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PRIVACY POLICY

Last modified on 6 January 2025


This privacy notice for Sylvalia, a subsidiary of The Parfum Agency (“we,” ”us,” or “our”), describes how and why we might collect, store, use, and/or share (“process”) your information when you use our services “Services”), such as when you:

  • Visit our website at https://wearesylvalia.com, or any website of ours that links to this privacy notice
  • Engage with us in other related ways, including any sales, marketing, or events

We may amend this privacy notice if necessary. We recommend that you regularly review this privacy notice so that you are aware of these changes.

Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at manshi@wearesylvalia.com.


Contents

1. When do you apply this privacy notice?
2. Who uses your data?
3. Whose data do we use?
4. How do we get your data?
5. Which data do we use?
6. What do we use your data for?
7. What legal bases do we rely on to process your data?
8. How long do we store your data?
9. When and with whom do we share your data with?
10. Where do we store your data?
11. How safe is your data with us?
12. What are your rights?
13. Which rules apply to this privacy notice?
14. Do United States residents have specific privacy rights?
15. Which cookies do we use?
16. What do we do with data of minors?
17. How can you contact us about this notice?


1. When do you apply this privacy notice?

This privacy notice applies to all personal data that we process and to all domains related to us. This concerns the personal data of everyone who has ever had contact with us or visited our website, such as visitors, customers and business contacts. Personal data is all data that can be traced back to you as an individual, such as your name, telephone number, IP address, customer number or surfing behavior. If you want to know more about personal data, please visit the website of the Dutch Data Protection Authority.


2. Who uses your data?

The Parfum Agency t/a Sylvalia is responsible for the website wearesylvalia.com and therefore the responsible organisation for the use of your personal data as described in this privacy notice. The full details are:

The Parfum Agency t/a Sylvalia
Keurenplein 41 Box E8202
1069CD Amsterdam
KvK 90774302


3. Whose data do we use?

We process the personal data of everyone who has had contact with us or visited our website. These include visitors, private customers, business customers and contact persons of our partners.


4. How do we get your data?

We receive the data directly from you as soon as you:
  • contact us by our website, mail, telephone or other means

5. Which data do we use?

We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:
  • names
  • genders
  • email addresses
  • mailing addresses
  • contact preferences
  • billing addresses
  • contact or authentication data
  • debit/credit card numbers/payment details
  • job positions

Sensitive Information. When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:
  • photographs and film materials
  • health conditions
  • race or ethnic origin
  • sexual preference
  • religious or philosophical beliefs

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.


6. What do we use your data for?

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

  • To deliver and facilitate delivery of Services to the Customer. We may process your information to provide you with the requested service.
  • To respond to user inquiries/offer support to the Customer. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
  • To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual's vital interest, such as to prevent harm.


7. What legal bases do we rely on to process your data?

If you are located in the EU or UK, this section applies to you.

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:
  • Consent. We may process your information if you have given us permission (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time by sending your request to: manshi@wearesylvalia.com.
  • Performance of a Contract. We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
  • Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
  • Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

If you are located in Canada, this section applies to you.

We may process your information if you have given us specific permission (i.e., express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (i.e., implied consent). You can withdraw your consent at any time by sending your request to: manshi@wearesylvalia.com.

In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including, for example:

  • If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way
  • For investigations and fraud detection and prevention
  • For business transactions provided certain conditions are met
  • If it is contained in a witness statement and the collection is necessary to assess, process, or settle an insurance claim
  • For identifying injured, ill, or deceased persons and communicating with next of kin
  • If we have reasonable grounds to believe an individual has been, is, or may be victim of financial abuse
  • If it is reasonable to expect collection and use with consent would compromise the availability or the accuracy of the information and the collection is reasonable for purposes related to investigating a breach of an agreement or a contravention of the laws of Canada or a province
  • If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records
  • If it was produced by an individual in the course of their employment, business, or profession and the collection is consistent with the purposes for which the information was produced
  • If the collection is solely for journalistic, artistic, or literary purposes
  • If the information is publicly available and is specified by the regulations


8. How long do we keep your data?

We keep your personal data for as long as we are required to do so by law and for as long as necessary for the purpose for which we use your data. For example, as long as you are a customer with us, we store your data according to the statutory retention period of seven years. After that, we only keep your data for statistical purposes and to handle any complaints or legal matters.

If you want to know more about how long we store specific data about you, please contact us.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.


9. When and with whom do we share your data with?

Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents ("third parties") who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organization apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct. The categories of third parties we may share personal information with are as follows:

  • Cloud Computing Services
  • Data Analytics Services
  • Payment Processors
  • Website Hosting Service Providers
  • Sales & Marketing Tools
  • Performance Monitoring Tools

We also may need to share your personal information in the following situations:
  • Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
  • When we use Google Analytics. We may share your information with Google Analytics to track and analyze the use of the Services. To opt out of being tracked by Google Analytics across the Services, visit https://tools.google.com/dlpage/gaoptout. For more information on the privacy practices of Google, please visit the Google Privacy & Terms page.


10. Where do we store your data?

We process your data within the European Economic Area (EEA). This means that we also store your data within the EEA.

If you are accessing our services from outside the EEA, please be aware that your information may be transferred to, stored, and processed by us in our facilities and by those third parties with whom we may share your personal information in the United States, and other countries.

If you are a resident in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, then these countries may not necessarily have data protection laws or other similar laws as comprehensive as those in your country. However, we will take all necessary measures to protect your personal information in accordance with this privacy notice and applicable law. If you have any questions about this, please feel free to contact us.


