Applicable To: Business Clients (Wholesale/Minimum Order Quantity Required)
1. DATA COLLECTION SCOPE
We collect only B2B data essential for bulk transactions:
- Company Identity
- Legal name, VAT/GST number, business registration proof.
- 【NEW】 Import/export license numbers (for international shipments).
- Product Specifications
- Custom fragrance formulas (stored with 128-bit encryption).
- Candle wax composition (for safety compliance documentation).
- Transaction Records
- Order history, payment terms (e.g., Net 30), bank account details (for refunds).
- Technical Data
- 【NEW】 Device type (to optimize order management portal display).
Explicit Exclusion: We never collect:
❌ Personal consumer data (e.g., gift messages)
❌ Health-related information (e.g., allergy records)*
2. DATA USAGE & LEGAL BASES
| Purpose | Legal Basis (GDPR) | Data Type |
|---|---|---|
| Order Processing | Contractual Necessity | Company/Order Data |
| Fraud Prevention | Legitimate Interest | IP/Device Data |
| Regulatory Compliance (e.g., IFRA) | Legal Obligation | Product Specs |
【NEW】Fragrance Formula Protection:
- Custom scent formulations are NDA-protected and accessible only to:
- Your assigned account manager
- Our master perfumer (under confidentiality agreement)
3. INTERNATIONAL DATA FLOWS
Region-Specific Protocols
- EU/UK
- SCCs with supplementary measures for fragrance trade secrets.
- 【NEW】 DPIA (Data Protection Impact Assessment) conducted for large-scale transfers.
- China
- Separate servers for data localization (if required by PIPL).
- GCC Countries
- 【NEW】 Halal certification documentation stored separately.
4. DATA RETENTION MATRIX
| Data Type | Retention Period | Destruction Method |
|---|---|---|
| Active Client Records | 7 years | Secure shredding + digital erasure |
| 【NEW】 Fragrance Formulas | Indefinitely (for reorders) | Air-gapped storage |
| Failed Payment Attempts | 6 months | Automatic purging |
5. YOUR RIGHTS (ENHANCED)
- Portability: Request order history in CSV/Excel format.
- 【NEW】Restriction: Temporarily freeze data processing during disputes.
- Automated Tools:
- Download order invoices directly from your B2B dashboard.
- One-click marketing opt-out in account settings.
6. SECURITY PROTOCOLS
Industry-Specific Measures
- Fragrance Security
- Biometric access to perfume labs.
- 【NEW】 Blockchain-based formula version control.
- Payment Protection
- PCI-DSS compliant processors only.
- 【NEW】 Dual approval for wire transfers >$10,000.
7. COOKIE & TRACKING POLICY
- Strictly Necessary
- Shopping cart persistence (72h expiry).
- Analytics
- 【NEW】 Self-hosted Matomo (no Google Analytics).
- Opt-Out Hierarchy
1. Account-level tracking preference
2. Browser-based opt-out
3. Global preference via [Privacy Controls Portal Link] 8. BREACH NOTIFICATION
- 72-Hour Alert for incidents involving:
🔐 Custom fragrance data
💳 Bulk payment information - Compensation Policy:
- 【NEW】 Credit monitoring for affected contacts (if applicable).
9. CONTACT & ESCALATION
- Primary: ikeda.freshener@gmail.com (24h response guarantee).
- 【NEW】Urgent Legal Requests:
- EU: +[Country Code] [GDPR Rep Phone]
- US: CCPA@yourcompany.com (encrypted portal available).
- Physical Mail: [Registered Address] with “Attn: Data Protection Officer”.