Privacy Policy

This Privacy Policy describes how Kaydence(“we,” “us,” or “our”) collects, uses, and shares information when you visit our website, book a call, or work with us as a client (together, the “Services”).

Overview

We respect your privacy and aim to be straightforward about the data we handle. Kaydence is a done-for-you email marketing service: our team builds and runs Klaviyo flows, campaigns, copy, and creative for DTC stores, working inside the client’s own Klaviyo and Shopify accounts. This policy explains what we collect, why we collect it, how we use it, and the choices you have. By using the Services, you agree to the practices described here. If you do not agree, please don’t use the Services.

Information we collect

We collect a few kinds of information, described below.

Information you provide

When you contact us, book a teardown call, or become a client, you may give us:

• Contact details - your name, email, and brand or store name.
• Communications - messages you send us, the contents of forms you submit, scheduling details for calls you book, and the messages we exchange in the client portal during an engagement.
• Brand and product materials - the assets clients hand over so we can do the work: logos, fonts, brand guidelines, product photos, product notes, and voice or style preferences.
• Billing information - handled by our payment processor; we do not store full card numbers.

Data we access in client accounts

When a client grants us access to their Klaviyo and Shopify accounts, we access the data needed to audit the account and run the program - for example product and catalog details, customer and subscriber lists, segment definitions, and email-engagement data such as opens, clicks, orders, and purchase history. We use this to build segments, flows, and campaigns inside the client’s own accounts, and nothing goes live without the client’s approval. We act as a processor of this data on the client’s direction; the client remains the controller of their customers’ data.

Work product we create for you

The audits, reports, flows, campaigns, copy, and creative our team produces during an engagement are stored so we can revise them with you and keep the program running. Retention is described under Data retention.

Usage & device data

When you use our website, we automatically collect technical information such as your IP address, browser type, device and operating system, pages viewed, referring URLs, and timestamps. We use this to operate, secure, and improve the Services.

Cookies

We and our providers use cookies and similar technologies to remember preferences (such as your light or dark theme) and understand how the website is used. See Cookies & tracking below for details and your choices.

How we use your information

We use the information we collect to:

• Provide, maintain, and improve the Services.
• Run teardown calls and deliver the audits that come out of them.
• Audit client accounts and build segments, flows, campaigns, copy, and creative inside the client’s Klaviyo, on the client’s direction and with their approval.
• Report on program performance to the client the data belongs to.
• Process transactions and send related confirmations and receipts.
• Respond to your requests, provide support, and communicate with you about updates and administrative matters.
• Monitor and analyze trends, usage, and activity to keep the Services safe and reliable.
• Detect, investigate, and prevent fraud, abuse, and other harmful or unlawful activity.
• Comply with legal obligations and enforce our terms.

We do not use the customer or subscriber data a client gives us access to for unrelated purposes or to benefit other brands.

Cookies & tracking

Cookies are small files stored on your device. We use essential storage required for the site to work - your light or dark theme preference, and a record of the cookie choice you make below.

We also use one analytics and attribution cookie. It holds a random identifier, not your name or email, and lets us see which pages get read and which channel someone arrived from, so we know which of our work is worth doing. If you click a link in an email we sent you, that identifier is connected to your email address so we can see what was useful to you. We do not sell it, share it with advertisers, or use it to follow you around other websites.

If you are in the EEA, the UK, or Switzerland, nothing non-essential is stored until you accept. You are asked when you first arrive, rejecting takes exactly one click, and you can change your mind at any time using the Cookie settings link in the footer - which also deletes the identifier if you withdraw. Elsewhere, the cookie is set by default and you can clear it in your browser at any time.

Sharing & third-party processors

We do not sell your personal information. We share it only in the following circumstances:

• Service providers. Vendors that process data on our behalf - such as cloud hosting, analytics, scheduling, communications, and payment processing - under contracts that require them to protect it.
• Klaviyo and connected platforms.The work happens inside the client’s own Klaviyo and Shopify accounts, so the data we touch there is governed by the client’s agreements with those platforms. We exchange data with them on the client’s direction to audit the account and run the program.
• Legal & safety. When required by law, legal process, or to protect the rights, property, or safety of Kaydence, our clients, or the public.
• Business transfers.In connection with a merger, acquisition, financing, or sale of assets, in which case we’ll continue to protect your information consistent with this policy.
• With your direction. When you ask us to share information or connect a third-party integration.

Data retention

We keep personal information for as long as needed to provide the Services, comply with our legal obligations, resolve disputes, and enforce our agreements. Brand materials, account access, and the work product we create are retained for the duration of the engagement; when an engagement ends, we return or remove access and delete or anonymize what we no longer need. You can request deletion at any time - see Your rights below.

Security

We use technical and organizational measures designed to protect your information - including encryption in transit, access controls, and regular reviews. No method of transmission or storage is perfectly secure, so we cannot guarantee absolute security.

Your rights

Depending on where you live, you may have the right to:

• Access the personal information we hold about you.
• Correct information that is inaccurate or incomplete.
• Delete your personal information, subject to certain exceptions.
• Opt out of certain processing, including marketing communications, by following the unsubscribe link or contacting us.

These rights cover the personal data we hold about you. For a client’s customers and subscribers, the client remains the controller of that data; if one of them asks you to exercise a right, we’ll help you action it. To exercise any of these rights, contact us at hello@kaydence.ai. We may need to verify your identity before acting on a request.

International transfers

We may process and store information in countries other than the one in which you live. When we transfer personal information across borders, we take steps to ensure it receives an adequate level of protection in line with applicable law, including using recognized safeguards such as standard contractual clauses where required.

Children’s privacy

The Services are not directed to children, and we do not knowingly collect personal information from anyone under 16. If you believe a child has provided us with personal information, contact us and we’ll take steps to delete it.

Changes to this policy

We may update this policy from time to time. When we make material changes, we’ll update the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Services after changes take effect means you accept the revised policy.

Contact us

Questions about this policy or how we handle your information? Reach us at hello@kaydence.ai.