Privacy Policy
Privacy policy
This policy explains what we do with your personal information. It is written to comply with the Protection of Personal Information Act 4 of 2013 (POPIA).
Who is responsible
The responsible party is DEX EMPIRE LIMITED, trading as The Scents, Provisus Building, Arcadia, Pretoria, South Africa. Questions go to info@thescents.co.za.
What we collect and why
| Information | Why we hold it | Lawful basis |
|---|---|---|
| Name, delivery and billing address, email, telephone | To take, fulfil and deliver your order | Performance of our contract with you |
| Order and payment history | Returns, warranty claims and accounting | Contract, and our legal obligations |
| Wholesale account details, including business registration and what you sell | To assess and operate a wholesale account | Contract, and our legitimate interest in trading with genuine businesses |
| Email address, if you ask for offers | To send marketing you asked for | Your consent, withdrawable at any time |
| Technical data such as IP address and browser | To keep the site working and secure | Our legitimate interest in a site that is not under attack |
What we never do
We do not sell your personal information. We do not rent it, trade it, or pass it to anyone for their own marketing.
Payment details
We never see or store your card number. Card payments are handled entirely by our payment provider on their own systems. We receive only confirmation that a payment succeeded or failed, and the last digits of the card for reconciliation.
Who we share it with
Only those who need it to complete your order: our courier, to deliver to you; our payment provider, so you can pay; and our accountants and auditors where the law requires records. Each is bound to use it only for that purpose.
Sending information out of South Africa
Our storefronts serve South Africa, Ireland, the United Kingdom and Nigeria, and some service providers operate outside South Africa. Where personal information leaves the country we rely on section 72 of POPIA and satisfy ourselves it will receive comparable protection.
How long we keep it
Order records are kept for five years from the end of the tax year they fall in, because tax and company law require it. Marketing consents are kept until withdrawn. Wholesale account records are kept while the account is open and for five years after it closes.
Your rights under POPIA
You may ask what we hold about you, have it corrected or deleted, object to how we use it, and withdraw marketing consent at any time. Write to info@thescents.co.za; we will respond within a reasonable time and at no charge for a first request.
If you are not satisfied, you may complain to the Information Regulator (South Africa), JD House, 27 Stiemens Street, Braamfontein, Johannesburg, or email complaints.IR@justice.gov.za.
Cookies
This site uses cookies that are necessary for it to work: keeping you signed in, remembering your cart, and holding your currency and market choice. It also stores, in your own browser rather than on our servers, whether you have dismissed the market suggestion bar or the welcome message. You can clear or block cookies in your browser, but the cart will stop working if you block the necessary ones.
Security
The site is served over HTTPS. Access to customer records is limited to staff who need it, and the platform is kept patched and monitored. No system is perfect; if a breach occurs that creates a real risk to you, we will notify you and the Information Regulator as section 22 of POPIA requires.