Privacy Policy

Last updated: 01 October 2025

Perfume Trading Limited (“Perfume Trading”, “we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains how we collect, use, share, and protect personal data when you visit perfumetrading.co.uk, create an account, place a wholesale order, contact us, or interact with us in any other way.

1) Who we are (Data Controller)

Data Controller: Perfume Trading Limited

Company number: 16644238 

Registered office/trading address: Unit 1, Green Lane Industrial Estate, Bordesley Green, Birmingham, B9 5QP, United Kingdom 

Email: sales@perfumetrading.co.uk 

Phone/WhatsApp: +44 7460 440702 

2) Personal data we collect

Depending on how you use our site, we may collect:

A. Identity & account data

Name, account login details, job title (if provided), business name, and business contact details.

B. Contact & delivery data

Billing address, delivery address, email, phone number.

C. Order & transaction data

Products purchased, quantities, order value, returns/refunds, and communications about your order.

D. Payment data

We do not store full card details on our servers. Payments are processed by our payment providers (including Global Payments and any other payment options shown at checkout). We may receive limited information such as payment status, partial card identifiers (e.g., last 4 digits), and transaction references.

E. Wholesale/compliance data (if applicable)

• VAT/Tax numbers, resale/business verification details you provide (where relevant).

F. Technical & usage data

• IP address, device and browser information, pages viewed, approximate location (derived from IP), and site interactions (cookies and similar technologies).

G. Marketing preferences

• Your newsletter subscription status and communication preferences.

3) How we collect your data

We collect personal data when you:

• Please browse our site (cookies/analytics)
• Register an account or request wholesale access
• Place an order
• Contact us by email/phone/WhatsApp/contact forms
• Subscribe to marketing communications
• Leave feedback or communicate with customer service

4) Why we use your data (purposes and legal bases)

We use your personal data under the UK GDPR lawful bases:

A. To provide our services / fulfil your order (Contract)

• Process orders, confirm payment, pick/pack/ship, provide tracking, handle returns and customer support.

B. To comply with legal obligations (Legal obligation)

• Accounting, tax, fraud prevention, and responding to lawful requests from authorities.

C. To run and improve our business (Legitimate interests)

• Website security, preventing misuse, improving products/services, understanding site performance, and managing wholesale relationships.

D. To send marketing (Consent or Legitimate interests where permitted)

• Email marketing where you opt in, and in limited cases B2B marketing where allowed by law. You can opt out anytime.

5) Who we share your data with

We only share personal data when necessary to run our business and deliver your order, including:

A. E-commerce & website platform providers

• Our online store platform and related hosting/services (we use a hosted e-commerce platform for checkout and account management). 

B. Payment providers

• Global Payments (and any other payment methods presented at checkout) to securely process payments and prevent fraud.

C. Delivery and logistics partners

• DPD and Royal Mail for shipping and delivery (and, depending on service availability/destination, we may use other carriers).  We share only what’s needed to deliver your order (typically name, delivery address, email/phone for delivery updates, and parcel details).

D. Customer support and communications tools

• Email, ticketing, and messaging systems used to support customers.

E. Analytics and advertising partners (where enabled)

• Tools that help us understand website usage or run advertising campaigns (only where configured, and subject to cookie controls).

F. Professional advisers and authorities

• Accountants, insurers, legal advisers, and regulators/law enforcement, where required.

We do not sell your personal data.

6) International transfers

Some of our service providers (e.g., e-commerce, email, analytics, payment processing) may process data outside the UK. Where this happens, we use appropriate safeguards such as:

• UK adequacy regulations, or
• UK International Data Transfer Addendum / Standard Contractual Clauses (as applicable).

7) Cookies and similar technologies

We use cookies and similar technologies to:

• Keep the site working (essential cookies: cart, login, checkout)
• Remember preferences
• Understand site performance (analytics)
• Support marketing/ads (if enabled)

Where required, we will request your consent for non-essential cookies. You can manage cookies through our cookie banner and/or your browser settings.

8) Marketing communications

If you subscribe, we may send you product updates, restock alerts, and offers.

You can opt out anytime by:

• Clicking unsubscribe in marketing emails, or
• Emailing us at sales@perfumetrading.co.uk.

Opting out won’t affect essential service messages (e.g., order confirmations, shipping updates).

9) Data retention

We keep personal data only as long as necessary for the purposes above, including:

• Order and invoice records: typically kept for up to 6 years to meet UK tax/accounting obligations.
• Customer support messages: retained for a reasonable period to resolve queries and improve service.
• Marketing data: until you unsubscribe or request deletion (unless we must keep a suppression record to ensure we don’t email you again).

10) Your rights (UK GDPR)

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion (in some instances)
• Restrict or object to processing (in some instances)
• Data portability (where applicable)
• Withdraw consent (where processing is based on consent)
• Complain to the UK supervisory authority (ICO)

To exercise rights, contact sales@perfumetrading.co.uk.

11) Complaints

If you’re not happy with how we handle your data, you can complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113 

12) Security

We use appropriate technical and organisational measures to protect personal data, including secure checkout and access controls. However, no online service can be guaranteed 100% secure.

13) Children

Our wholesale services are not intended for children. Please do not use our site or provide data to us if you are under the age of 16.

14) Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law or our services. The “Last updated” date will show the latest version.