Who we are
Karolina Naturals is operated by Karolina Janiak, trading as a sole trader in the United Kingdom.
For the purposes of UK GDPR, Karolina Naturals is the data controller responsible for your personal data.
Website: https://karolinanaturals.co.uk
Email: karolinanaturals.customercare@gmail.com
Location: Cheshire, United Kingdom
What personal data we collect and why we collect it
Orders & Customer Accounts
When you place an order, create an account, or contact us, we may collect:
Name
Email address
Phone number
Billing and shipping address
Order details and purchase history
Why We Collect It
We use this information to:
Process and deliver your orders
Provide customer support
Manage your account
Comply with legal and accounting obligations
Legal Basis
Performance of a contract
Legal obligation
Legitimate interests
We do not store full payment card details. Payments are securely processed by third-party providers including Stripe and Klarna.
Technical Data
We may collect technical data through cookies and analytics, including:
Browser type and version
Device type and operating system
IP address (in anonymised form)
Website usage patterns (pages visited, time on site, etc.)
We use Google Analytics to collect anonymised usage data.
Why we collect it:
To improve site performance, understand user behaviour, and enhance your shopping experience. This data is processed based on legitimate interests and your consent (via cookie banner, if used).
User generated content
If you leave a comment or product review, or contact us via the contact form, we collect the data shown in the form, along with your IP address and browser user agent string to help spam detection.
Why we collect it:
To publish your reviews, respond to your messages, and protect our site from spam or abuse.
The legal basis is your consent (when submitting the form or comment) and our legitimate interests.
Email marketing
If you sign up to our newsletter, we collect your name and email address for the purpose of sending newsletters, product updates, and promotional offers.
We will only send marketing emails if you have explicitly consented to receive them.
You can withdraw your consent at any time by clicking the “unsubscribe” link included in our emails or by contacting us at: karolinanaturals.customercare@gmail.com
Legal basis: Consent (Article 6(1)(a) UK GDPR).
Review invitations / post-purchase emails
When you place an order with Karolina Naturals, we may send you emails inviting you to leave a review ofyour purchase. These emails are sent only if you have provided consent at checkout or through our website.
Reviews submitted via these emails may be published on our website or associated review platforms. Your feedback helps other customers make informed decisions and helps our small business improve its products and services.
You can withdraw your consent at any time by following the “unsubscribe” instructions included in any review invitation email, or by contacting us at:
karolinanaturals.customercare@gmail.com
Legal basis: Consent (Article 6(1)(a) UK GDPR).
Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
Currently, visitors are not allowed to upload media (e.g., images, videos) to the site.If this changes in the future, users should avoid uploading images with embedded location data (EXIF GPS) included, as other visitors may be able to download and extract this data.
Contact forms
If you submit a message through our contact form, we collect the following personal data:
Name
Email address
Phone number (if provided)
Any information you include in your message
This information is stored securely and used only for customer service and responding to your enquiries. We do not use this data for marketing purposes.
Retention: We keep contact form submissions for up to 6 months, unless required to keep them longer for legal or support-related reasons.
Newsletter form:
If you sign up to our newsletter via the popup form, we collect:
Name
Surname
Email address
This information is stored securely and used to send you newsletters, product updates, and promotional offers, but only if you have explicitly given consent.
You can unsubscribe at any time by clicking the “unsubscribe” link in our emails or by contacting us at karolinanaturals.customercare@gmail.com
Retention: Newsletter form entries are stored until you withdraw your consent (unsubscribe) or request deletion.
Cookies
Our website uses cookies to improve your experience and collect analytics data. Cookies are small files stored on your device that help remember preferences and track website usage.
We use the following types of cookies:
- Necessary cookies – These are required for the website to function properly, such as session cookies that expire when you close your browser.
- Preferences/functionality cookies – These remember your settings or choices (e.g., display preferences or login state). This may include cookies that store your name and email when you leave a comment, or cookies used by WordPress to customise the admin interface.
- Third-party cookies – Some cookies are set by external services used on our site, such as Stripe (for payments), Klarna (for instalments), or Gravatar (for comment profile pictures).
- Comment cookies – When you leave a comment on our site, a cookie may store your name and email address for convenience so you don’t have to re-enter it next time.
We also use cookies for analytics (see next section).
Cookie Consent:
When you visit our website for the first time, a cookie banner appears asking for your consent to use non-essential cookies. You may choose to accept or decline these cookies.
You can change or withdraw your consent at any time by adjusting your browser settings or clearing your cookies. Some site features may not work properly if cookies are disabled.
If you have any questions about how we use cookies, please contact us at:
karolinanaturals.customercare@gmail.com
Analytics
We use Google Analytics, to collect anonymised data about how visitors use our site.
This includes information like:
Pages visited
Time spent on site
General location (based on IP, anonymised)
Browser/device type
Why we collect it: To understand customer behaviour, improve website performance, and optimise marketing efforts.
Opting out: Users can opt out of Google Analytics tracking by installing the browser add-on available here:
https://tools.google.com/dlpage/gaoptout
You can read Google’s privacy policy here:
https://policies.google.com/privacy
SEO & Site Analytics Tools
We use the Rank Math SEO plugin to improve our website’s search engine visibility, manage meta data, and generate structured data (schema) for our content. Rank Math itself does not collect personal data from visitors.
