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Privacy Policy

Last updated: 26 August 2026

At Kaira, we respect your privacy and are committed to protecting the personal information that you share with us.

This Privacy Policy explains what information we may collect through kaira.co, through our communications with prospective and existing clients, and while providing our web development, design, SEO, support and other digital services.

It also explains how we use, store and protect that information and the rights you may have in relation to it.

For the purposes of this Privacy Policy, “Kaira”, “we”, “us” and “our” refer to Kaira and the services provided through kaira.co.

1. Information We Collect

We aim to collect only the information that is reasonably necessary to operate our website, respond to enquiries and provide services to our clients.

Depending on how you interact with Kaira, this may include:

Information You Provide Through Our Contact Form

When you contact us through the website, we may collect information such as:

  • Your name
  • Email address
  • Company or business name
  • The reason for your enquiry
  • Your estimated project budget
  • Any information you choose to include in your message

We use this information to respond to your enquiry, discuss potential work and communicate with you about our services.

Information Provided During a Client Relationship

If you become a Kaira client, we may collect and process additional information that is necessary to provide the agreed services.

This may include:

  • Your name and contact details
  • Company information
  • Project requirements and communications
  • Website content and assets
  • Billing and invoicing information
  • Technical information relating to your website or digital platforms
  • Account usernames or access invitations where required
  • Website hosting or domain information
  • Analytics, search or advertising account access
  • Content management system access
  • Source code repository access
  • Third-party platform access required to perform our work

We only request access to systems or information that is reasonably necessary to complete the work you have asked us to perform.

2. Client Accounts, Logins and Platform Access

Some projects require Kaira to access third-party platforms belonging to our clients.

Depending on the project, this may include platforms such as:

  • WordPress
  • Webflow
  • Shopify
  • WooCommerce
  • Hosting providers
  • Domain registrars
  • Google Analytics
  • Google Search Console
  • Google Business Profile
  • GitHub or GitLab
  • Vercel
  • Supabase
  • Cloud or database providers
  • Email platforms
  • SEO and marketing tools
  • Other services required for the project

Where possible, we recommend that clients add Kaira as a separate authorised user, collaborator or administrator rather than sharing their primary account password.

Where login credentials must be provided, we will use them only for the purpose for which access was granted.

We do not sell, publish or intentionally disclose client login credentials to unrelated third parties.

Clients are responsible for removing or updating Kaira’s access when it is no longer required, although we may also request that access be removed once a project or support relationship ends.

3. Information We May Access While Working on Client Systems

While developing, maintaining, auditing or troubleshooting a client’s website or software platform, Kaira may incidentally have access to information stored within that system.

For example, this could include:

  • Website user information
  • Customer information
  • Orders
  • Contact form submissions
  • Email addresses
  • Analytics data
  • Database records
  • CMS content
  • Support requests
  • Application user information

Where this occurs, we process this information only as necessary to provide the services requested by the client.

In these situations, the client generally remains responsible for the personal information contained within their own systems, while Kaira acts on their instructions when accessing or processing that information as part of our work.

We do not use information contained within a client’s systems for our own marketing or unrelated purposes.

4. How We Use Personal Information

We may use personal information for purposes including:

  • Responding to website enquiries
  • Preparing estimates, proposals and project scopes
  • Communicating with prospective and existing clients
  • Providing website development, design, SEO, maintenance and related services
  • Managing projects and client relationships
  • Providing technical support
  • Troubleshooting websites and software
  • Maintaining project records
  • Issuing invoices and maintaining accounting records
  • Improving our website and services
  • Measuring website traffic and performance
  • Protecting our systems, website and business against misuse or security threats
  • Complying with legal, regulatory, tax or accounting obligations

We do not sell your personal information.

5. Website Analytics

Kaira uses Google Analytics to understand how visitors use kaira.co.

Google Analytics may collect information such as:

  • Pages visited
  • Approximate geographic location
  • Device type
  • Browser type
  • Referring website or traffic source
  • Time spent on pages
  • Interactions with the website

This information helps us understand website performance, improve our content and identify how visitors find and use the site.

Analytics information is generally used in aggregate rather than to personally identify individual visitors.

Google may process information according to its own privacy policies.

6. Cookies

Kaira may use cookies and similar technologies to operate the website and measure website usage.

Cookies are small pieces of information stored by your browser or device.

Cookies used on kaira.co may include:

Essential Cookies

These may be required for the website or certain functionality to operate correctly.

Analytics Cookies

Google Analytics may use cookies or similar technologies to help us understand how visitors interact with the website.

You can usually block, restrict or delete cookies through your browser settings.

Disabling certain cookies may affect how some websites function.

