Privacy Policy

This policy explains how Scenteq Ltd ("Scenteq", "we", "us") collects and uses personal data when you use this website or enquire about our commercial scenting services. 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.

1. Controller and contact details

Scenteq Ltd, 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; privacy matters are handled by our company directors at the address above.

2. Data we collect

• Enquiry data you submit voluntarily: name, company or facility name, work email, phone number, venue type, estimated floor area, delivery address (only if you request a sample kit) and any details you add about your requirements.
• Correspondence: emails, WhatsApp messages and call notes relating to your enquiry or contract.
• Technical data (IP address, device and browser type, pages viewed) — only where you have consented to analytics cookies.
• Server logs kept briefly by our hosting provider for security and fraud prevention, on the basis of our legitimate interests.

We do not knowingly collect special category data, criminal offence data, or data about children. Please do not send us such information.

3. How and why we use it

• To respond to your enquiry and arrange a free consultation or quotation.
• To provide, install, service and support scenting systems you order.
• To keep records required for tax, accounting and warranty purposes.
• With your consent (or under the PECR "soft opt-in" for existing customers), to send occasional service updates or relevant commercial information. Every message contains a one-click unsubscribe.

4. Lawful bases

We rely on consent (form submissions, non-essential cookies and marketing — UK GDPR Article 6(1)(a)), performance of a contract (Article 6(1)(b)), legitimate interests (Article 6(1)(f) — running and securing our business and responding to B2B contacts, balanced against your rights) and legal obligation (Article 6(1)(c) — financial record keeping). You can withdraw consent at any time without affecting processing already carried out.

5. Automated decision-making

Our on-site calculator produces an indicative system recommendation from figures you enter. It is guidance only, has no legal or similarly significant effect, and every quotation is reviewed by a person. We do not carry out profiling or solely automated decision-making within the meaning of Article 22.

6. Sharing and processors

We never sell your data or share it for third-party marketing. We share it only with service providers acting on our instructions under written Article 28 processor agreements — website hosting and content delivery, email, CRM and workflow automation, and (with your consent) analytics. We may also disclose data where required by law or to establish or defend legal claims.

7. International transfers

Some providers process data outside the UK/EEA. Where they do, we rely on UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with a transfer risk assessment. A copy of the safeguards used is available on request.

8. Retention

• Unsuccessful enquiries: up to 24 months from your last contact with us.
• Customer and transaction records: 6 years after the end of the contract (UK tax law).
• Marketing consent records: for as long as you remain subscribed, plus 2 years.
• Cookie consent records: 6 months, after which we ask you again.

Data is then securely deleted or anonymised.

9. Your rights

You have the right to be informed, and to access, rectify, erase, restrict or object to processing of your personal data, to data portability, and to withdraw consent at any time. To exercise any right, email hello@scenteq.com. We respond within one month (extendable by two months for complex requests, and we will tell you if so). There is no charge unless a request is manifestly unfounded or excessive.

10. Complaints

Please contact us first so we can put things right. You can also 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 your local supervisory authority.

11. Security

We apply appropriate technical and organisational measures — encrypted transport (HTTPS), access controls, least-privilege accounts, and supplier due diligence — to protect personal data against loss, misuse or unauthorised access. Where a personal data breach poses a risk to your rights, we notify the ICO within 72 hours and inform you where required.

12. Cookies

Non-essential cookies are set only with your prior consent, collected through our cookie banner. See our Cookie Policy for full detail, or change your cookie settings.

13. Changes

We review this policy at least annually. Material changes are posted here with an updated "last updated" date shown at the top of this page.

14. Contact

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