Privacy Policy

Last updated: 29/07/26

The Kai Collection Ltd (“Kai Social”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and share your personal information when you visit our website, contact us, join KaiClub, place an order, apply for a job, visit our premises or interact with us through social media.

1. Who we are

The Kai Collection Ltd is the controller responsible for your personal information.

Company name: The Kai Collection Ltd
Company number: NI720412
Registered address: 35 Ferndale Road, Co. Antrim, BT36 5AS
Email: meetatkai@icloud.com

2. Information we may collect

Depending on how you interact with Kai Social, we may collect:

  • Your name

  • Email address

  • Telephone number

  • Delivery, collection or billing information

  • Account and KaiClub membership details

  • Order history, preferences, rewards and loyalty activity

  • Payment and transaction information

  • Messages, enquiries, feedback and complaints

  • Marketing preferences

  • Competition or promotional-entry information

  • Technical information, including your IP address, browser, device, operating system and website activity

  • Information collected through cookies, analytics and advertising technologies

  • Social-media usernames and information you make available when interacting with us

  • CCTV images recorded when you visit our premises

  • Job-application information, including your CV, employment history, availability, qualifications, references and right-to-work information

Payment-card details are generally processed securely by our payment providers. We do not normally receive or store your complete card details.

Please do not provide sensitive personal or medical information unless it is genuinely necessary. If you tell us about an allergy or dietary requirement, we will use that information only to respond to your request and help provide our services safely.

3. How we collect your information

We may collect information:

  • Directly from you when you contact us, complete a form, place an order, create an account, join KaiClub, subscribe to marketing or apply for a job

  • When you visit or use our website

  • When you interact with our social-media accounts or advertisements

  • Through Square, Squarespace, Stripe and other service providers used to operate our business

  • Through cookies, analytics tools, advertising pixels and similar technologies

  • Through CCTV systems operating at our premises

  • From publicly available sources where permitted by law

4. How and why we use your information

We may use your personal information to:

Provide products and services

This includes processing orders, arranging collection, taking payments, providing receipts, managing customer accounts and responding to service enquiries.

Our lawful basis is normally that the processing is necessary to perform a contract with you or take steps at your request before entering into a contract.

Operate KaiClub

We use membership and transaction information to administer points, rewards, offers, account features and other loyalty benefits.

Our lawful basis is normally performance of our contract with you. We may also rely on our legitimate interests in operating and improving our loyalty programme.

Communicate with you

We use your details to answer questions, handle feedback, resolve complaints and provide important information about your orders or account.

Our lawful basis may be performance of a contract, compliance with a legal obligation or our legitimate interests in providing customer support and managing our business.

Send marketing

Where permitted, we may send news, offers, promotions, product updates and KaiClub communications by email or text.

We will normally rely on your consent. In limited circumstances, we may contact existing customers about similar products or services where the law permits us to do so and where we offered a clear opportunity to opt out.

You can unsubscribe at any time using the link in a marketing message or by emailing meetatkai@icloud.com. Service messages concerning an order or account are not marketing messages.

Personalise and improve our services

We may analyse orders, loyalty activity, website use and customer preferences to understand performance, improve our menu and services, measure campaigns and provide more relevant content or offers.

Our lawful basis is our legitimate interests in developing, promoting and improving Kai Social. Where non-essential cookies or similar technologies are used, we will request consent where required.

Process job applications

We use application information to assess candidates, arrange interviews, check suitability, contact references where appropriate and manage recruitment.

Our lawful basis is taking steps at your request before entering into an employment contract, complying with our legal obligations and our legitimate interests in recruiting suitable staff.

Protect our premises, customers and staff

CCTV may be used for safety, security, crime prevention, incident investigation and the protection of people and property.

Our lawful basis is our legitimate interests in maintaining a safe and secure premises. CCTV signs will be displayed where recording takes place.

Meet legal and regulatory obligations

We may process and retain information for accounting, taxation, fraud prevention, food-safety, insurance, legal claims and compliance purposes.

Our lawful basis is compliance with a legal obligation or our legitimate interests in protecting and managing our business.

5. Cookies, analytics and advertising

Our website may use cookies and similar technologies to:

  • Make the website function correctly

  • Remember preferences

  • Understand website traffic and performance

  • Measure advertising effectiveness

  • Display relevant advertising

  • Support integrations provided by Squarespace, Square, Stripe, Google and Meta

Essential cookies may operate without consent where they are strictly necessary. We will request consent before using non-essential analytics or advertising cookies where required by law.

