Natalie Kotova – Privacy Notice
This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- Sharing information outside the UK
- How to complain
Contact details
Natali Ruslanovna Kotova, trading as Natalie Kotova, is a sole trader based in the United Kingdom (60 St John's Wood Road, London NW8 7HN) and is the controller responsible for your personal information. You can contact us about this privacy notice or your personal information using the details below.
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Purchase or account history
- Payment details (payments are processed by our payment providers – we do not see or store your full card details)
- Account information
- Website user information (including user journeys and cookie tracking)
- Information relating to compliments or complaints
- Instagram username and messages sent via Instagram Direct (including through ManyChat)
- Country of residence (provided at checkout)
We collect or use the following information for the operation of customer accounts and guarantees:
- Names and contact details
- Purchase history
- Account information, including registration details
- Information used for security purposes
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Marketing preferences
- Purchase or viewing history
- IP addresses
- Website and app user journey information
- Records of consent, where appropriate
- Instagram username and keyword interactions via ManyChat
We collect or use the following information to comply with legal requirements:
- Name
- Contact information
- Financial transaction information
- Any other personal information required to comply with legal obligations
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Payment details
- Account information
- Purchase or service history
- Customer or client accounts and records
- Financial transaction information
- Correspondence
We also collect the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:
- Health information
We only use health information that you choose to share with us to respond to your query or complaint. Our condition for using this information is your explicit consent, which you can withdraw at any time by asking us to delete it, or, where relevant, that it is necessary to establish, exercise or defend legal claims.
Cookies
Our website uses cookies that are necessary for it to work, including keeping you logged in to your customer account. We only use non-essential cookies, such as analytics cookies, if you agree to them through our cookie banner. You can change your choice at any time in your browser settings.
Children
Our products are intended for adults aged 18 and over. We do not knowingly collect personal information from children.
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
- Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We use your Instagram username and the messages you send us through Instagram Direct, including automated replies via ManyChat, to respond to your requests and send you the links and materials you ask for. We also use basic website information to keep our website working properly and securely. This benefits you because you receive what you asked for quickly. We only use the minimum information needed, and you can stop messaging us or ask us to delete your information at any time.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We use your account details, login information and security data to protect your account and our website from unauthorised access, fraud and misuse. This protects you and the materials you have purchased. We only use this information for account management and security purposes.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- If you have bought one of our products, we may send you emails about similar products, guides and updates that we think you will find useful. You were given the option to opt out when you made your purchase, and you can unsubscribe at any time using the link in every email. We also use information about how you interact with our emails, such as opens and clicks, to make our content more relevant. We consider this reasonable because it relates to products you have already shown interest in and you can easily opt out.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for legal requirements are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We use your contact details, correspondence and purchase information to answer questions from people who have not yet bought from us, to handle complaints, and to establish, exercise or defend legal claims. This helps us resolve issues fairly and protect our business. If you share health information in your messages, we only use it to answer your question and never use it for marketing.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
- Directly from you
- Suppliers and service providers
- Instagram (Meta), including through ManyChat, when you message us or comment with a keyword on our posts
How long we keep information
We keep personal information only for as long as we need it:
- Purchase, payment and tax records: 6 years after the end of the tax year in which the purchase was made, to meet HMRC record-keeping requirements and the time limit for legal claims.
- Customer account information: for as long as your account is open. Accounts with no activity for 3 years are deleted, except for purchase records kept as described above.
- Marketing list: until you unsubscribe. After that, we keep only your email address on a suppression list so that we do not contact you again. Subscribers who have not opened any of our emails for 2 years are removed.
- Instagram and ManyChat messages: 2 years after our last interaction with you.
- Customer support emails and queries: 2 years after the query is resolved. Complaints and claims are kept for 6 years.
- Website and cookie data: no longer than 13 months.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Data processors
Tilda Publishing
This data processor does the following activities for us: They host our website and customer account area, where customers access the products they have purchased.
Google (Google Workspace)
This data processor does the following activities for us: They provide our business email and file storage, including our customer support inbox.
ManyChat, Inc.
This data processor does the following activities for us: They manage automated replies to messages and keyword comments on our Instagram account, send links to our products and collect email addresses from people who request our free guides.
Email marketing service provider
This data processor does the following activities for us: They send our emails, including free guides, product updates and marketing emails, and manage our subscriber list and unsubscribe requests.
Freelance customer support and marketing contractor
This data processor does the following activities for us: They answer customer queries, provide technical support with purchases and account access, and help manage our sales funnel and email communications on our behalf.
Others we share personal information with
- Professional or legal advisors
- Relevant regulatory authorities
- Organisations we’re legally obliged to share personal information with
- Payment providers (see below)
- Meta Platforms (Instagram), when you contact us through Instagram
Payment providers
Card and PayPal payments are processed by Stripe and PayPal. They receive your payment details directly from you and use them under their own privacy notices. We do not see or store your full card details.
If you choose to pay in Russian roubles, your payment is processed by Prodamus, a payment provider based in Russia, under its own terms. You provide your payment details directly to Prodamus.
Sharing information outside the UK
Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
Organisation name: Freelance customer support and marketing contractor
Category of recipient: Customer support and marketing services
Country the personal information is sent to: European Union
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
Organisation name: ManyChat, Inc.
Category of recipient: Messaging automation software provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
Organisation name: Google LLC
Category of recipient: Cloud email and file storage provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
Organisation name: Tilda Publishing
Category of recipient: Website hosting provider
Country the personal information is sent to: To be confirmed with Tilda. We will update this notice as soon as we receive confirmation.
How the transfer complies with UK data protection law: To be confirmed with Tilda. We will update this notice as soon as we receive confirmation.
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: info@bynataliekotova.com
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
ICO Head Office
4th Floor, No.3 Circle Square
5 Hawkshaw Street
Manchester
M1 7BL
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Changes to this privacy notice
We may update this privacy notice from time to time. The latest version will always be available on this page, together with the date it was last updated.
