these safeguards.
6. How long we keep data
| Data | Retention period |
|---|---|
| Orders, invoices and payment records | 6 years from the end of the financial year of the order, to meet tax and company law duties |
| Delivery details shared with couriers | Until delivery is complete and any claim window has closed, normally no longer than 12 months |
| E-mail correspondence | 2 years from our last exchange, or longer if linked to an open claim |
| Damage and return photos | 12 months after the return or claim is resolved |
| New arrivals mailing list | Until you unsubscribe |
After these periods we delete or anonymise the data.
7. Security
The site is served over HTTPS. Access to order data and our mailbox is limited to the people who need it and protected by strong passwords and two-factor authentication. Payment data is handled by our payment provider under industry security standards. No method of transmission over the internet is completely secure, but we act promptly on any suspected incident and will notify you and the ICO where the law requires.
9. Your rights
Under UK data protection law you have the right to:
- Access — get a copy of the personal data we hold about you.
- Rectification — have inaccurate or incomplete data corrected.
- Erasure — ask us to delete your data where there is no longer a reason to keep it.
- Restriction — ask us to pause the use of your data, for example while we check its accuracy.
- Portability — receive data you gave us in a structured, machine-readable format, or have it sent to another organisation.
- Objection — object to processing based on legitimate interests, and to direct marketing at any time.
- Withdraw consent — where we rely on consent, withdraw it at any time.
To use any of these rights, e-mail [email protected]. We respond within one month, free of charge, and may ask you to confirm your identity first.
10. Withdrawing consent
You can leave our new arrivals list at any time by replying “unsubscribe” to any of our e-mails or by writing to [email protected]. Withdrawing consent does not affect processing carried out before you withdrew it, and does not affect your orders.
11. Complaints
If you are unhappy with how we handle your data, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority: ico.org.uk, telephone 0303 123 1113.
12. Children
Our shop is intended for adults. You must be 18 or over to place an order. We do not knowingly collect personal data from children; if you believe a child has sent us their data, contact us and we will delete it.
13. Changes to this policy
We may update this policy when our services or the law change. The date at the top of this page shows when it was last updated. Significant changes will be highlighted on this page before they take effect.
Last updated: 30 September 2026.