1. Introduction and Scope
Hakami Kai ("Hakami Kai", "we", "our", "us") is a brand strategy, design, and marketing execution company operating from Mangaluru, Karnataka, India.
This Privacy Policy governs the collection, use, storage, sharing, and protection of information obtained through:
- Your use of hakamikai.com and any associated subdomains ("the Website")
- Your submission of any intake form, contact form, or inquiry
- Your engagement of Hakami Kai's services under any proposal or agreement
- Any communication between you and Hakami Kai by any channel
By accessing the Website or engaging our services, you acknowledge that you have read, understood, and agree to this Privacy Policy. If you do not agree, you must discontinue use of the Website and must not engage our services.
This Policy should be read alongside our Terms of Service and any engagement agreement ("Agreement") entered into between you and Hakami Kai. In the event of conflict, the Agreement prevails.
2. Definitions
For the purposes of this Policy:
"Personal Data" means any information relating to an identified or identifiable natural person.
"Client Business Data" means any information relating to your business, operations, financials, strategy, audience, platforms, or performance that you share with us or that we generate on your behalf in the course of providing services.
"Processing" means any operation performed on data, including collection, storage, use, disclosure, or deletion.
"Data Subject" means any individual whose Personal Data is processed under this Policy.
"Third-Party Service Provider" means any vendor, platform, or tool used by Hakami Kai to deliver its services.
3. Information We Collect
3.1 Information You Provide Directly
Contact and Inquiry Data
Name, email address, phone number, job title, company name, and any information submitted through our intake form, contact form, discovery call booking, or direct communication.
Client Business Data
To deliver services of genuine strategic and commercial value, we collect comprehensive information about your business. This includes, without limitation:
- Legal entity name, registration details, business address, and GST/tax identification numbers
- Industry, business model, revenue streams, pricing structure, and stage of growth
- Financial information including revenue figures, profit margins, marketing and advertising budgets, historical spend, and financial targets — to the extent voluntarily disclosed to us
- Existing and historical marketing and advertising activities, campaign performance, and outcomes
- Brand assets, visual identity systems, style guides, tone of voice documentation, and creative materials
- Customer and audience data, including target demographics, customer personas, segmentation data, and any customer data you authorise us to work with for campaign execution purposes
- Competitor intelligence, market positioning, and strategic priorities
- Sales data, pipeline metrics, conversion rates, customer acquisition costs, and funnel performance
- Platform account credentials and access to advertising or social media accounts we manage on your behalf, including Meta Business Suite, Google Ads Manager, LinkedIn, and others
- Vendor, supplier, and agency relationships, current and historical
- Operational workflows, internal processes, and any other business information shared during briefings, strategy sessions, or ongoing engagement
We collect this information because our ability to build effective brand strategy, creative, and marketing campaigns is directly proportional to our understanding of your business. All Client Business Data is treated as strictly confidential under Section 7.
Billing and Invoicing Data
Billing name, registered address, GST number (where applicable), and invoicing preferences. Payment transactions are processed by Razorpay (India) or Stripe (international). Hakami Kai does not store, process, or have access to your card numbers, bank account details, or other payment credentials. Those are governed by the respective payment processor's privacy policy.
3.2 Information Collected Automatically
Usage and Analytics Data
Pages visited, time on page, click behaviour, scroll depth, referring URLs, exit pages, and session duration on the Website.
Device and Technical Data
IP address, browser type and version, operating system, screen resolution, device type, and language settings.
Cookies and Tracking Technologies
First-party and third-party cookies, pixels, and similar technologies used for site functionality, analytics, and advertising measurement. See Section 8 for full details.
3.3 Information from Third Parties
We may receive information about you or your business from:
- Referrals from existing clients or partners
- Publicly available sources including company websites, regulatory filings, and professional directories
- Social media platforms when you engage with our accounts on Instagram, LinkedIn, or X (Twitter)
- Pre-engagement research we conduct to prepare for discovery calls or proposals
3.4 Information Generated During Service Delivery
In the course of providing services, Hakami Kai creates and works with derived data about your business, including:
- Brand briefs, positioning frameworks, messaging architecture, and strategy documents
- Creative assets, copy, design files, and content produced for your brand
- Campaign performance reports, analytics summaries, and audience insights
- Notes, records, and action items from client calls and review sessions
- Recommendations, proposals, and strategic assessments
This information is created to serve you. It remains subject to the confidentiality obligations in Section 7 and the data retention schedule in Section 9.
4. How We Use Your Information
We use the information we collect solely for the following purposes:
- To respond to inquiries, schedule discovery calls, and evaluate fit
- To conduct pre-engagement research and prepare proposals
- To onboard you and establish the agreed scope of work
- To build brand briefs, strategy documents, and creative direction
- To design, execute, and optimise marketing and advertising campaigns
- To manage your digital platforms and ad accounts on your behalf
- To provide weekly progress updates, monthly performance reports, and strategic reviews
- To generate invoices and manage billing
- To protect our legal rights and enforce our agreements
- To comply with applicable laws and regulatory requirements
- To improve our internal processes, tools, and service quality
We do not use your information for any purpose beyond what is necessary to deliver the services you have engaged us for, to fulfil our legal obligations, or to protect our legitimate business interests.
