Kaja Pogacar ("we," "us," and "our") deeply values your privacy and is committed to handling your personal data with care, compassion, and clarity. This Privacy & Cookie Policy outlines how we collect, use, store, and protect your personal information when you engage with our website, book services, or reach out to us online. It also highlights your rights under the General Data Protection Regulation (EU) 2016/679 ("GDPR") and relevant European privacy laws.
By visiting our website or using our services, you confirm your understanding and agreement with the principles described here. If something doesn’t feel aligned, we invite you to pause your interaction and connect with us directly.
1. Who We Are & Data Responsibility: We periodically assess and document our legitimate interests in accordance with GDPR guidelines to ensure your data is processed fairly and lawfully.
Kaja Pogacar is the data controller for your personal information—meaning she respectfully decides how and why your data is processed. We may work with trusted third-party providers (such as for website hosting, community, membership and courses hosting, payments, email communication, cloud storage, or video conferencing) who support us in offering you a smoother experience. These providers act as data processors, and we take thoughtful steps to ensure they honour your data with the same respect and responsibility we do.
We regularly reflect on our use of data to ensure it is always aligned with legal standards and your best interest.
2. What Kind of Data We Collect:
When you connect with us, you may choose to share:
• Identification Data: Name, date of birth, gender, profession.
• Contact Data: Email address, telephone number, physical address.
• Health Information: Only where relevant to your participation in services and with your explicit consent.
• Booking & Communication Data: Appointment details, Zoom call logs, messages.
• Photographic & Video Content: Images, video or audio recordings where you appear or speak, with appropriate notice and legal basis.
• Technical Data: IP address, browser type, operating system, and analytics data through cookies.
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Additional Note on Data Collection for Intake Forms and Sessions:
In order to deliver our services in a safe, personalized, and trauma-informed way, we collect detailed personal and sensitive information through our intake forms. This information is necessary to tailor sessions to individual needs, ensure participant safety, and adapt support appropriately. We collect only the information we deem reasonably necessary for these purposes and handle all data with the highest standards of care, confidentiality, and security, in accordance with GDPR principles.
3. Why We Use Your Data (Our Legal Grounds):
We use your personal data to:
• Respond to your enquiries
• Provide you with relevant news and updates about our services
• Improve our websites and the services we provide
We will only collect your personal information:
• With your full awareness and consent, such as when you email us, tick a checkbox, or fill in a form
• If we need it to provide you with the services or information you request
• For necessary administrative processes
• If you become our client, we may process your data to deliver services and maintain our records
• Ιf we believe we have a legitimate interest to use your data for marketing (and we’ll always give you the option to opt out)
We will also collect your Personal Data where you request information about our services, via our website, provide information in communications with us via in person, telephone, texts, social media, events, promotions, campaigns, from cookies and third parties. We may collect information about your visits to us to help us personalize your experience with us. We may also ask for feedback from our sessions and may use your feedback for publication on our website and social media. By providing this information to us you are consenting our use in the manner set out in this Policy.
When we collect Personal Data, we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it. Please ask if you do not understand. If you object to the collection, sharing and use of your personal data we may be unable to provide you with our services.
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4. How We Use Your Data: Some uses of your personal data, such as sharing general session-related visuals, publishing testimonials, or using content from recorded sessions, webinars, or events for direct marketing and brand visibility, are based on our legitimate business interests.
These include promoting Kaja Pogacar’ s services, strengthening brand presence, building trust and transparency through authentic representation, maintaining the integrity and educational value of previously published content, and raising awareness and educating about the expansion of consciousness, quantum field technologies, holistic, biofield and transformational practices.
Given the nature of Kaja’s work focused on enhancing well-being, education, and the collective benefit of sharing lived experience, the publication of relevant content is considered essential to the integrity of the services offered within this space. Once such material is published online, particularly in the form of group sessions or event content, retroactive removal may not be feasible unless a compelling legal reason exists.
We ensure that all such uses remain proportionate, respectful, and consistent with your reasonable expectations, based on the context and purpose for which the data was initially shared.
We also use your data to:
• Respond to inquiries.
• Schedule and deliver services.
• Send administrative and promotional emails.
• Store session records and related notes securely .
• Manage payments and invoicing via Stripe.
• Improve our website through analytics.
• Publish session excerpts, testimonials, or visuals on social media or other platforms, where appropriate in alignment with either your explicit consent or our legitimate interest, depending on the context and nature of the content.
• Use audio, video, or visual materials from sessions for training, marketing, or educational purposes.
• Retain and share content in the membership space or publicly where it aligns with our legitimate interest.
