Privacy Policy

This policy explains how Scenteq Ltd ("Scenteq", "we", "us") collects and uses personal data when you use this website, enquire about our commercial scenting services, or receive services from us. We are the data controller for the purposes of the UK GDPR and the Data Protection Act 2018 and — where we offer services to visitors in the EEA — the EU GDPR. It is written to be read alongside our Cookie Policy and our Terms & Conditions.

1. Controller and contact details

Scenteq Ltd, a private limited company registered in England & Wales, company number 15033274, registered office 128 City Road, London EC1V 2NX. Privacy enquiries: hello@scenteq.com · 0208 0500 297. We are not required to appoint a Data Protection Officer under Article 37; privacy matters are handled by our company directors at the address above, who are the point of contact for all data protection questions and requests. Where the law requires it, we maintain our registration and pay the data protection fee to the Information Commissioner's Office ("ICO"); our register entry can be confirmed on request.

We do not have an establishment in the EEA and do not currently target EEA-based marketing, so we have not appointed an Article 27 EU representative. If that changes we will name the representative here.

2. Where our data comes from

Almost all personal data we hold comes directly from you — through a form on this site, email, telephone, WhatsApp, or in the course of a survey, installation or service visit. We may also receive your details from a colleague at your organisation who nominates you as the contact for a project, and from publicly available business sources such as your company website or Companies House. We do not buy marketing lists.

3. Data we collect

• Enquiry data you submit voluntarily: name, company or facility name, work email, phone number, venue type, estimated floor area, scenting hours, calculator inputs and resulting recommendation, delivery address (only if you request a sample kit) and any free text you add.
• Consent records: which boxes you ticked, the wording shown to you, the page you were on and the date and time — kept as our evidence of consent under Article 7(1).
• Campaign context: the page you enquired from, referring website and UTM campaign parameters where present in the link you clicked.
• Correspondence: emails, WhatsApp messages, meeting and call notes relating to your enquiry, quotation or contract.
• Contract and account data for customers: site addresses, service and maintenance records, invoices and payment status. Card payments are handled by our payment provider — we do not store full card numbers.
• Technical and usage data (IP address, device and browser type, pages viewed) — collected only where you have consented to analytics or advertising cookies.
• Server and security logs kept briefly by our hosting provider, including IP address, for security, abuse and fraud prevention, on the basis of our legitimate interests.

Providing your data is voluntary and not a statutory or contractual requirement. If you do not give us the fields marked as required we cannot respond to your enquiry or supply services, but there is no other consequence. We do not knowingly collect special category data (Article 9), criminal offence data (Article 10), or data about children; this site is not directed at children. Please do not send us such information.

4. How and why we use it, and our lawful bases

• Responding to your enquiry, sending a quotation and arranging a consultation — your consent (Article 6(1)(a)) given when you submit the form, and our legitimate interests in responding to business contacts (Article 6(1)(f)).
• Providing, installing, servicing and supporting the systems you order — performance of a contract, or steps taken at your request before entering one (Article 6(1)(b)); where you contract through a company, our legitimate interests in dealing with its staff.
• Prioritising and routing enquiries, including an internal score based on venue type, floor area and stated timescale, so the right specialist calls you back — legitimate interests (Article 6(1)(f)).
• A short sequence of follow-up emails about an open enquiry (typically after 1, 3 and 7 days) if we have not heard back — legitimate interests, and consent where the content is marketing. Every message has a one-click opt-out and the sequence stops as soon as you reply or opt out.
• Marketing emails such as scenting insights and offers — your separate, optional consent, or the PECR Regulation 22(3) "soft opt-in" for existing customers for our own similar services. You can object or unsubscribe at any time, free of charge, and we will stop.
• Records for tax, accounting, warranty and dispute purposes — legal obligation (Article 6(1)(c)) and legitimate interests in establishing or defending claims.
• Site security, fraud prevention and service improvement — legitimate interests, balanced against your rights and freedoms; we have carried out a balancing assessment and a summary is available on request.
• Analytics and campaign measurement — your consent through the cookie banner (Article 6(1)(a) and PECR Regulation 6).

Where we rely on consent you can withdraw it at any time, as easily as you gave it, without affecting the lawfulness of processing carried out before withdrawal. Where we rely on legitimate interests you have the right to object (see section 10).

5. Automated decision-making and profiling

Our on-site calculator and scent quiz produce an indicative system recommendation from figures you enter, and we apply a simple internal priority score to new enquiries. Both are guidance for our team only, have no legal or similarly significant effect on you, and every quotation, price and decision is reviewed by a person before it reaches you. We therefore do not carry out solely automated decision-making within the meaning of Article 22. You may ask us how a recommendation was reached.

