Privacy Policy

Your Privacy Matters to Us

At Elements of Fragrance, we are committed to protecting your personal information and being transparent about how we use it. This policy explains what data we collect, why we collect it, how it is stored, and your rights under UK data protection law.

Please read this policy carefully. By using our website or placing an order with us, you agree to the practices described here.

Who We Are

Elements of Fragrance Shop [Business Address] Glossop, Derbyshire, UK Email: [hello@elementsoffragrance.shop]

We are the data controller for personal information collected through this website. If you have any questions about how we handle your data, please contact us at the email address above.

What Information We Collect

We collect personal information when you:

  • Place an order on our website
  • Create an account
  • Sign up to our email marketing list
  • Contact us via email or our contact form
  • Leave a review
  • Browse our website (via cookies — see our Cookie Policy)

The information we may collect includes:

  • Name and contact details — name, email address, phone number, delivery address and billing address
  • Order information — products purchased, order value, order history
  • Payment information — we do not store payment card details. All payments are processed securely via [Shopify Payments / Stripe / PayPal — insert your payment provider]
  • Account information — if you create an account, your login credentials and order history
  • Communications — any messages you send to us
  • Marketing preferences — whether you have opted in to receive marketing emails
  • Technical data — IP address, browser type, pages visited, time on site (collected via cookies)

How We Use Your Information

We use your personal information to:

  • Process and fulfil your orders — including sending order confirmations, dispatch notifications, and tracking information
  • Manage your account — if you have registered with us
  • Provide customer support — to respond to your queries and resolve any issues
  • Send marketing communications — only if you have opted in. You can unsubscribe at any time
  • Improve our website and products — using aggregated, anonymised analytics data
  • Comply with legal obligations — including tax, accounting, and fraud prevention requirements

We will never sell your personal data to third parties or use it for purposes other than those described in this policy.

Our Legal Basis for Processing Your Data

Under UK GDPR, we process your personal data on the following lawful bases:

  • Contract — processing is necessary to fulfil your order or provide our services
  • Legitimate interests — to improve our website, prevent fraud, and run our business effectively
  • Consent — for marketing emails and non-essential cookies, where you have opted in
  • Legal obligation — where we are required by law to retain certain records

Who We Share Your Data With

We share your personal information only with trusted third parties who help us operate our business. These include:

  • Shopify — our ecommerce platform, which processes and stores order data
  • Payment processors — [Stripe / Shopify Payments / PayPal] for secure payment processing
  • Delivery partners — [Royal Mail / DPD / your courier] to fulfil and track deliveries
  • Email marketing platforms — [Klaviyo / Mailchimp — insert your provider] to send marketing communications you have opted into
  • Analytics providers — Google Analytics (anonymised data) to help us understand how our website is used

All third-party providers are required to handle your data in accordance with UK GDPR and our data processing agreements with them.

We do not transfer your data outside the UK or EEA without appropriate safeguards in place.

How Long We Keep Your Data

We retain your personal data only for as long as necessary for the purposes it was collected:

  • Order data — kept for 7 years for tax and accounting purposes
  • Account data — kept for as long as your account is active, plus 2 years after last activity
  • Marketing data — kept until you unsubscribe or request deletion
  • Customer service communications — kept for 2 years

Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

  • Right of access — you can request a copy of the personal data we hold about you
  • Right to rectification — you can ask us to correct any inaccurate or incomplete data
  • Right to erasure — you can ask us to delete your personal data in certain circumstances
  • Right to restrict processing — you can ask us to limit how we use your data
  • Right to data portability — you can request your data in a portable format
  • Right to object — you can object to us processing your data for marketing purposes at any time
  • Right to withdraw consent — where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, please contact us at [hello@elementsoffragrance.shop]. We will respond within 30 days.

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk — 0303 123 1113.

Keeping Your Data Secure

We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. Our website uses SSL encryption, and access to customer data is restricted to authorised personnel only.

However, no method of transmission over the internet is 100% secure. If you have concerns about the security of your data, please contact us.

Links to Other Websites

Our website may contain links to third-party websites. This privacy policy applies only to our website. We are not responsible for the privacy practices of any other sites and encourage you to read their policies separately.

Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated date at the top. We encourage you to review this page periodically.

Contact Us

If you have any questions about this privacy policy or how we handle your data, please contact us:

Email: [hello@elementsoffragrance.shop] Address: Elements of Fragrance, Glossop, Derbyshire, UK