Any data shared with Google Analytics or Google Search Console through Rank Math is anonymized and handled according to their privacy policies.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Who we share your data with
We do not sell, rent, or trade your personal data. However, we share information with a few trusted third-party service providers to help run our website, process your orders, and improve your experience:
Payment Processors
We share relevant billing information (such as name, address, and order details) with our payment providers so they can securely process transactions:
Stripe – Used for credit/debit card payments.
Klarna – Used for Pay Later or instalment payments.
Hosting Provider: SiteGround
Our website is hosted by SiteGround, which securely stores our site data and may process your IP address or server logs for technical performance and security.
Analytics: Google Analytics
We use Google Analytics to understand how users interact with our website.
This service collects anonymised usage data, such as IP address, browser type, and pages visited.
Gravatar (for Comments)
If you leave a comment, a hash of your email address may be sent to the Gravatar service to check if you have a profile picture.
Gravatar (Automattic) Privacy Policy
Legal Compliance
We may disclose personal data if required to do so by law or if necessary to protect our legal rights (for example, in response to requests from tax authorities or law enforcement).
How long we retain your data
We retain your data only for as long as necessary to provide our services, meet legal obligations, and resolve disputes.
Our data retention schedule is as follows:
Order and purchase records are kept for between 6 to 10 years to comply with UK tax and accounting laws, including HMRC requirements.
Contact form submissions are stored for up to 6 months. This allows us to respond to enquiries and follow up on any customer service issues.
Newsletter form entries are stored until you withdraw your consent (unsubscribe) or request deletion. This allows us to send newsletters, product updates, and promotional offers only to those who have opted in.
Comments and product reviews are kept indefinitely, unless you request for them to be deleted. This helps us maintain a history of customer feedback and engagement on our website.
Analytics data collected through Google Analytics is retained for 12 to 26 months. This helps us understand how visitors use our site and improve its performance over time.
Customer account information is stored for as long as the account remains active. If you close your account, we will delete your data unless we are required to retain it for legal or administrative reasons.
If you wish to request the deletion of your personal data, please contact us at
karolinanaturals.customercare@gmail.com
and we will respond in accordance with UK data protection law.
What rights you have over your data
Under UK GDPR and EU data protection laws, you have the following rights regarding your personal data:
The right to access – You can request a copy of the personal data we hold about you.
The right to rectification – You can ask us to correct any inaccurate or incomplete data.
The right to erasure – You can request that we delete your personal data in certain circumstances (“the right to be forgotten”).
The right to restrict processing – You can ask us to pause processing your data if you contest its accuracy or object to its use.
The right to object – You can object to our processing of your data if it is based on legitimate interests.
The right to data portability – You can request that we transfer your data to you or another service provider.
To exercise any of these rights, please email us at: karolinanaturals.customercare@gmail.com
We will respond to all requests within one month, in accordance with data protection laws.
How your data is protected
All third-party services we use are required to safeguard your data to GDPR-equivalent standards, regardless of where it is processed.
These safeguards may include:Standard Contractual Clauses (SCCs) approved by the UK and EUData Processing Agreements (DPAs) with our providersInternal data protection policies and security measures implemented by those companies
By using this site, you consent to your data being transferred and stored in this way, with appropriate safeguards in place.
What data breach procedURES we have in place
We take the security of your personal data seriously. In the event of a data breach—whether suspected or confirmed—we follow these procedures:
Internal breach detection and reporting: We monitor our site and hosting environment (SiteGround) for suspicious activity or vulnerabilities.
Immediate containment: If a breach occurs, we act promptly to contain and assess the impact.
Notification to affected users: If the breach poses a risk to your rights or freedoms, we will notify affected individuals without undue delay.
Regulatory notification: If required under UK GDPR, we will notify the Information Commissioner’s Office (ICO) within 72 hours of becoming aware of the breach.
Ongoing prevention: We use secure passwords, SSL encryption, and keep our website software (including plugins) up to date to reduce the risk of breaches.
If you suspect a security issue related to your personal data on our site, please contact us immediately at:
karolinanaturals.customercare@gmail.com
What third parties we receive data from
Currently, we do not receive personal data about users from third-party sources, such as marketing partners, social platforms, or advertisers.
If this changes in the future—for example, through integration with a third-party login or advertising service—we will update this privacy policy to reflect what data is received, from whom, and why.
What automated decision making and/or profiling we do with user data
We do not use any automated decision-making processes or profiling systems that have legal or significant effects on users.
This means:
We do not use algorithms to make decisions about you without human involvement.
We do not offer credit, assess eligibility, or create marketing profiles based on your behaviour or data.
If we introduce such features in the future (for example, automated product recommendations or targeted advertising based on purchase history), this section will be updated to explain:
What automated processing is used
What data it relies on
What decisions it makes
Your rights in relation to those decisions (such as the right to request human intervention)
Industry regulatory disclosure requirements
Karolina Naturals is a small business operating in the UK selling natural cosmetic products.
We are not currently subject to additional privacy laws or regulatory frameworks beyond standard consumer protection and data protection laws applicable in the United Kingdom, such as:
The UK General Data Protection Regulation (UK GDPR)The Data Protection Act 2018
The Consumer Contracts Regulations 2013
The Privacy and Electronic Communications Regulations (PECR)
If we become subject to additional regulatory oversight in the future (for example, selling medical-grade cosmetics or exporting data under special jurisdiction), this privacy policy will be updated accordingly.