5. Sensitive Personal Data:
• Current health and details of historic health states, injuries or illnesses (physical, emotional and psychological)
• Photographs, audio and visual
• Aspects of your health that may be required for, or affect your participation or our provision of services to you
If you object to the collection, sharing and use of your personal data we may be unable to provide you with our services.
Sensitive Data will be used by us only:
• For the primary use for which it was obtained
• For a secondary purpose that is directly related to the primary purpose
• With your consent, or where required or authorized by law
We are committed to securely storing and handling your sensitive information.
• Only Kaja Pogacar have access to sensitive material
• Some sensitive information may be stored securely online, or in the cloud through Google Drive
You may choose not to provide us with your sensitive information. However, if you choose not to be completely honest with us, we may not be able to provide you with the services that you request.
6. Session Recordings & Media Use: We may record certain sessions — including live one-on-one sessions, group sessions, or webinars — for internal reference, quality assurance, teaching, or promotional purposes. We may also take photographs or video recordings of in-person sessions, such as retreats or live group gatherings, where appropriate.
Recordings are processed under the legal basis of legitimate interest, which includes:
• Providing educational and training content
• Ensuring quality assurance
• Maintaining internal reference and documentation
• Use in marketing and promotional materials
• Ensuring continuity and integrity of Kaja Pogacar’s body of work
These recordings may be:
• Published in the membership space, limited to webinar recordings only
• Used in paid offerings such as online courses, recorded bundles, or educational programs hosted through platforms — again, only webinars
• Shared on social media or marketing platforms, where appropriate
• Retained as part of your service history
• Ιncluded as excerpts in free or paid educational materials, such as online courses, webinars, or other learning resources, where applicable
By participating in a session or webinar, you understand and agree that your voice, image, and contributions may appear in published content. You waive any rights to royalties, authorship, or other claims, and acknowledge that all intellectual property in these materials remains solely with Kaja Pogacar, including when used in monetized offerings.
Kaja Pogacar is mindful that some one-on-one or group sessions may involve sensitive content. In such cases, participants are always asked in advance for their consent on being recorded and/or featured. If you don’t wish to be recorded, your request will be respected and the session will not be used or shared.
Any objections to the use of a recording involving your image, voice, or contributions will be reviewed on a case-by-case basis with care. However, withdrawal of participation after content has been published may not always be possible if it would cause disproportionate impact to the work or to others involved.
Recordings will never be shared with or transferred to third parties for their independent use, and will never be used in a way that discloses private or sensitive information beyond what is knowingly and voluntarily shared.
You are encouraged to attend sessions from a secure and private environment and communicate any concerns with us in advance.
7. Client Notes and Sessions: We may take and keep notes—both handwritten and digital—that may contain personal or sensitive information shared during your appointments. This may include reflections, insights, or relevant information shared for the purpose of offering you appropriate support.
We may also take photographs or video recordings of our sessions, where appropriate (for example retreats or in-person group sessions). These are stored securely, such as on Google Drive, and handled with care to ensure your privacy and data protection.
Access to session recordings and sensitive materials is strictly limited to Kaja Pogacar. Assistant(s) may only access basic contact information for administrative purposes.
8. Cookies: Our website uses cookies to help it run smoothly and connect better with you. These may remember your preferences, see how you use the site, or keep things secure.
We use these types of cookies:
• Necessary Cookies: These are essential to the operation of the website. They enable basic features like page navigation and access to secure areas of the website.
• Functional Cookies: These allow the website to remember choices you make (such as language or region) and provide enhanced, more personal features.
• Analytics Cookies: These help us understand how visitors interact with the website, including how many people visit, how they find us, and what pages they look at. We use this information to improve the site.
Cookies may also collect information such as your IP address, browser type, device used, pages visited, and interaction duration. We may use Google Analytics or similar tools to gather this data, and we ensure these providers comply with applicable data protection laws.
Managing Your Cookie Preferences: You can control cookies through your browser. For more info, visit www.internetcookies.org.
9. How Long We Keep Data:
We retain personal data:
• As long as you’re receiving services or we’re required to keep it for legal reasons.
• Notes and media are stored securely and removed when no longer needed.
• Videos may be retained for teaching or business development unless deletion is requested and legally appropriate.
We aim to respond to all data subject access requests within one calendar month, in line with GDPR Article 12. You may be asked to verify your identity before any data is disclosed.