We do not engage in automated decision-making or profiling that produces legal or similarly significant effects on you.
5. Legal Basis for Processing
Hakami Kai processes Personal Data on the following legal bases under the Digital Personal Data Protection Act, 2023 (India) and, where applicable, the General Data Protection Regulation (EU/UK GDPR):
| Processing Activity | Legal Basis |
|---|---|
| Responding to inquiries | Legitimate interests |
| Delivering contracted services | Performance of contract |
| Billing and financial records | Legal obligation |
| Website analytics | Legitimate interests |
| Marketing communications | Consent |
| Non-essential cookies and pixels | Consent |
| Platform management on your behalf | Performance of contract |
| Confidential client strategy work | Performance of contract |
Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out prior to withdrawal.
Where we rely on legitimate interests, we have assessed that our interests do not override your fundamental rights and freedoms.
6. How We Share Your Information
Hakami Kai does not sell, rent, license, or trade your Personal Data or Client Business Data to any third party under any circumstances.
We share information only as follows:
Third-Party Service Providers
We use professional tools and platforms to operate our business. Current providers include:
| Provider | Purpose | Data Shared |
|---|---|---|
| Razorpay | India billing | Invoicing details |
| Stripe | International billing | Invoicing details |
| Google (Analytics, Ads) | Analytics and campaign management | Usage data, campaign data |
| Meta Business Suite | Campaign management | Campaign data, audience data |
| Notion | Internal CRM and project management | Client contact and project data |
| DocuSign / PandaDoc | Contract execution | Name, email, contract content |
| Buffer | Social media scheduling | Approved content |
| Looker Studio | Reporting | Campaign and analytics data |
Each provider is subject to its own privacy policy and, where applicable, data processing agreements with Hakami Kai. These providers are not permitted to use your data for their own commercial purposes.
Platform Management
When managing advertising or social media accounts on your behalf, we access your accounts and associated data strictly within the scope of the agreed services.
Legal and Regulatory Disclosure
We may disclose information if required by applicable law, a valid court order, a government authority, or a regulatory body with jurisdiction. Where legally permitted, we will notify you before complying with such a request.
Business Transfers
In the event of a merger, acquisition, restructuring, or sale of all or part of Hakami Kai's business, your data may be transferred to the successor entity. Active clients will be notified in advance and given the opportunity to object or request deletion where legally permissible.
With Your Explicit Consent
In any other circumstance not described above, we will share your information only with your prior written consent.
7. Confidentiality of Client Business Information
Hakami Kai treats all Client Business Data as strictly confidential. This obligation applies from the moment information is shared with us and continues indefinitely beyond the end of any engagement.
Specifically:
- We do not share, disclose, reference, or use Client Business Data for any purpose other than delivering your services or meeting legal obligations
- We do not use insights, strategies, financials, or audience data from one client to benefit any other client, directly or indirectly
- All personnel, contractors, and collaborators working on your account are bound by written confidentiality obligations
- When AI-assisted tools are used internally (for example, to assist in drafting brand briefs or strategy documents), we do not input personally identifying or commercially sensitive client information into third-party AI systems without a documented data processing basis
- Platform credentials and account access provided to us are used solely for the agreed scope of work and are deleted within 30 days of engagement termination
These confidentiality obligations are in addition to, and do not limit, any confidentiality terms contained in your engagement Agreement.
8. Cookies and Tracking Technologies
8.1 What We Use
| Cookie Type | Purpose | Provider | Can Be Declined |
|---|---|---|---|
| Essential | Core site functionality, session management | Hakami Kai | No |
| Analytics | Visitor behaviour, traffic sources, page performance | Google Analytics | Yes |
| Marketing | Ad conversion tracking, retargeting | Google, Meta Pixel | Yes |
8.2 Your Choices
You may manage cookie preferences through:
- Our cookie consent banner on first visit
- Your browser's privacy or cookie settings
- Opt-out tools provided by Google (g.co/adsettings) and Meta
Declining non-essential cookies does not affect your ability to use the Website or engage our services.
8.3 Do Not Track
We currently do not respond to Do Not Track (DNT) browser signals, as no uniform standard exists. We will update this section if our practice changes.
