Privacy Policy – Scent Haus Ltd

1. Introduction

Scent Haus Ltd is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect any personal information that you provide to us when using our website https://www.scenthaus.co.uk (“the Site”).

This policy is written in accordance with:

The UK General Data Protection Regulation (UK GDPR)
The Data Protection Act 2018
The Privacy and Electronic Communications Regulations (PECR)

By using our Site, you agree to the collection and use of information in accordance with this policy.

2. Company Information

Data Controller: Scent Haus Ltd
Registered Address: Unit 38-41 Waddington Way, Rotherham, England, S65 3SH
Company Number: 16733233
Contact Email: help@scenthaus.co.uk
Privacy Queries Contact: help@scenthaus.co.uk

For any questions about this Privacy Policy or how we handle your data, please contact us using the details above.

3. Information We Collect

We collect personal information from you when you interact with our Site. The types of data we may collect include:

a) Information you directly provide:

Name
Billing address
Delivery address
Email address
Phone number (if provided)
Account login details
Information submitted via contact forms
Newsletter sign-up details

b) Information collected automatically:

When you visit the Site, we may automatically collect:

IP address
Device information
Browser type
Pages viewed
Time spent on Site
Referring URLs
Cookie data

c) Payment Information

We use third-party payment processors including Stripe, PayPal, and Klarna to handle payments. These providers securely collect and process payment details. We do not have access to or store your card or financial information.

4. How We Use Your Information

Your personal information may be used for the following purposes:

✔ To process and fulfil your orders
✔ To manage your account on Shopify
✔ To communicate about your purchases
✔ To respond to enquiries submitted via the Site
✔ To send marketing communications (where consent is given)
✔ To improve the Site and user experience
✔ To personalise advertising
✔ To detect fraud and protect transactions
✔ To comply with legal and accounting obligations

5. Lawful Basis for Processing

Under UK GDPR, we rely on the following legal bases to process your data:

Contractual necessity – to process orders and deliver goods
Legitimate interests – to improve services and run our business effectively
Consent – for email, SMS, and personalised marketing
Legal obligation – for record keeping and compliance

You may withdraw consent for marketing at any time.

6. Marketing Communications

We use Klaviyo for email and SMS marketing.

You will only receive promotional messages from us if you have:

Signed up to our newsletter
Opted in at checkout
Consented to SMS communications

Every marketing email includes an unsubscribe link, and SMS messages include opt-out instructions.

7. Cookies and Tracking Technologies

We use cookies and tracking tools to improve the Site and deliver relevant ads.

Tracking technologies used include:

Google Analytics
Meta Pixel
TikTok Pixel

These tools help us understand user behaviour and measure advertising performance.

Cookies are used for:

✔ Retargeting ads
✔ Personalising content
✔ Analysing website performance
✔ Remembering user preferences

You can manage or disable cookies at any time via your browser settings.

8. Third-Party Service Providers

To operate our business, we share data with trusted third parties, including:

Shopify (website platform and account management)
Stripe, PayPal, and Klarna (payment processing)
Klaviyo (email and SMS marketing)
Meta and TikTok (advertising platforms)
Google Analytics (analytics)
ReplyCo (customer service helpdesk)

These providers only process your data in line with our instructions and their own privacy policies.

9. Data Storage and Retention

We retain personal data only as long as necessary for:

Order fulfilment
Warranty and returns
Legal, tax, and accounting obligations
Customer service support

Typical retention periods:

Customer accounts: retained until deletion requested
Order records: minimum 6 years (UK accounting compliance)
Marketing data: retained while consent remains active

10. Data Security

We take appropriate technical and organisational measures to safeguard your data, including:

Secure servers
Encrypted connections
Restricted staff access
Use of reputable third-party processors

However, no online transmission is 100% secure. We work continuously to minimise risks.

11. International Data Transfers

Some of our service providers operate outside the UK/EU. Where this occurs, we ensure appropriate safeguards are in place, such as:

Standard Contractual Clauses
Adequacy regulations
Secure data handling agreements

12. Your Rights

Under UK GDPR you have the following rights:

✔ Right to be informed
✔ Right of access
✔ Right to rectification
✔ Right to erasure
✔ Right to restrict processing
✔ Right to data portability
✔ Right to object
✔ Rights related to automated decision making

To exercise any of these rights, contact us at help@scenthaus.co.uk

13. Access to Information

You may request details of personal information we hold about you.

Requests can be made by email to:

👉 help@scenthaus.co.uk

We will respond within the legally required timeframe.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page. Please review it periodically.

15. Complaints

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner’s Office (ICO)
https://www.ico.org.uk

16. Contact Us

For all privacy-related questions please contact:

Scent Haus Ltd
Email: help@scenthaus.co.uk