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Privacy policy

Last modified on: 22 May 2025

This Privacy Policy describes how HAIR LABS AI LTD ("HairLabs", "we", "us", or "our") collects, uses, and discloses your personal information when you visit, use our services, or make a purchase from www.hairlabs.ai (the "Site"), or otherwise communicate with us.

This Privacy Policy applies to customers, website visitors, and any individuals interacting with us in the context of using our services.

We are the data controller of your personal information unless otherwise stated.

1. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or to comply with legal, operational or regulatory requirements. Changes will be posted on this page and the "Last modified on" date above will be revised accordingly. Please review this policy regularly.

2. Information We Collect

We collect personal data necessary to provide our services, fulfil your orders, and improve your experience.

2.1 Information You Provide Directly

  • Contact Information: Name, email, phone number, postal address.
  • Order & Payment Details: Billing/shipping addresses, order history, last four digits of payment card, payment method metadata. (Note: full payment details are handled securely by third-party processors such as Stripe, Shopify Payments, and PayPal.)
  • Account Information: Username, password, communication preferences.
  • Support Enquiries: Information voluntarily provided in messages or help requests.
  • Marketing Preferences: Subscriptions, interactions with emails and promotional messages.

2.2 Automatically Collected Information (Usage Data)

  • Device type, browser, IP address, referral source, pages visited, time spent.
  • Collected using cookies, pixels, analytics platforms (e.g., Google Analytics, Klaviyo, Meta Pixel, TripleWhale).

2.3 Information from Third Parties

We may collect information from vendors who support our operations, including:

  • Shopify (e-commerce platform and analytics).
  • Payment processors (e.g. Stripe, PayPal).
  • Logistics providers (to fulfil and track orders).
  • Marketing or advertising platforms.

3. How We Use Your Personal Information

We process your personal data for the following purposes:

  • Order Fulfilment: Process transactions, deliver products, manage subscriptions, returns and refunds.
  • Customer Service: Provide assistance, handle complaints or queries.
  • Account Management: Maintain and secure your account, manage login credentials.
  • Marketing and Personalisation: Deliver tailored content, promotional messages, and advertisements.
  • Analytics and Website Optimisation: Understand usage trends, improve functionality, and detect technical issues.
  • Compliance and Security: Prevent fraud, meet legal obligations (e.g. tax compliance).

4. Legal Basis for Processing

Under the UK GDPR, we rely on the following legal bases:

  • Consent – e.g. for email marketing.
  • Contractual Necessity – to process and deliver your orders.
  • Legitimate Interests – improve services, detect abuse, personalise user experience.
  • Legal Obligation – e.g. retain transaction data for tax purposes.

5. Sharing Your Information

We may share your data with trusted third parties, including:

  • Payment Providers (Stripe, Shopify, PayPal).
  • Fulfilment Partners (e.g. Huboo or other 3PL services).
  • Analytics/Marketing Platforms (Klaviyo, Google Analytics, Meta Ads).
  • Legal & Regulatory Authorities if required to comply with the law.
  • Affiliate or advertising partners for marketing purposes (with consent).

We ensure these providers process your data securely and only on our instructions.

6. Cookies & Tracking Technologies

We use cookies and similar technologies to:

  • Enable website functionality.
  • Understand user interaction.
  • Improve personalisation and advertising.

You may control cookie preferences via your browser settings. You can learn more about the cookies we use by visiting https://hairlabs.ai/pages/cookie-policy

Note: Blocking cookies may reduce some features or break site functionality.

7. International Transfers

If personal data is transferred outside the UK (e.g., to the US), we ensure that it is protected using legally recognised safeguards such as:

  • UK-approved Standard Contractual Clauses (SCCs).
  • Transfers to countries deemed to have adequate protection by the UK government.

8. Data Retention

We retain data only for as long as necessary:

Data Type Retention Period
Order & Payment Info 6–7 years (for accounting & tax)
Account Information While active, or 2 years of inactivity
Marketing Preferences Until unsubscribed or withdrawn
Analytics & Tracking Data 26 months (default Google Analytics setting)
Customer Service Records 2 years

9. Your Rights

Under UK data protection law, you have rights to:

  • Access – see what data we hold about you.
  • Rectification – correct inaccurate or outdated information.
  • Erasure – request deletion where data is no longer needed.
  • Object – opt out of certain uses, including direct marketing.
  • Data Portability – request your data in a machine-readable format.
  • Withdraw Consent – stop any processing based on your prior consent.

To exercise any of the above rights, please email: concierge@hairlabs.ai

You may also lodge a complaint with the Information Commissioner's Office (ICO): www.ico.org.uk

10. Marketing Communications

We only send marketing emails or texts if you opt in. You may opt out at any time:

We may still send non-promotional service communications (e.g., order confirmation).

11. Children’s Data

Our website and products are not intended for individuals under the age of 18. We do not knowingly collect data from children. If you believe your child has provided us with personal data, please contact us and we will delete it promptly.

12. Security of Your Data

We implement industry-standard measures to secure your data. However, no online system is completely secure, and we encourage you not to send sensitive information over unsecured channels.

If you believe your account or data has been compromised, please notify us immediately at concierge@hairlabs.ai

13. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices or content of such sites. Please review their privacy policies separately.

14. Contact Information

If you have any questions or would like to exercise your privacy rights, please contact:

HAIR LABS AI LTD

96 Kensington High Street, London, W8 4SG

Email: concierge@hairlabs.ai

Phone: +44 (0)203 7272 691