11. How safe is your data with us?

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.


12. What are your rights?

Because we use your personal data, you have various rights. We have listed these rights for you below.

Right to information
We must explain to you in an understandable and clear manner what we do with your data and what control you have over it. That is why we explain in detail in this privacy notice what data we collect from you and how we handle your data.

Right to access
You may always ask us to view the data we hold about you.

Right to correction
You may ask us to have your data corrected if it is incorrect or incomplete.

Right to object
You may object to the processing of your data if you do not agree with the way we handle your personal data. This right applies to the data we use for direct marketing. You can indicate to us that you no longer wish to receive e-mails from us. This also applies to personalized recommendations on our website.

Right to data portability
If you are a customer of ours or if you have given permission for the use of your data, you may ask us to send you the digital data we have about you. This way you can transfer that data to another organization if you wish.

Right to restriction
You may ask to limit the use of your data. This means that in certain cases we may only store your data but not use it.

Right to be forgotten
You may ask us to delete all data we have about you. We will then delete all data that can be traced back to you. In some cases we cannot or may not yet delete your data. For example, we have to keep some data for seven years for the Dutch tax authorities.

Right to submit a complaint
You may submit a complaint about the way in which we handle your data. If you have a complaint, we will be happy to resolve it for you. To do so, please contact us. You may also submit your complaint to the Dutch Data Protection Authority. Of course we hope that it does not come to that, but if it's necessary you can also go to court. In that case, the court in the place of business of The Parfum Agency t/a Sylvalia is the one which will handle your complaint.

How do I submit a request or complaint?
You can submit your request or complaint to us by sending a mail to manshi@wearesylvalia.com. We process every request or complaint within 30 days. If you submit multiple applications or complaints or if you submit a complex request or complaint, this may take more time. In that case, we will contact you within 60 days at the latest. We may ask you to identify yourself. In that case, we will ask you to submit certain information to ensure that you are the correct person whose personal data is.


13. Which rules apply to this privacy notice?

Our privacy notice must meet several conditions. These conditions can be found in particular in the Dutch General Data Protection Regulation. In addition, the general rules that apply under Dutch laws apply to our privacy notice.


14. Do United States residents have specific privacy rights?

What categories of personal information do we collect?

We may collect the following categories of personal information listed the format of Category, Examples and Collect:

A. Identifiers
Contact details, such as real name, alias, postal address, telephone or mobile contact number, unique personal identifier, online identifier, Internet Protocol address, email address, and account name

YES

B. Protected classification characteristics under state or federal law
Gender

YES

C. Commercial information
Transaction information, purchase history, financial details, and payment information

YES

D. Biometric information
Fingerprints and voiceprints

NO

E. Internet or other similar network activity
Browsing history, search history, online behavior, interest data, and interactions with our and other websites, applications, systems, and advertisements

YES

F. Geolocation data
Device location

YES

G. Audio, electronic, visual, thermal, olfactory, or similar information
Images and audio, video or call recordings created in connection with our business activities

YES

H. Professional or employment-related information
Business contact details in order to provide you our Services at a business level or job title, work history, and professional qualifications if you apply for a job with us

YES

I. Education Information
Student records and directory information

NO

J. Inferences drawn from collected personal information
Inferences drawn from any of the collected personal information listed above to create a profile or summary about, for example, an individual?s preferences and characteristics

NO

K. Sensitive personal Information
When necessary and with your consent: health conditions, race or ethnic origin, sexual preference, religious or philosophical beliefs

YES


We will use and retain the collected personal information as needed to provide the Services or for:

  • Category A - As long as the user has an account with us
  • Category B - As long as the user has an account with us
  • Category C - As long as the user has an account with us
  • Category E - 14 months
  • Category F - 14 months
  • Category G - As long as the user has an account with us
  • Category H - As long as the user has an account with us
  • Category K - As long as the user has an account with us

We may also collect other personal information outside of these categories through instances where you interact with us in person, online, or by phone or mail in the context of:

  • Receiving help through our customer support channels;
  • Participation in customer surveys or contests; and
  • Facilitation in the delivery of our Services and to respond to your inquiries.

We may use your personal information for our own business purposes, such as for undertaking internal research for technological development and demonstration. This is not considered to be "selling" of your personal information.

We have not sold or shared any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months. We have disclosed the following categories of personal information to third parties for a business or commercial purpose in the preceding twelve (12) months:

  • Category E. Internet or other electronic network activity information
  • Category F. Geolocation data


15. Which cookies do we use?

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information.

You can indicate yourself what data we may use from you. If you have given us permission to personalize your profile based on your surfing and search behaviour, we can set up our website specifically for you so that its use becomes easier and more personal. We do this using cookies. A cookie is a small text file that is placed on your hardware when you visit our website.

We collect and share your personal information through:

  • Functional/Essential cookies
  • Targeting cookies/Marketing cookies


16. What do we do with data of minors?

We do not target minors with our website or as an organisation. This means that if you are under the age of 18, you need permission from a parent or guardian to use our website. If you are a minor when you visit our website or webshop, we assume that you have received this permission before your visit.


17. How can you contact us about this notice?

If you have a question or comment about our privacy policy, please feel free to contact us on manshi@wearesylvalia.com or contact us by post/mail. We are happy to help.

The Parfum Agency t/a Sylvalia
Keurenplein 41 Box E8202
Amsterdam 1069CD
Netherlands


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