6. Who we share data with

We never sell your personal data, and we never share it for third-party marketing. We disclose it only to:

• Service providers acting as our processors under written Article 28 contracts: website and database hosting and content delivery; transactional email delivery (Resend); analytics (only with your consent); customer relationship management and workflow automation; and IT support.
• Our shared sales pipeline: enquiries are recorded in one internal pipeline operated for Scenteq Ltd and its sister scenting brand, so that whichever brand you contacted, one team responds and we avoid duplicate contact. Access is restricted to authorised staff of those businesses and the data is used only to handle your enquiry — not for unrelated marketing by another brand.
• Advertising and analytics providers, only where you consent: Google Ireland Limited, for measuring which advertising campaigns lead to enquiries. Google acts as an independent controller for its own processing of that data.
• Installation and service engineers and fragrance suppliers, where needed to deliver your order.
• Professional advisers (accountants, insurers, lawyers), acting as controllers in their own right and bound by confidentiality.
• Public authorities, courts or regulators where required by law, and a buyer or successor if our business is reorganised or sold — in which case your data stays subject to this policy.

Processors act only on our documented instructions, are bound by confidentiality, must apply appropriate security, and must delete or return data at the end of the engagement. A current list of our processors is available from hello@scenteq.com.

7. International transfers

We aim to keep personal data in the UK or EEA. Where a provider processes data outside the UK/EEA, we transfer it only where a UK adequacy regulation applies, or under the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, supported by a transfer risk assessment and, where appropriate, supplementary measures such as encryption in transit and at rest. A copy of the safeguards used for a specific transfer is available on request.

8. Retention

• Unsuccessful or dormant enquiries: up to 24 months from your last contact with us.
• Customer, contract and transaction records: 6 years after the end of the contract, to meet UK tax and limitation periods.
• Marketing consent and suppression records: while you remain subscribed plus 2 years; suppression (unsubscribe) records are kept indefinitely so we do not contact you again.
• Consent records for forms and cookies: 6 months for the cookie choice, and for the life of the related record for form consent.
• Server and security logs: typically 30–90 days.

At the end of these periods data is securely deleted or irreversibly anonymised. We review our records periodically and delete what we no longer need (Article 5(1)(e)).

9. Security

We apply appropriate technical and organisational measures under Article 32 — encrypted transport (HTTPS) and encryption at rest with our hosting provider, role-based access control and least-privilege accounts, multi-factor authentication on administrative systems, row-level access rules on our lead database, logging, and supplier due diligence. Access to enquiry data is limited to staff who need it. Where a personal data breach is likely to result in a risk to your rights and freedoms we report it to the ICO within 72 hours of becoming aware and inform affected individuals without undue delay where the risk is high.

10. Your rights

• To be informed — this policy.
• Of access to a copy of your personal data.
• To rectification of inaccurate or incomplete data.
• To erasure where we no longer need the data or you withdraw consent.
• To restriction of processing while a dispute is resolved.
• To data portability for data you provided, where processing is by consent or contract and carried out by automated means.
• To object to processing based on legitimate interests; and an absolute right to object to direct marketing at any time.
• To withdraw consent at any time.
• Not to be subject to solely automated decisions with legal or similarly significant effects (see section 5).

To exercise any right, email hello@scenteq.com. We respond within one month, extendable by up to two further months for complex or numerous requests — we will tell you within the first month if that applies and why. There is no charge unless a request is manifestly unfounded or excessive. We may ask for proportionate information to verify your identity, and will not use it for any other purpose.

11. Complaints

Please contact us first so we can put things right. You also have the right to complain to the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, tel 0303 123 1113, ico.org.uk. If you are in the EEA, you may complain to the supervisory authority in your country of residence, place of work or where the alleged infringement took place.

12. Cookies and similar technologies

Non-essential cookies and similar technologies are set only with your prior consent, collected through our cookie banner; rejecting is as easy as accepting and nothing optional is pre-ticked. See our Cookie Policy for full detail, or change your cookie settings.

13. Other websites

This site links to third-party sites, including our sister scenting brand and social or messaging platforms such as WhatsApp. We are not responsible for their privacy practices; when you leave our site, please read the privacy notice of the site you visit. Contacting us on WhatsApp means your message is also processed by that platform under its own terms.

14. When you are our business customer's data subject

Where we process personal data on behalf of a customer (for example, staff contact details held in a service record), that customer is the controller and we act as processor under a written Article 28 agreement. Please direct your rights requests to them; we will assist them in responding.

15. Changes to this policy

We review this policy at least annually and whenever our processing changes. Material changes are posted here with an updated "last updated" date shown at the top of this page, and where appropriate we will notify you directly.

16. Contact

Scenteq Ltd, 128 City Road, London EC1V 2NX. Company number 15033274. Email hello@scenteq.com · Telephone 0208 0500 297.