Privacy Policy

Last updated: 5 October 2026

This policy explains what personal information Kotavya collects, why, and what rights you have. We follow the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

Who we are

Kotavya is a trading name of Kota Trading Ltd, registered in England and Wales (company number 17388505), registered office 66 Paul Street, London, EC2A 4NA. Kota Trading Ltd is the data controller for the information described here. Contact us about privacy at info@kotavya.com.

What we collect

  • Order details: your name, delivery and billing address, email, phone number, what you bought and your order history.
  • Payment information: handled securely by our payment providers. We never see or store your full card number.
  • Messages: anything you send us by email or through our contact form.
  • Personalisation details: any text or images you send us for a personalised item.
  • Marketing preferences: if you join our email list, and whether you open our emails.
  • Device and browsing data: IP address, browser type, pages viewed and how you found us, collected through cookies and similar technologies.

Why we use it, and our lawful basis

  • To print and deliver your order and handle returns: necessary to perform our contract with you.
  • To keep records for tax and accounting: to meet our legal obligations.
  • To answer your questions and look after you as a customer: our legitimate interests in running the business well.
  • To send marketing emails: only with your consent. You can unsubscribe at any time using the link in every email.
  • To measure and improve our site and advertising, including social media ads: with your consent where cookies are involved, otherwise our legitimate interests.
  • To prevent fraud and keep our site secure: our legitimate interests and legal obligations.

Who we share it with

We never sell your personal information. We share it only with trusted companies that help us run Kotavya, and only what they need:

  • our e-commerce platform (Shopify), which hosts our shop and processes orders;
  • payment providers, to take payment securely;
  • our print and fulfilment partners, who print, pack and send your order;
  • delivery companies, to get your parcel to you;
  • email marketing and analytics tools;
  • advertising platforms such as Meta and Google, where you've agreed to marketing cookies;
  • professional advisers, and authorities where the law requires it.

International transfers

Some of these providers store or process data outside the UK, including in the EU, Canada and the United States. Where they do, we rely on UK adequacy regulations or approved safeguards such as the UK International Data Transfer Agreement or Addendum.

How long we keep it

  • Order and transaction records: 6 years after the end of the financial year, as UK tax law requires.
  • Customer service messages: up to 2 years.
  • Marketing data: until you unsubscribe, or 2 years after we last heard from you.

Cookies

We use essential cookies to make the shop work (your basket, for example). With your permission we also use analytics and marketing cookies. You can accept or reject non-essential cookies in our cookie banner and change your mind at any time in your browser settings.

Your rights

You have the right to access your personal information, correct it, ask us to delete it, restrict or object to how we use it, ask for a copy in a portable format, and withdraw consent at any time. Email info@kotavya.com and we'll respond within one month, free of charge.

Complaints

If you're unhappy with how we've handled your information, please tell us first. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

Children

Our shop isn't aimed at children under 13, and we don't knowingly collect their information.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed.