Privacy Policy
& Terms of Use

PapaHair Beauty Collective LLC (“PapaHair”, “we”, “us”, or “our”) is deeply committed to protecting the privacy and personal data of every individual who interacts with our business — whether as a customer, wholesale partner, website visitor, or newsletter subscriber.

This Privacy Policy explains what personal data we collect, why we collect it, how it is used and protected, and what rights you have regarding your information. It applies to all interactions with PapaHair Beauty Collective LLC, including our website, social media channels, email communications, WhatsApp business messaging, and any other digital or physical touchpoints.

If you have any questions about this policy or wish to exercise any of your rights, please contact us at privacy@papahairbeauty.com.

We collect personal information in several ways depending on how you interact with us. The categories of data we collect include:

Information You Provide Directly

• Identity data: first name, last name, business name
• Contact data: email address, telephone number, WhatsApp number, mailing address
• Order data: product selections, quantities, shipping address, order history
• Communication data: messages sent via email, our contact forms, WhatsApp, or social media
• Marketing preferences: your opt-in selections for email, SMS/WhatsApp, and phone communications
• Professional data: your role (e.g. salon owner, distributor), business type, and order volume information

Information Collected Automatically

• Technical data: IP address, browser type and version, device type, operating system
• Usage data: pages viewed, links clicked, time spent on page, referral source
• Cookie data: session cookies, preference cookies, and analytics identifiers (see Section 6)

We process your personal data only where we have a lawful basis to do so. The purposes for which we process your information are:

• Order fulfilment: Processing, dispatching, and tracking your orders; communicating about delivery status
• Customer service: Responding to enquiries, complaints, and support requests via email, WhatsApp, or phone
• Marketing communications: Sending promotional emails, SMS/WhatsApp alerts, or making sales calls — only where you have given explicit consent
• Business analytics: Improving our products, services, and website experience using aggregated, anonymised usage data
• Legal compliance: Meeting our obligations under applicable data protection, tax, and trade laws
• Fraud prevention: Detecting and preventing fraudulent transactions, chargebacks, and abuse of our services

We do not sell, rent, or trade your personal data to any third party for their own marketing purposes. We may share your data in the following strictly limited circumstances:

• Shipping & logistics partners (e.g. DHL, FedEx, EMS) — to process and deliver your orders. They receive only the minimum data necessary: name, address, and contact number
• Payment processors — to securely process transactions. We do not store card details; these are handled by compliant PCI-DSS payment providers
• Email marketing platforms — to send newsletters and promotional communications to opted-in subscribers only
• Analytics providers — to understand website usage through aggregated, anonymised data
• Legal authorities — only where required by applicable law, court order, or to protect our legal rights

All third-party processors are bound by data processing agreements and are required to protect your data in accordance with applicable privacy law.

Depending on your location, you may have the following rights regarding your personal data. We will respond to all verified requests within 30 days.

To exercise any of these rights, email privacy@papahairbeauty.com with your full name and request. We may need to verify your identity before processing.

Our website uses cookies — small text files placed on your device — to enhance your browsing experience and provide us with analytical insights.

You may manage or disable non-essential cookies at any time via your browser settings or by contacting us. Disabling certain cookies may affect site functionality.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable law. Specifically:

• Order records: 7 years (tax and accounting obligations)
• Customer service communications: 3 years from last interaction
• Marketing subscriber data: Until you unsubscribe or withdraw consent, plus 30 days for system processing
• Analytics data: 24 months in anonymised aggregate form

Security

We implement appropriate technical and organisational measures to protect your data against unauthorised access, disclosure, alteration, or destruction. These include encrypted data transmission (HTTPS/TLS), access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

Children’s Privacy

Our services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal information, please contact us immediately and we will delete it promptly.

International Data Transfers

As a company based in China serving a global customer base, your personal data may be transferred internationally. Where we transfer data outside of your home jurisdiction, we ensure appropriate safeguards are in place, including data processing agreements incorporating Standard Contractual Clauses where required by GDPR.

These Terms of Use (“Terms”) govern your use of all services provided by PapaHair Beauty Collective LLC, including our website, contact forms, social media accounts, and any purchase of products. By accessing our services or placing an order, you confirm that you have read, understood, and agree to be bound by these Terms.

To purchase from PapaHair Beauty Collective LLC, you must be at least 18 years of age or the legal age of majority in your jurisdiction, whichever is greater. By placing an order, you represent and warrant that you meet this requirement.

You agree to provide accurate, current, and complete information during any ordering or registration process, and to keep such information up to date. We reserve the right to suspend or terminate access to our services for any person who provides false or misleading information.

• All product descriptions, images, and specifications are provided in good faith but may be subject to minor variation due to manufacturing tolerances and device colour calibration
• Prices are listed in the applicable currency at time of purchase. We reserve the right to change prices without prior notice; however, the price at time of confirmed order will be honoured
• We reserve the right to refuse, cancel, or limit any order at our sole discretion, including in cases of suspected fraud or policy violations
• Wholesale orders are subject to minimum order quantities as communicated at time of quotation. Pricing is confidential between us and the individual wholesale client
• All sales are final for custom and bespoke orders. Standard orders are subject to our Returns Policy (see separate policy page)

All content on PapaHair’s website and social media — including but not limited to text, photography, graphics, logos, brand names, product imagery, and design — is the exclusive intellectual property of PapaHair Beauty Collective LLC and is protected by applicable copyright, trademark, and intellectual property law.

• You may not reproduce, redistribute, or commercially exploit any content without our prior written permission
• You may share our content on social media for personal, non-commercial purposes provided you clearly attribute PapaHair Beauty Collective LLC
• Unauthorised use of our brand name, logo, or imagery constitutes trademark infringement and may result in legal action
• User-generated content (e.g. reviews, photos tagged with our brand) may be shared by us with credit; you grant us a non-exclusive, royalty-free licence to use such content in our marketing

You agree not to use our services for any of the following prohibited purposes:

• Fraudulent orders, identity theft, or misuse of payment methods
• Reselling our products under a false or misleading origin or quality claim
• Scraping, data mining, or automated access of our website without written consent
• Harassment, abuse, or threatening behaviour toward our staff or representatives
• Uploading or transmitting malicious code, viruses, or disruptive content
• Any use that violates applicable local, national, or international law

Violation of these terms may result in immediate cancellation of orders, termination of wholesale accounts, and reporting to relevant authorities where appropriate.

To the maximum extent permitted by applicable law, PapaHair Beauty Collective LLC shall not be liable for:

• Indirect, incidental, or consequential damages arising from use of our products or services
• Delays or failures caused by events beyond our reasonable control, including natural disasters, logistics disruptions, or government restrictions
• Loss of profit, revenue, or business opportunity arising from any order-related issue
• Damage caused by improper use, application, or care of hair products contrary to our care instructions

Our total liability in respect of any claim arising from the use of our services shall not exceed the total value of the order to which the claim relates.

These Terms shall be governed by and construed in accordance with the laws of the People’s Republic of China, except where local consumer protection law in the buyer’s jurisdiction mandates otherwise.

Any dispute arising from these Terms or your use of our services shall first be subject to good-faith negotiation. If unresolved, disputes shall be submitted to binding arbitration in Xuchang, Henan, China, unless the applicable consumer law in your jurisdiction provides otherwise.

We reserve the right to update or modify this Privacy Policy and these Terms of Use at any time. Changes will be posted on this page with a revised effective date. We encourage you to review this page periodically.

Continued use of our services after changes are posted constitutes your acceptance of the revised policy. For material changes affecting your rights, we will endeavour to notify active customers and subscribers directly by email.

For all privacy-related requests, legal enquiries, or concerns about these terms, please contact our designated Privacy Representative:

These documents were last reviewed and approved in January 2025. PapaHair Beauty Collective LLC is committed to upholding the highest standards of data protection and customer trust.