privacy policy

Privacy Policy
Effective Date: [01/03/25]
Last Updated: [21/05/25]
OXO3 LTD (“Kuanzhai”, “we”, “us”, or “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you use our website, products, services, and interact with our brand online or in person.

1. Who We Are
   OXO3 LTD is a company registered in the United Kingdom Company number 16082438, specializing in Heat-Not-Burn (HNB) tobacco-alternative products.
   Data Controller: OXO3 Ltd
   Registered Address: Trimex House, Pier Road, Feltham, TW14 0TW
   Email: privacy@kuanzhai.co.uk
2. Who This Privacy Policy Applies To
   This policy applies to:
   Consumers and website visitors
   Retail and distribution partners
   Users of Kuanzhai products and services
   Individuals contacting our customer support
   This policy does not apply to employment-related data.
3. Personal Data We Collect
   We may collect the following categories of personal data:
   A. Identity & Contact Data
   Name, date of birth (for age verification)
   Email address, phone number, address
   B. Device & Usage Data
   IP address, browser type, operating system
   Page views, clicks, session duration
   C. Marketing & Communication Preferences
   Opt-in/out status
   Responses to promotions or campaigns
   D. Transaction Data
   Purchase history, payment details (processed via secure third-party gateways)
   E. Compliance Data
   Age verification tokens
   Consent logs
   Regulatory certifications
4. How We Collect Personal Data
   We collect data through:
   Website forms (e.g. sign-up, partner requests)
   Orders placed online or offline
   Cookies and tracking technologies
   Communications with customer service
   Third-party partners (e.g. payment processors, distributors)
5. Legal Basis for Processing
   We rely on the following lawful bases:
   Purpose
   Legal Basis

Order processing, delivery
Contractual necessity

Age verification, tax records
Legal obligation

Email marketing (opt-in only)
Consent

Customer analytics, fraud detection
Legitimate interests

Regulatory reporting (e.g. tobacco laws)
Legal obligation

6. Why We Collect Personal Data
   We use your personal data to:
   Process and deliver your orders
   Verify your age and legal eligibility
   Respond to queries or support requests
   Send relevant updates and marketing (if consented)
   Comply with UK laws regulating tobacco-alternative products
   Improve our website and product experience
7. Marketing Communications
   You will only receive marketing from us if:
   You have explicitly opted in via a form or checkbox, OR
   You are an existing customer (in which case you can opt out at any time)
   All communications will include a clear “unsubscribe” option.
8. Sharing Your Personal Data
   We may share your data with:
   Logistics Providers: For order fulfilment and returns
   Payment Processors: Secure handling of transactions
   Regulatory Authorities: When legally required
   Marketing Vendors: To manage campaigns (never without consent)
   Age Verification Services: To comply with UK law
   We ensure all third parties adhere to strict data protection standards.
9. International Data Transfers
   If data is transferred outside the UK or EEA (e.g. cloud services), we:
   Use countries with adequacy decisions; or
   Implement Standard Contractual Clauses (SCCs)
10. How Long We Keep Your Data
    Data Type
    Retention Period

Purchase & Account Data
7 years (tax law)

Marketing Consent Records
Until opt-out + 2 yrs

Website Analytics Data
26 months

Age Verification Tokens
2 years

11. Cookies & Tracking Technologies
    We use cookies to:
    Recognize your browser/device
    Understand how our site is used
    Tailor your experience
    Run remarketing ads via Google, Meta, etc.
    See our Cookie Policy for full details and opt-out options.
12. Your Data Protection Rights
    Under UK GDPR, you have the right to:
    Access: Request your personal data
    Rectify: Correct any inaccuracies
    Erase: Request deletion under specific conditions
    Restrict: Limit processing temporarily
    Object: Challenge certain processing, including marketing
    Portability: Transfer your data to another provider
    Withdraw Consent: At any time for consent-based uses
    To exercise your rights, email: privacy@kuanzhai.com
13. Age Restrictions
    Our products and website are intended only for users aged 18 years or older. We use age verification methods in compliance with the Tobacco and Related Products Regulations (TRPR).
    Any data collected from individuals under 18 will be immediately deleted.
14. Automated Decision-Making
    We may use automated tools (e.g. age verification software, fraud flags). These are regularly reviewed, and you can request human intervention.
15. Data Security
    We use:
    SSL encryption
    Two-factor authentication
    Access control protocols
    Staff training & confidentiality agreements
    In the event of a breach, we will notify affected individuals and the ICO within 72 hours as required.
16. Changes to This Privacy Policy
    We may update this policy periodically. All updates will be posted to this page with a revised effective date.
    You are encouraged to review it regularly.
17. Contact Us
    If you have any questions or concerns:
    Email: privacy@kuanzhai.co.uk
    Registered Address: Trimex House, Pier Road, Feltham, TW14 0TW

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).