9. Data Retention
We retain data only as long as necessary for the purposes described in this Policy or as required by law.
| Data Category | Retention Period |
|---|---|
| Prospect and inquiry data (no engagement) | 12 months from last contact |
| Client contact and onboarding data | Duration of engagement + 5 years |
| Client Business Data and strategy documents | Duration of engagement + 5 years |
| Financial records and invoices | 7 years (statutory requirement) |
| Platform credentials and account access | Deleted within 30 days of engagement end |
| Campaign performance data and reports | Duration of engagement + 3 years |
| Website analytics data | Anonymised after 26 months |
| Contracts and agreements | 7 years from execution |
On expiry of the applicable retention period, data is securely deleted or anonymised. You may request early deletion of data not subject to statutory retention requirements at any time.
10. Data Security
We implement appropriate technical and organisational measures to protect your information against unauthorised access, loss, alteration, or disclosure. These measures include:
- HTTPS encryption across the Website and all data transmissions
- Role-based access controls limiting internal access to client data
- Use of reputable, enterprise-grade third-party platforms with their own security certifications and compliance programmes
- Prompt revocation of access and deletion of credentials upon engagement termination
- Regular review of our data handling practices
No method of electronic transmission or storage is completely secure. While we take all reasonable precautions, we cannot guarantee absolute security.
In the event of a data breach that is likely to result in risk to your rights or interests, we will notify you without undue delay and in accordance with applicable law.
11. Your Rights
Depending on your jurisdiction, you may have the following rights in relation to your Personal Data:
| Right | Description |
|---|---|
| Access | Request a copy of the Personal Data we hold about you |
| Rectification | Request correction of inaccurate or incomplete data |
| Erasure | Request deletion of your data, subject to legal retention obligations |
| Restriction | Request that we limit processing in certain circumstances |
| Portability | Receive your data in a structured, machine-readable format |
| Objection | Object to processing based on legitimate interests |
| Withdraw Consent | Withdraw consent at any time where consent is the legal basis |
To exercise any of these rights, submit a written request to hello@hakamikai.com. We will acknowledge receipt within 5 business days and respond substantively within 30 days. We may request verification of your identity before processing your request.
We will not discriminate against you for exercising any of these rights.
12. Children's Privacy
The Website and Hakami Kai's services are intended solely for individuals aged 18 and above. We do not knowingly collect Personal Data from anyone under 18. If you believe a minor has submitted data to us, contact us at hello@hakamikai.com and we will delete it promptly.
13. International Data Transfers
Hakami Kai is headquartered in India. Data you provide may be transferred to and processed in countries where our Third-Party Service Providers operate, including the United States and countries within the European Union. Such transfers are subject to appropriate safeguards, including standard contractual clauses or the recipient's participation in a recognised data transfer framework.
By engaging our services, you acknowledge that your data may be transferred internationally in accordance with this Policy.
14. Third-Party Links
The Website may contain links to third-party websites. This Policy applies only to hakamikai.com and our direct service engagements. Hakami Kai has no control over and accepts no responsibility for the privacy practices or content of any third-party website. We recommend reviewing the privacy policy of any third-party site you visit.
15. Limitation of Liability
To the maximum extent permitted by applicable law, Hakami Kai shall not be liable for any indirect, incidental, consequential, or punitive damages arising from:
- Unauthorised access to your data resulting from circumstances outside our reasonable control
- Your failure to maintain the security of credentials or information you control
- Processing carried out by Third-Party Service Providers under their own policies and terms
- Data you voluntarily share through third-party platforms or channels not operated by Hakami Kai
Our total aggregate liability in connection with this Policy shall not exceed the total fees paid by you to Hakami Kai in the three months preceding the event giving rise to the claim.
16. Indemnification
You agree to indemnify and hold harmless Hakami Kai, its founder, contractors, and representatives from any claims, losses, damages, or expenses (including reasonable legal fees) arising from:
- Your breach of this Privacy Policy
- Data or content you provide to us that infringes the rights of any third party
- Your failure to obtain necessary consents before sharing third-party personal data with us (for example, customer lists or audience data)
17. Governing Law and Dispute Resolution
This Privacy Policy is governed by and construed in accordance with the laws of India, including the Digital Personal Data Protection Act, 2023, the Information Technology Act, 2000, and applicable rules thereunder.
Any dispute arising from or in connection with this Policy that cannot be resolved by good-faith negotiation shall be subject to the exclusive jurisdiction of the competent courts of Mangaluru, Karnataka, India.
18. Changes to This Policy
We reserve the right to update this Privacy Policy at any time. Updates will be published on this page with a revised "Last updated" date. For material changes, active clients will be notified by email at least 14 days before the change takes effect. Continued use of the Website or services after the effective date constitutes acceptance of the updated Policy.
We recommend reviewing this page periodically.
19. Contact and Grievance Officer
For any questions, requests, concerns, or complaints regarding this Privacy Policy or our data practices, contact us at:
Hakami Kai
Mangaluru, Karnataka, India
hello@hakamikai.com
hakamikai.com
We are committed to resolving all privacy concerns promptly and in good faith. If you are not satisfied with our response, you may approach the applicable data protection authority in your jurisdiction.