Privacy policy
Last updated: 5th June 2025
1. Introduction
Kaana Food Limited ("we," "us," or "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, process, and protect your information when you use our restaurant services, visit our physical locations, or interact with our website.
Company Details:
• Legal Name: Kaana Food Limited
• Registration Number: 16025334
• Registered Address: Apartment 105 4 Pearson Square, London, England, W1T 3BH
• Contact Email: info@kaanafood.com
This policy applies to all personal data we process about you in connection with our services, whether you visit our restaurant, use our website, or interact with us in any other way.
2. Legal Basis for Processing
We process your personal data under the following legal bases:
• Contract Performance: To fulfil orders, process payments, and provide our services
• Legitimate Interests: To improve our services, prevent fraud, and conduct marketing activities
• Consent: Where you have given specific consent (e.g., marketing communications)
• Legal Obligation: To comply with legal requirements such as tax and accounting obligations
3. Information We Collect
3.1 Information You Provide Directly
• Account Information: Name, email address, phone number, and password when you create an account
• Order Information: Food preferences, delivery addresses, and special instructions
• Payment Information: Payment card details and billing information
• Loyalty Programme Data: Information related to our customer rewards scheme
• Communication Data: Information you provide when contacting us or leaving feedback/reviews
• Marketing Preferences: Your choices regarding marketing communications
3.2 Information We Collect Automatically
• Website Usage Data: Through cookies and analytics tools, including pages visited, time spent, and user interactions
• Device Information: IP address, browser type, device type, and operating system
• Location Data: General location information (not precise location tracking)
• Transaction Data: Details of orders, payments, and service usage
3.3 Future Data Collection
We may collect dietary preferences and allergy information in the future to better serve our customers. We will update this policy and seek appropriate consent before implementing such collection.
4. How We Use Your Information
We use your personal data for the following purposes:
4.1 Service Delivery
• Processing and fulfilling your food orders
• Managing your account and loyalty programme
• Processing payments and preventing fraud
• Providing customer support
• Communicating about your orders and account
4.2 Business Operations
• Improving our menu, services, and customer experience
• Conducting analytics to understand customer preferences
• Managing our restaurant operations
• Complying with legal and regulatory requirements
4.3 Marketing and Communications
• Sending promotional emails and SMS messages (with your consent)
• Personalising marketing content based on your preferences
• Conducting customer satisfaction surveys
• Managing customer feedback and reviews
5.1 Third-Party Service Providers
5.1 Third-Party Service Providers
• Payment Processors: To process payments securely
• Delivery Partners: To fulfil delivery orders
• Marketing Tools: To manage email campaigns and customer communications
• Analytics Providers: To analyse website usage and improve our services
• IT Service Providers: To maintain and secure our systems
5.2 Legal Requirements
We may disclose your information when required by law, to protect our rights, or to ensure the safety of our customers and staff.
5.3 Data Transfers
We operate solely within the UK and do not transfer personal data outside the UK/EEA. All our third-party partners are carefully selected to ensure appropriate data protection standards.
6. Data Retention
We retain your personal data for as long as necessary to provide our services and comply with legal obligations:We process your personal data under the following legal bases:
• Account Data: Retained while your account is active and for 3 years after closure
• Transaction Data: Retained for 7 years for accounting and tax purposes
• Marketing Data: Retained until you withdraw consent or for 3 years of inactivity
• Website Analytics: Typically retained for 26 months
7. Your Rights
Under UK data protection law, you have the following rights:
• Access: Request copies of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data in certain circumstances
• Restriction: Limit how we process your data
• Portability: Receive your data in a structured format
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent for marketing communications
• To exercise these rights, contact us at info@kaanafood.com.
8. Cookies and Tracking
Our website uses cookies and similar technologies to:
• Enable essential website functionality
• Remember your preferences and settings
• Analyse website usage and performance
• Provide personalised content and advertisements
You can manage cookie preferences through your browser settings. Some website features may not function properly if you disable cookies.
9. Security Measures
We implement appropriate technical and organisational measures to protect your personal data, including:
• Encryption of sensitive data in transit and at rest
• Regular security assessments and updates
• Access controls and staff training
• Secure payment processing systems
10. Children's Privacy
Our services are not intended for children under 16. We do not knowingly collect personal data from children under 16 without parental consent.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by:
• Posting the updated policy on our website
• Sending email notifications to registered users
• Displaying notices in our restaurant locations
12. Contact Information
For privacy-related questions, concerns, or to exercise your rights, please contact us:
Email: info@kaanafood.com
Address: Apartment 105 4 Pearson Square, London, England, W1T 3BH
If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
Effective Date: 5th June 2025 Document Version: 1.0