GDPR policy

Regulation for the management of personal data

1. Information about Green Works SRL – Scent Square

This regulation regarding the management of personal data is held by the company Green Works SRL registered at the Trade Register with number J40 / 10669/2008, hereinafter referred to as Scent Square and issues the principles of processing the personal information of visitors to the website www.scentsquare.com, especially registered users and Scent Square customers, who place orders through the website.
www.scentsquare.com is responsible for the processing of personal data as an administrator and determines the purpose and means by which personal data will be processed. The person responsible for the protection of personal data processing is Ms. Lucyna Lepoutre, office@scentsquare.com

2. What kind of personal data do we process?

We collect personal data to operate efficiently and provide you with the best online shopping experience on our site. For example, some data is provided directly when:
– create an account on the site
– add a comment to a product displayed on our site,
– add a comment on our blog
– subscribe to the newsletter
– place an order

The data provided indirectly refers to identification data by your IP address. We do not use your IP address to identify you, but we inform you that it is stored when you access our site. You have the right to request the deletion of the IP. We obtain some of this data (such as IP) by recording how you interact with our site, for example, using technologies such as cookies.

The personal data we collect, depending on the interactions you have with our site, are the following:
– Name and surname – for identification
– Email address – for communication and account validation
– Postal address for delivery
– Phone number
– Password – to secure your account

The personal data requested at the time of sending the order are used ONLY for:
– issuing the invoice according to the legislation in force
– delivery of the placed order, through the partners, which ensures the delivery service of the ordered products on our site.
The personal data that we transmit to the courier company are the following
– name and surname,
– Email Address
– the delivery address of the ordered products,
– phone number.
The couriers will keep those data that are necessary for fulfilling the legal basis resulting from the Fiscal Code regarding invoicing.

3. For what purposes do we process your personal data?

You can choose about the data we collect. When you are asked to provide personal data, you can refuse. But if you choose not to provide the data that is necessary to provide you with a service or to communicate with us, you may not be able to obtain the information you want.

Your name, phone number and email address are processed in order to process and ship the order placed by you, respectively, in order to fulfill the contract between Scent Square and the customer. In case of your refusal to provide this information, we will not be able to register, process and deliver your order. Other situations in which we use this data are:
– To let you know the status of your order, we can send you emails, sms or notifications;
– In order to be able to offer you information about certain new / returned products / services in stock;
– To detect and prevent fraud;
– To show you personalized ads on other sites;
– To be able to find out what products you like;
– For sending personalized offers and newsletters.

Data related to your card If you have placed an order and opted for payment by card – we need the cardholder’s name, card number, CVV code and expiration date to process card payments. These data are necessary for processing the payment and for completing the order, but also for the prevention of possible frauds.

IBAN account – We can request the IBAN code in case you want to return or change a product; in order to be able to pay you the amount we owe in case of return or exchange of products.

4. Who do we share personal data with?

We will not disclose your information to third parties for use in their own marketing or commercial purposes without your consent. However, we may disclose your information to potential service providers. We may disclose information to other companies that provide services to us and act as proxies, such as companies that assist us with billing or send e-mails on our behalf. These entities are carefully selected to ensure that they meet specific personal data protection requirements and have a limited ability to use your information for purposes other than to provide us with services;

The information provided in the job interviews, which contain identification data can be used for the purpose of preparing employment documents and other documents aimed exclusively at employment relationships or for commercial communications or responses to requests sent, and in case of legitimate requests, will be transmitted to the state authorities:
– Territorial labor inspectorate,
– Employment Agency,
– Judicial Authorities
– Other parties with your consent to your instructions.

In addition to the disclosures described herein, we may disclose information to third parties to whom you consent or require us to make such disclosure.
We share your personal data with your consent or if it is needed to complete a transaction or deliver a product you have ordered.

5. Cancellation of consent to data processing and receipt of Scent Square newsletters

You can unsubscribe at any time from the marketing messages we send, by accessing the unsubscribe link at the bottom of each newsletter. You can also cancel your consent to the processing of personal data, either by deleting the account created on our site or notifying us by email or phone.

Cookies – if you want to disable the storage of cookies, you can change the settings directly in your browser. If you disable the storage of cookies, some parts of the site may not work properly. You can find more information about banning and deleting cookie modules here.

You can unsubscribe at any time from the marketing messages we send, by accessing the unsubscribe link at the bottom of each newsletter. You can also cancel your consent to the processing of personal data, either by deleting the account created on our site or notifying us by email or phone.

Cookies – if you want to disable the storage of cookies, you can change the settings directly in your browser. If you disable the storage of cookies, some parts of the site may not work properly. You can find more information about banning and deleting cookie modules here.

6. Who has access to personal data?

All personal data are processed by Scent Square and its staff. All persons who have access to personal data are obliged to maintain confidentiality and this commitment continues even after the cooperation with Scent Square has ended.

7. What is the processing time of personal data?

We store personal data only for the period necessary to achieve the purposes, but not more than 5 years from the last visit to the site or the last interaction with us. If we have issued you an invoice, your data will be stored for 10 years, according to the law. If you are an employee of the company, your data will be kept for a period of 75 years, according to the Labor Code
The data obtained for marketing purposes through cookies are processed by Scent Square during your consent to the use of cookies, ie as long as you allow the storage of cookies in your browser or until you express your disapproval of regarding the processing of personal data for this purpose.
We share your personal data with your consent or if it is needed to complete a transaction or deliver a product that you have ordered.

8. Users’ rights

The protection of individuals with regard to the processing of personal data is a fundamental right. Article 8 (1) of the Charter of Fundamental Rights of the European Union (“the Charter”) and Article 16 (1) of the Treaty on the Functioning of the European Union (TFEU) provide for the right of everyone to the protection of personal data concerning him or her.

The rights of the data subjects regarding the protection of the persons regarding the processing of personal data and the free circulation of these data, are:
– the right to information and access;
– the right to intervene on the data;
– the right to rectification;
– the right to delete data;
– the right to restrict processing;
– the right to data portability;
– the right of opposition and the automated individual decision-making process, including the creation of profiles;
– the right to file a complaint with the supervisory authority (www.dataprotection.ro).
You can view, edit or delete your personal data from your account at www.scentsquare.com or by request by email at office@scentsquare.com.

9. Contact

If you have any questions regarding the processing of personal data or if you consider that your rights have been violated, please contact us at the e-mail address: office@scentsquare.com or at the telephone number: +40726786556 .

10. Validity
 This regulation enters into force starting with 20.05.2020