You can manage your preferences through our website’s cookie banner or your browser settings. Disabling certain cookies may affect how some website features work.

Further information about the specific cookies in use should be provided in our Cookie Policy or cookie-preference centre.

6. Who we share information with

We may share personal information with trusted organisations that help us operate Kai Social, including:

  • Square, for payments, point-of-sale services, ordering, customer accounts and loyalty features

  • Squarespace, for website hosting, forms and website functionality

  • Stripe and other payment processors

  • Google, for analytics, advertising, business services and website functionality

  • Meta, including Facebook and Instagram, for advertising, social-media interaction and campaign measurement

  • Email, communications and marketing-service providers

  • IT, website, security and professional-service providers

  • Delivery or collection-service providers where applicable

  • Insurers, accountants, legal advisers and other professional advisers

  • Government bodies, regulators, law-enforcement authorities or courts where legally required

  • A purchaser, investor or adviser involved in a genuine sale, merger or restructuring of our business

These organisations may process information as our service providers or, in some circumstances, as separate controllers under their own privacy policies.

We do not sell your personal information.

7. International transfers

Some providers we use may process personal information outside the United Kingdom.

Where information is transferred internationally, we will take appropriate steps to protect it, such as relying on UK adequacy regulations, approved contractual safeguards or another lawful transfer mechanism.

8. How long we keep your information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, security and dispute-resolution requirements.

Our typical retention approach is:

  • Order, payment and accounting records may be retained for up to six years after the relevant financial period or transaction

  • General enquiries are normally retained only while required to respond and resolve the matter

  • KaiClub information may be retained while your account remains active and for a reasonable period afterwards

  • Marketing information is retained until you unsubscribe or withdraw consent, although limited information may remain on a suppression list so that we can respect your request

  • Unsuccessful job-application information is normally retained for up to six months after the recruitment process unless you agree to a longer period

  • Employee information is retained in accordance with employment and legal requirements

  • CCTV footage is normally retained for up to 30 days, unless it is required for an incident, investigation, insurance matter or legal claim

We may anonymise information so that it can no longer identify you. Anonymised information may be retained for business analysis and statistical purposes.

9. Security

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

However, no online service or transmission method is completely secure. You are responsible for keeping account passwords and access details confidential.

10. Your rights

Depending on the circumstances, you may have the right to:

  • Request access to your personal information

  • Ask us to correct inaccurate or incomplete information

  • Ask us to erase your information

  • Ask us to restrict how your information is used

  • Object to certain processing, including direct marketing

  • Request the transfer of information you provided to us

  • Withdraw consent at any time where processing relies on consent

  • Raise concerns about automated decision-making where applicable

  • Complain to the Information Commissioner’s Office

These rights are not absolute and may be subject to legal exceptions.

To exercise your rights, email meetatkai@icloud.com. We may request information needed to confirm your identity before completing a request.

11. Automated decision-making and profiling

We do not currently make decisions that produce legal or similarly significant effects using solely automated processing.

We may use limited profiling to understand customer interests, analyse loyalty activity and make advertising or offers more relevant. You can object to the use of your information for direct marketing at any time.

12. Children’s information

Our website, ordering services and KaiClub programme are not intended to collect personal information from children who cannot lawfully provide the necessary consent or enter into the relevant agreement.

If you believe a child has provided personal information without appropriate permission, please contact us so that we can investigate and, where appropriate, remove it.

13. CCTV

CCTV may operate at Kai Social premises for security, safety, crime prevention and incident investigation.

Signs will be displayed to inform visitors that CCTV is in use. Access to footage will be restricted and footage will only be disclosed where appropriate, including to law-enforcement authorities, insurers or legal advisers.

Requests concerning CCTV footage can be sent to meetatkai@icloud.com.

14. Third-party websites

Our website and social-media pages may contain links to websites or services operated by other organisations. We are not responsible for their privacy practices. You should review their privacy information before providing personal information.

15. Complaints

Please contact us first if you have concerns about how we use your personal information:

The Kai Collection Ltd
35 Ferndale Road
Co. Antrim
BT36 5AS
Email: meetatkai@icloud.com

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: www.ico.org.uk
Telephone: 0303 123 1113

16. Changes to this policy

We may update this Privacy Policy when our services, technology, suppliers or legal obligations change. The latest version will be published on our website with the updated date.