Privacy Policy

Last updated: 5 September 2026

At KOLANI, your privacy matters to us. This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, place an order, contact us, join our mailing list or otherwise interact with KOLANI.

It also explains the rights you have in relation to your personal information.

1. Who We Are

KOLANI is a private limited company registered in England and Wales.

For the purposes of UK data protection law, KOLANI is the data controller responsible for your personal information.

Trading name: KOLANI
Website: kolani.co.uk
Email: hello@kolani.co.uk

If you have any questions about this Privacy Policy or how we use your personal information, please contact us using the details above.

2. Information We Collect

Depending on how you interact with KOLANI, we may collect the following information:

Identity and contact information, including your name, email address, telephone number, billing address and delivery address.
Order and transaction information, including products purchased, order history, delivery information, returns, refunds and payment status.
Payment information. Payments are processed by our payment providers. We do not ordinarily receive or store your complete debit or credit card details.
Account information, if you create an account with us, including your login information, preferences and account activity.
Communications, including messages you send to us, customer-service enquiries, return requests, reviews and other correspondence.
Technical and usage information, which may include your IP address, browser type, device information, operating system, pages visited, referring website and information about how you interact with our website.
Marketing preferences, including whether you have chosen to receive emails, offers, product news or other marketing communications from us.
Information you choose to provide, such as photographs or information about your hair when asking our team for product or texture advice.

3. How We Collect Your Information

We may collect information:

Directly from you when you place an order, create an account, complete a form, contact us or subscribe to our communications.
Automatically when you browse or interact with our website, including through cookies and similar technologies.
From service providers involved in processing orders, payments, deliveries, website functionality and customer support.
From advertising, analytics and social media platforms where permitted by law and your privacy settings.

4. How We Use Your Information

We may use your personal information to:

Process and fulfil your orders.
Take and manage payments.
Arrange delivery and provide tracking information.
Process returns, refunds and exchanges.
Create and manage your customer account.
Respond to questions and provide customer support.
Provide product, texture and hair-care guidance when requested.
Detect and prevent fraud, misuse and other unlawful activity.
Maintain the security and functionality of our website.
Understand how customers use our website and improve the KOLANI experience.
Manage our business records and comply with legal, tax and accounting obligations.
Send you marketing communications where we have permission or another lawful basis to do so.
Personalise advertising and measure the effectiveness of our marketing where permitted by law.

We will not use your personal information for purposes that are incompatible with those described in this Privacy Policy unless permitted or required by law.

5. Our Lawful Bases for Using Your Information

Under UK data protection law, we need a lawful basis for processing your personal information.

Depending on the circumstances, we may rely on:

Contract — where processing your information is necessary to fulfil an order or provide a service you've requested.
Legal obligation — where we need to process information to comply with applicable laws, including tax, accounting and consumer-protection requirements.
Legitimate interests — where processing is reasonably necessary for our business or those of another person, provided those interests do not override your rights. This may include fraud prevention, improving our services and protecting our business.
Consent — where you have given us permission to use your information for a particular purpose. Where we rely on consent, you can withdraw it at any time.

6. Marketing Communications

If you choose to hear from KOLANI, we may send you information about new collections, offers, hair guidance, Club KOLANI, events and other news we think you'll be interested in.

You can unsubscribe at any time by clicking the unsubscribe link contained in our marketing emails or by contacting us.

Unsubscribing from marketing will not prevent us from sending essential service communications relating to an order, return, account or other transaction with us.

7. Cookies & Similar Technologies

Our website may use cookies and similar technologies to make the website function, remember your preferences, understand website usage and, where you have consented, support analytics and personalised advertising.

Some cookies are necessary for the website to function and do not require consent. Where required by law, non-essential cookies will only be used after you have provided the appropriate consent.

You can manage your choices through our cookie settings and, where applicable, through your browser settings.

Please see our Cookie Policy for further information.

8. Who We Share Your Information With

We do not sell your personal information.

We may share information where necessary with trusted third parties that help us operate KOLANI, including:

Payment processors.
Delivery companies, couriers and fulfilment providers.
Ecommerce and website-hosting providers.
Customer-service and communications providers.
Email and marketing platforms.
Analytics and advertising providers.
IT, security and fraud-prevention providers.
Professional advisers such as accountants, insurers, solicitors and auditors.
Government bodies, regulators, law enforcement agencies or courts where we are legally required to do so.

We only provide third parties with information that is reasonably necessary for the relevant purpose and require our service providers to handle personal information appropriately.

9. International Transfers

Some of the companies that provide services to KOLANI may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure that the transfer complies with applicable data protection law.

Depending on the destination, this may include relying on UK adequacy regulations or using approved contractual safeguards designed to protect your information.

10. How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting, tax, fraud-prevention and reporting requirements.

Different categories of information may therefore be retained for different periods.

For example, we may need to retain certain order and transaction records after your relationship with KOLANI has ended to comply with our legal and financial obligations.

When information is no longer required, we will delete or anonymise it where appropriate.

11. How We Protect Your Information

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, alteration, disclosure or misuse.

However, no internet-based system can be guaranteed to be completely secure. You are also responsible for keeping any account password confidential and should not share it with anyone.

12. Your Data Protection Rights

Depending on the circumstances, UK data protection law gives you rights in relation to your personal information, including the right to:

Access personal information we hold about you.
Correct information that is inaccurate or incomplete.
Request deletion of your personal information in certain circumstances.
Restrict how we use your information in certain circumstances.
Object to certain types of processing, including direct marketing.
Withdraw consent where we rely upon your consent.
Request data portability in certain circumstances.
Ask us to review certain decisions made solely through automated processing, where applicable.

These rights are not absolute and may be subject to legal exceptions. If you would like to exercise any of these rights, please contact us at hello@kolani.co.uk.

We may need to verify your identity before completing your request.

13. Children’s Privacy

KOLANI is not intended for children, and we do not knowingly seek to collect personal information directly from children.

If you believe a child has provided personal information to us inappropriately, please contact us so that we can investigate and take appropriate action.

14. Third-Party Websites

Our website may contain links to websites or services operated by third parties.

Once you leave the KOLANI website, the privacy practices of those third parties will apply. We are not responsible for the privacy practices of independent third-party websites and recommend reviewing their privacy policies before providing personal information.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, website, services or legal requirements.

The latest version will always be available on this page, and the Last updated date at the top will show when it was most recently revised.

16. Contact Us

If you have a question about this Privacy Policy, want to exercise your data protection rights or have concerns about how your information has been handled, please contact:

KOLANI

hello@kolani.co.uk

We’ll always try to resolve any privacy concerns directly with you.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK regulator responsible for data protection.