7. Contact Form Information

Information submitted through our contact form is used to respond to your enquiry and determine whether Kaira can assist with your project.

Contact form submissions may be delivered to and retained within our email system.

We may retain correspondence where reasonably necessary for:

  • Continuing discussions with you
  • Managing a client relationship
  • Keeping records of project requirements
  • Business administration
  • Legal or contractual purposes

You may contact us if you would like us to delete personal information contained within an enquiry, subject to any information we are legally or reasonably required to retain.

8. Third-Party Services

Kaira uses third-party services to operate our business and provide services to clients.

Depending on the circumstances, these may include providers of:

  • Website hosting
  • Email
  • Cloud infrastructure
  • Analytics
  • Project management
  • Source code hosting
  • Accounting
  • Website platforms
  • Development tools
  • Communication tools

These providers may process limited personal information on our behalf where necessary to provide their services.

Third-party providers operate under their own privacy policies and terms.

We aim to use reputable service providers and only share information where reasonably necessary for the relevant service.

9. International Processing and Storage

Some of the technology providers we use may operate or store information outside South Africa.

This means personal information may occasionally be processed or stored in another country.

Where applicable, we take reasonable steps to use reputable providers and ensure that personal information is handled appropriately and in accordance with applicable data protection requirements.

10. Data Security

We take reasonable technical and organisational precautions to protect personal information against:

  • Loss
  • Misuse
  • Unauthorised access
  • Unauthorised disclosure
  • Alteration
  • Destruction

These measures may include secure website connections, access controls, password protection, multi-factor authentication and reputable hosting or cloud providers.

However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

11. Passwords and Credentials

We encourage clients not to send passwords through insecure communication channels where a safer access method is available.

Where possible, clients should:

  • Create a separate user account for Kaira
  • Use platform collaborator or agency access
  • Grant only the permissions required for the project
  • Use temporary credentials where appropriate
  • Enable multi-factor authentication
  • Remove unnecessary access when work is completed

If credentials are supplied to us, they will be used solely for legitimate project or support purposes.

12. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected or where retention is required for legal, accounting, contractual or administrative reasons.

For example, we may retain:

  • Client correspondence
  • Project documentation
  • Quotes
  • Invoices
  • Agreements
  • Technical records

for reasonable business and legal record-keeping purposes.

Access credentials that are no longer required should be removed, deleted or revoked where reasonably practicable.

13. Sharing Personal Information

We do not sell or rent personal information.

We may share information where reasonably necessary with:

  • Service providers used to operate our business
  • Contractors or specialists assisting with an authorised client project
  • Accountants or professional advisers
  • Hosting, cloud or technology providers
  • Authorities where disclosure is required by law

Where contractors or third parties require access to client systems or information, we aim to limit that access to what is necessary for their role.

14. Legal Basis for Processing

Where applicable, we process personal information because:

  • You have provided consent
  • Processing is necessary to respond to your request
  • Processing is necessary to enter into or perform a contract
  • Processing is necessary for our legitimate business activities
  • Processing is necessary to comply with a legal obligation
  • Another lawful basis exists under applicable data protection law

As a South African business, Kaira processes personal information with regard to the Protection of Personal Information Act, 4 of 2013 (POPIA).

15. Your Rights

Subject to applicable law, you may have the right to:

  • Ask whether we hold personal information about you
  • Request access to your personal information
  • Request that inaccurate information be corrected
  • Request deletion of information where appropriate
  • Object to certain processing of your personal information
  • Withdraw consent where processing relies on consent
  • Ask how your personal information has been used
  • Lodge a complaint regarding the processing of your personal information

Certain information may need to be retained where required by law, for accounting purposes, to establish or defend legal claims, or for legitimate administrative purposes.

16. Marketing Communications

We may communicate with existing or prospective clients regarding enquiries or ongoing services.

We will not add website contact-form users to unrelated bulk marketing communications without an appropriate basis for doing so.

If we send marketing communications, you may request that we stop sending them at any time.

17. External Websites

Our website may contain links to third-party websites or services.

Kaira is not responsible for the privacy practices, security or content of websites operated by third parties.

We recommend reviewing the privacy policy of any third-party service before providing personal information to it.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

  • Our website
  • Our services
  • The technology providers we use
  • Our business practices
  • Applicable legal or regulatory requirements

The latest version will be published on this page with an updated revision date.

19. Contact Us

If you have questions about this Privacy Policy, would like to request access to or correction of personal information, or have another privacy-related request, please contact Kaira through the contact form on kaira.co or by email.

21. Complaints

If you believe that your personal information has been processed inappropriately, please contact us first so that we can investigate and respond to your concern.