Privacy Policy
1. Who we are
This policy explains how KLPO TRENDS LTD ("KLPO Trends", "we", "us") collects and uses personal data when you visit klpotrends.uk, place a wholesale order, or contact us. We are the data controller for that data and we process it in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
- Company: KLPO TRENDS LTD, registered in England and Wales
- Company number: 17366247
- Registered address: 28 Cleveland Road Hinckley, Leicestershire, United Kingdom, LE10 0AJ
- Email: [email protected]
- Phone: +44 7418 263957
We are not required to appoint a Data Protection Officer. Any privacy question can be sent to the email address above.
2. Data we collect
When you place an order
To take and fulfil an order we ask for your full name, email address, phone number, delivery address, town or city and postcode, plus any comment you add to the order. We also keep a record of what you ordered, the pack quantities, prices, order number and the date of the order.
Payment information
Payments are handled by our payment provider. Card details are entered with and processed by that provider; we do not see or store your full card number or security code. We receive only confirmation that a payment succeeded, its amount and a transaction reference.
When you contact us
If you email or call us — for a price list, a quote for a mixed pack, a return or a sizing question — we keep your message, your contact details and our reply.
If you share body measurements, fit notes or size preferences to help us choose a size, we use them only to advise on that specific order. They are not saved to any customer profile and are deleted once the order is complete and the return period has passed.
When you browse the site
Our hosting provider automatically records basic technical data in server logs, such as your IP address, browser type, pages requested and the date and time of the request. Fonts on this site are loaded from Google Fonts, which means your browser sends your IP address to Google when a page loads.
Data we do not collect
We do not ask for, and do not want to receive, special category data such as health information, ethnic origin, religious beliefs or biometric data. The site does not keep a shopping cart or form data in your browser storage — the cart exists only while the page is open.
3. Purposes and legal bases
We only use personal data where UK GDPR gives us a lawful basis:
| What we do | Legal basis |
|---|---|
| Process your order, take payment, pack and deliver it, and contact you about it | Contract (Article 6(1)(b)) |
| Handle cancellations, returns and refunds under the Consumer Contracts Regulations 2013 | Contract and legal obligation (Article 6(1)(b) and (c)) |
| Advise on sizing using measurements you choose to share | Contract, or steps you ask us to take before an order (Article 6(1)(b)) |
| Answer questions and send the price list you ask for | Legitimate interests in responding to enquiries (Article 6(1)(f)) |
| Send occasional emails about new collections and wholesale offers | Consent (Article 6(1)(a)), or the soft opt-in under PECR for existing customers, with an unsubscribe link in every email |
| Keep accounting and tax records | Legal obligation (Article 6(1)(c)) |
| Keep the website secure, prevent fraud and fix technical problems | Legitimate interests (Article 6(1)(f)) |
| Establish, exercise or defend legal claims | Legitimate interests (Article 6(1)(f)) |
Where we rely on legitimate interests, we have weighed them against your rights and expectations. You can ask us for details of that assessment.
4. Who we share data with
We do not sell personal data. We share it only with service providers who need it to do their job for us, under contracts that require them to protect it:
- Courier and delivery services — your name, delivery address, postcode, phone number and email, so they can deliver your parcel and send tracking updates.
- Payment provider — to process payments and refunds and to prevent fraud.
- Website hosting and email providers — to run the site and our mailbox.
- Accountants and professional advisers — for bookkeeping, tax and legal advice.
- Public authorities such as HMRC, the police or courts, where the law requires it.
If the business is ever sold or restructured, data may pass to the new owner under the same protections set out here.
5. International transfers
We aim to keep data in the UK. Some providers, such as email, hosting, payment or font services, may process data outside the UK. When that happens we make sure the transfer is protected by UK adequacy regulations, the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with any additional measures needed. You can ask us for a copy of the relevant safeguards.
6. How long we keep data
- Orders, invoices and payment records: 6 years from the end of the financial year they relate to, as required for tax and company records.
- Delivery details: kept with the order record for the same period.
- Sizing measurements and fit notes: deleted once the order is complete and the 14-day cancellation and return period has ended.
- Emails and enquiries that do not lead to an order: up to 24 months after our last contact.
- Marketing list: until you unsubscribe or withdraw consent; we then keep only your email on a suppression list so we do not contact you again.
- Server logs: normally up to 90 days, unless needed to investigate a security incident.
7. Security
The site is served over an encrypted HTTPS connection. Access to order and customer data is limited to people who need it, protected by strong passwords and two-factor authentication where available. Our providers are chosen for their security standards. No system is completely secure, but if a breach happens that is likely to put you at risk, we will tell you and the ICO as the law requires.
8. Cookies
This website does not set advertising or analytics cookies and does not use local or session storage. The shopping cart lives only in the open page and disappears when you close or reload it. Google Fonts may process your IP address to deliver the font files, as described above. If we ever add non-essential cookies, we will ask for your consent first and update this policy.
9. Your rights
Under UK GDPR 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 good 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, email [email protected]. We will reply within one month, free of charge. We may need to confirm your identity first.
10. Withdrawing consent
You can withdraw consent to marketing emails at any time by clicking the unsubscribe link in any email or by writing to [email protected]. Withdrawing consent does not affect processing that took place before, and it does not affect order-related messages we need to send to fulfil a contract with you.
11. Complaints and the ICO
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 UK supervisory authority, the Information Commissioner's Office:
- Website: ico.org.uk
- Helpline: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
12. Age restriction
Our website and services are intended for people aged 18 and over. We do not knowingly collect personal data from children. If you think a child has given us their details, contact us and we will delete them.
13. Changes to this policy
We may update this policy when our services, providers or the law change. The date at the top shows when it was last revised. If a change significantly affects how we use your data, we will let customers know by email before it takes effect.
14. Contact us
KLPO TRENDS LTD, 28 Cleveland Road Hinckley, Leicestershire, United Kingdom, LE10 0AJ.
Email: [email protected] · Phone: +44 7418 263957