Privacy policy

The Scent Circle Privacy Policy

This privacy policy describes how The Scent Circle collects and processes personal data when you visit the webshop, make a purchase, sign up for the newsletter or contact us.

Data controller

The controller shall be:

VX Fragrance Group ApS
CVR No 46641493
Østergade 27
7600 Struer
Denmark

E-mail: kontakt@duftcirklen.dk
Telephone: +45 22 18 19 48

What information do we process?

Depending on how you use The Scent Circle, we can process the following information:

  • Name
  • Address, delivery address and billing address
  • Telephone number and email address
  • Order, delivery and payment information
  • Information on purchased products
  • Customer and account information
  • Choice of fragrance, number and atomizer color
  • Correspondence with customer service
  • IP address, device information and information about the use of the webshop
  • Consent to newsletter and marketing

We do not receive the customer's full payment card information. Card and payment information is processed by the selected payment service providers.

Purposes and legal bases for processing

We process personal data to:

  • Receive and process orders
  • Carry out payment and delivery
  • Manage customer accounts
  • Reply to inquiries and provide customer service
  • Handle returns, cancellations and defect claims
  • Compliance with accounting, tax and other legislation
  • Prevent fraud and abuse
  • Operate, secure and improve the webshop
  • Send newsletters and marketing once the customer has given consent

The processing takes place when necessary to meet an agreement with the customer, comply with a legal obligation, protect our legitimate interests or on the basis of the customer's consent.

Newsletter and Marketing

We will only send electronic marketing if the customer has consented.

The consent can be withdrawn at any time via the unsubscribe link in the newsletter or by contacting kontakt@duftcirklen.dk.

Withdrawal of consent shall not affect the legality of the processing that took place before the consent was withdrawn.

Recipients and processors

We can share necessary personal data with suppliers who help us run the webshop and deliver customer orders, including:

  • Shopify providing the webshop platform
  • Payment service providers
  • Freight companies and any storage and logistics partners
  • Suppliers of email, newsletter and customer communication
  • Bookkeeping and accounting systems
  • IT, hosting, security and analysis providers;
  • Accountants, advisers and public authorities where necessary or required by law

We only share the information necessary for the specific task.

Our data processors may only process information according to our instructions and in accordance with applicable data protection rules.

Transfer to non-EU/EEA countries

Some of our suppliers or their subcontractors can process personal data outside the EU/EEA.

If information is transmitted to a non-EU/EEA country, we ensure that there is a valid transfer basis, for example a decision by the EU Commission on an adequate level of protection or the EU Commission's standard contractual clauses.

Storage

We shall only retain personal data for as long as necessary for the purpose for which they were collected or for as long as the legislation so requires.

Information contained in accounting material shall be kept for 5 years from the end of the financial year to which the material relates.

Customer service requests shall be kept for as long as is necessary to deal with the request and any subsequent requirements.

Marketing information is processed until consent is withdrawn or the information is no longer relevant. Records of consent may be retained for a period after you unsubscribe if necessary to demonstrate compliance with the rules.

Cookies

The Scent Circle uses cookies and similar technologies.

Necessary cookies are used for functions such as shopping cart, payment, security and customer login.

Statistics, preference and marketing cookies are only used according to the customer's choice in the webshop's cookie banner.

You can change or withdraw your cookie consent at any time through the webshop's cookie settings.

Security

We have taken appropriate technical and organisational security measures to protect personal data against accidental or unlawful loss, alteration, misuse, disclosure or access.

Customer's rights

In accordance with data protection rules, the customer is entitled to:

  • To gain insight into the personal data we process
  • Getting incorrect information corrected
  • To have information deleted when the conditions are met
  • Restrict the processing of personal data
  • Object to certain types of personal data processing
  • Receiving own information in a structured and machine-readable format when data portability rules apply
  • To withdraw consent
  • To complain to the Data Protection Agency

Rights may be limited if we are legally obliged to keep the information or if the information is necessary to establish, assert or defend a legal claim.

Requests for personal data are sent to: kontakt@duftcirklen.dk. We may request evidence of identity to ensure that information is not disclosed to unauthorised persons.

Complaint to the Data Protection Agency

If you are unhappy with our processing of your personal data, please contact:

Data Protection Agency
Carl Jacobsens Vej 35
2500 Valby
www.datatilsynet.dk

We recommend that you contact us first so that we have the opportunity to investigate and resolve the problem.

Amendments

We may update this Privacy Policy if our processing, systems or applicable rules change.

The latest version will always be available on The Scent Circle.