Privacy Policy
The Scent Trader Effective date: June 2026 Last updated: June 2026
1. Who We Are
The Scent Trader ("we", "us", "our") operates a B2B wholesale fragrance marketplace connecting wholesalers and retailers. Our contact email is support@thescenttrader.com.
We are committed to protecting your personal data and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Data We Collect
When you register and use The Scent Trader, we collect:
Account information
- Business name, email address, phone number
- Business registration number (wholesalers)
- Location and country
Transaction data
- Order history, order values, payment references
- Pool entries and deposit amounts
Usage data
- Pages visited, search queries, filters applied
- Login timestamps and session data
Payment data
- Payments are processed by our third-party payment provider. We do not store card details. We receive confirmation of payment success or failure and a payment reference.
3. How We Use Your Data
We use your data to:
- Operate and improve the platform
- Process orders and payments
- Send transactional emails (order confirmations, status updates)
- Administer your account and respond to support requests
- Verify business eligibility and approve accounts
- Maintain records of T&Cs acceptance as required for legal compliance
- Detect and prevent fraud
We do not use your data for advertising or sell it to third parties.
4. Legal Basis for Processing
We process your data under the following lawful bases:
- Contract — to fulfil orders and operate your account
- Legal obligation — to maintain T&Cs acceptance records and comply with applicable law
- Legitimate interests — to improve the platform, prevent fraud, and communicate about your account
5. Who We Share Data With
We share data only with trusted third-party service providers where necessary to operate the platform, including:
| Category | Purpose |
|---|---|
| Payment processing | Handling transactions securely — we do not store card details |
| Cloud infrastructure | Hosting and storing platform data securely |
| Email delivery | Sending transactional emails (order confirmations, status updates) |
All third-party processors are contractually bound to handle your data securely and only for the purposes we specify.
We will disclose data to law enforcement or regulators if required by law.
6. Data Retention
| Data type | Retention period |
|---|---|
| Account data | Duration of account + 7 years after closure |
| Order and payment records | 7 years (tax and legal compliance) |
| T&Cs acceptance records | 7 years |
| Usage and session data | 12 months |
7. Your Rights Under UK GDPR
You have the right to:
- Access — request a copy of the personal data we hold about you
- Rectification — ask us to correct inaccurate data
- Erasure — ask us to delete your data (subject to legal retention obligations)
- Restriction — ask us to restrict processing in certain circumstances
- Portability — receive your data in a machine-readable format
- Object — object to processing based on legitimate interests
To exercise any of these rights, contact us at support@thescenttrader.com. We will respond within 30 days.
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
8. Cookies
We use only essential cookies required to operate the platform (authentication session cookies). We do not use advertising or tracking cookies.
9. Data Security
We implement appropriate technical and organisational measures to protect your data, including:
- Encrypted data transmission (HTTPS/TLS)
- Access controls enforced at the database level
- Secure authentication and session management
10. Changes to This Policy
We may update this policy from time to time. Material changes will be communicated by email. Continued use of the platform after changes constitutes acceptance of the updated policy.
11. Contact
For any privacy-related queries, contact us at support@thescenttrader.com.
Governing law: This policy is governed by the laws of England and Wales.