10. Your GDPR Rights: We want you to know you have legal rights about your personal data. You grant use of your data under the contract and terms herein through your active conduct and use of our services. At any time, you have the right to know what personal data relates to you that is held by us, for what purpose, how it is collected and used, with whom it is shared, where it is located, to object to its processing, to have the data corrected if inaccurate, to take copies of the data and to place restrictions on its processing.
You may request the following at any time about your data held by us with regards to the services that we provide:
- The right to be informed about the personal data being processed
- The right to rectification of your personal data
- The right to erasure of your personal data
- The right to restrict processing of your personal data
- The right to data portability (to receive an electronic copy of your personal data)
- The right to object to the processing of your personal data
- The right to access your personal data
You can also request the deletion of your personal data, but this may be declined on the exception for the establishment, exercise or defence of legal claims. Please see the Information Commissioners Office in Europe here for guidance on this exception. In accordance with the General Data Protection Regulations (“GDPR”), you may request a copy of all data that we store about you at no cost at kaja.pogacar@gmail.com. To protect your Personal Data, we may require identification from you before releasing the requested information. Repeated, unfounded or excessive requests may be challenged by us. There are some limited circumstances that may limit the information that we can provide to you in a request, for example, public interest, law enforcement, legal and or health related matters. Please also bear in mind that we rely on third parties for some of your information in the flow of data. It may take us the full calendar month permitted to provide a full response to your request.
11. Maintaining the Quality of Your Personal Data: It is important to us that your Personal Data is up to date. We will take reasonable steps to make sure that your Personal Data is accurate, complete and up to date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.
12. Notification of Breach: If we have reason to suspect that a serious data breach has occurred and that this may result in harm or loss to you, we will immediately assess the situation and take appropriate remedial action. If we still believe that you are at risk, we will notify the Office of the Information Commissioner and either notify you directly, or if that is not possible, publicize a notification of the breach on this website.
13. Keeping Your Data Safe: We use tools like password-protected files, secure cloud storage (e.g. Google Drive), and limited access to keep your information safe. Still, no system is perfect. While we do our best, we cannot guarantee complete protection from external events beyond our control.
14. Third-Party Processors:
We use third-party providers to support our operations:
• Stripe (payment processing) – Stripe Privacy Policy
• Zoom (video sessions) – Zoom Privacy Policy
• Google (Gmail, Drive) – Google Privacy Policy
• Wix (website hosting) – Wix Cookie Policy
• Calendly (for booking sessions online) – Calendly Privacy Policy
These providers support the functioning of our services and may process certain personal data in accordance with their own privacy policies and our agreement with them.
Online Payments: If you make an online payment (e.g., with a credit or debit card), we use Stripe as our third-party payment processor. Stripe is a secure and GDPR-compliant platform. We do not have access to your full payment details at any time.
You can read more about Stripe's privacy and security measures [here].
15. Children’s Privacy: If you are under 18 years of age you will need your parent or guardian to agree to this Privacy Policy and terms for you. They are responsible to ensure that you fully understand what you are sharing with us and why. All sessions will be conducted with a parent or guardian present at all times.
16. Marketing: We may promote our services to you using the information you provide to us, including email or text. If you wish to receive promotional offers, please opt in by completing the form on our website, or by emailing kaja.pogacar@gmail.com to request to be added.
17. Mailing List: If you choose to opt in, you may receive occasional emails, SMS, or social media updates from us with news and offerings. You can unsubscribe at any time using the link provided in our messages or by contacting us directly at kaja.pogacar@gmail.com.
18. Social Media: If you choose to follow us on social media, your own privacy settings determine what information you share publicly. Please review those settings if you have any concerns. If you prefer not to be tagged or mentioned in any posts, feel free to let us know—we’re happy to respect your wishes.
19. Links to Other Websites: Sometimes we may include links to websites or resources outside of our own. Once you leave our site, we don’t have control over how those websites collect or use your data—including cookies or other tracking tools. These external sites are not covered by this Privacy Policy. We encourage you to review their privacy policies before sharing any personal information.
20. Changes to this Privacy & Cookie Policy: We reserve the right to update and amend this Privacy Policy at any time, effective upon posting an updated version on the Website. If we decide to change our Privacy Policy, we will post a copy of the revised policy here. The most recent version will always include the latest “Last updated” date.
21. Enquiries & Complaints: If you have any queries or complaints about our Privacy Policy, please contact us first at: kaja.pogacar@gmail.com.
22. Let’s Stay Connected: Questions? Feedback? Need help with your data? We’re here. Just write to: kaja.pogacar@gmail.com.
This Privacy & Cookie Policy forms part of the Terms & Conditions of using this website and accessing any services from Kaja Pogacar.
Last updated: [08/04/2025]