Privacy Policy & Terms of Service
Last Updated: 26 June 2026
Welcome to Koa Sauna. This page explains how we collect and use your information, the rules around our introductory offers, and the terms of our membership deposit programme. By joining our waitlist or paying a membership deposit, you agree to these terms.
Koa Sauna Ltd (company number SC889422), registered at Clyde Offices, 2nd Floor, 48 West George Street, Glasgow G2 1BP, is the data controller responsible for your personal information.
1. Privacy Policy
Information We Collect
When you sign up for our Founders Club or waitlist, we collect the email address you provide. If you pay a membership deposit, we also receive your name and payment confirmation from our payment processor (Stripe). If you interact with our website, we also collect basic, anonymised analytics data (such as page views) to help us understand our website traffic.
How We Use Your Information
We use your information exclusively to:
- Send you updates about the Koa Sauna build and opening dates.
- Deliver your introductory offers and pricing details.
- Process and manage membership deposits, refunds, and memberships.
- Respond to any direct inquiries you send to us.
Our Legal Basis for Processing
We process your email address to send you updates and offers based on your consent, which you give when you join our waitlist and can withdraw at any time. We process payment and membership information because it is necessary to manage your membership deposit and our agreement with you. We use anonymised analytics on the basis of our legitimate interest in understanding and improving our website.
Third-Party Services
We do not sell your personal data. We use trusted third-party platforms to help run our business:
- Mailchimp: We use Mailchimp to store your email address securely and send our newsletters.
- Stripe: We use Stripe to securely process membership deposit payments. We never see or store your full card details.
- Analytics & Advertising (Meta/Google/Vercel): We use standard tracking pixels and analytics tools to measure the performance of our advertising and website. The Meta Pixel may record actions you take on our site (such as page views and signups) using your hashed identifiers, so we can measure ad effectiveness and reach similar audiences.
- Meta Custom Audiences: We may share your email address (in hashed form) with Meta to create custom audiences. This is used to target relevant ads to people who may be interested in Koa Sauna, or to exclude existing waitlist members from receiving further ads. You can opt out by emailing hello@koasauna.co.uk.
Some of our processors, including Mailchimp and Meta, are based in or transfer data to the United States. Where this happens, they provide appropriate safeguards for your information as required by UK data protection law.
How Long We Keep Your Information
We keep your information for as long as you remain on our waitlist or hold a membership deposit with us. If you unsubscribe or ask us to delete your data, we will remove it from our active records, except where we are required to keep limited information (for example, records of refunded payments) to meet our legal obligations.
Your Rights
You can opt out of our emails at any time by clicking the "unsubscribe" link at the bottom of any email we send you. You also have the right to access the personal information we hold about you, to ask us to correct or delete it, and to object to or restrict how we use it. To make any of these requests, please email us directly at hello@koasauna.co.uk.
If you have a concern about how we handle your data, you have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk.
2. Terms of Service & Promotional Offers
Introductory Offers & Community Rewards
From time to time, we offer exclusive rewards to our waitlist members, such as discounted introductory sessions for completing community surveys. To ensure these promotions run smoothly, the following terms apply:
- Eligibility: These offers are strictly limited to individuals who successfully subscribe to the Koa Sauna waitlist prior to our official opening date.
- Non-Transferable: Any discount code or booking link provided to you is for your personal use only. It cannot be shared, forwarded, sold, or transferred to another person. We reserve the right to cross-reference bookings with our waitlist database and cancel any bookings made using shared or unauthorised codes.
- One Per Person: Introductory offers are valid for one use per person. Creating multiple email accounts to claim an offer multiple times is not permitted.
- Availability: Discounted sessions are subject to our standard booking availability once the sauna is officially open. We recommend booking early to secure your preferred time slot.
- Modifications: While we fully intend to honour these offers for all our early supporters, Koa Sauna reserves the right to amend, suspend, or withdraw promotional offers if unforeseen circumstances arise.
General Liability
Information on our opening dates, facility features, and pricing is provided in good faith but is subject to change as the physical build progresses. We will keep you updated on any major changes via email.
3. Membership Deposit Terms
From time to time we offer a limited number of spots to our waitlist members, secured with a small refundable deposit. These terms apply to anyone who pays a membership deposit.
What Your Deposit Secures
A £10 membership deposit, paid to Koa Sauna Ltd, secures one membership at Koa Sauna's first site in the Stirling area when we open. You receive:
- A guaranteed membership when we open. No waitlist queue, no public release.
- Founder-only soft launch access during our first weeks of operation.
- A free branded Koa sauna hat, provided when you take up your membership at opening. The hat is part of your Founder welcome and is not provided if you choose not to activate your membership.
- Your £10 credited in full against your first month's membership.
Membership Tiers & Pricing
Membership tiers (for example, from a smaller session pack up to unlimited use) and final pricing will be confirmed before we open. You will choose your tier during the confirmation step described below, from the options available at that time. Specific tiers may be subject to availability.
Confirming Your Membership Before Opening
In the weeks before we open, we will email you to confirm your membership and select your tier. This is the final step to activate your full membership.
You will have 14 days from the date of our confirmation email to reply and confirm. We will send at least two reminder emails to the address you used to pay your deposit before this window closes.
If we do not hear from you within that window, we will treat your spot as released and refund your £10 deposit in full within 14 days, to the original payment method. No further action is needed on your part to receive the refund.
It is your responsibility to keep your email address up to date and to check your inbox, including your spam and promotions folders, during this period. If your email has changed, let us know at hello@koasauna.co.uk.
Refunds
You can request a full £10 refund at any time before we open, for any reason, by emailing hello@koasauna.co.uk. Refunds are processed within 14 days to the original payment method. If you choose not to activate your membership at opening, your £10 deposit will be refunded in full within 14 days, with no action required.
Our Commitment to Opening
We are targeting an opening in late 2026. The date in this section is a backstop to protect your deposit in the unlikely event of a significant delay. It is not our planned opening date.
If we have not opened to Founders by 31 December 2026, or if we expect a significant delay beyond this, we will contact you to either refund your £10 deposit in full or, if you would prefer, keep your spot reserved. If we are unable to reach you, or do not hear back within 14 days, your £10 deposit will be refunded in full to the original payment method.
Your Statutory Rights
These terms do not affect your statutory rights as a consumer, including your rights under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.
Changes
Koa Sauna Ltd may update these terms before opening. Founders will be notified of any material changes by email and may request a refund if they do not agree.
4. Contact Us
If you have any questions about this Privacy Policy or our Terms of Service, please reach out to us at hello@koasauna.co.uk.