Privacy Policy

A refined, minimalist, luxury‑brand edition

At X‑Mark Fragrances, privacy is a promise of respect. We safeguard your personal information with the same care and precision we devote to the craft of our fragrances. This Privacy Policy explains how we collect, use, protect, and honour your data across our website, services, and client care.

Effective date: [Insert Date]

Who we are: X‑Mark Fragrances (“we”, “us”, “our”)

Registered address: [Insert full address, London, UK]

Email: support@xmarkfragrances.com

Phone: [Insert number]

1) Scope & Role

This Policy applies when you browse our website, create an account, place an order, join our mailing lists, contact client care, or interact with us on social media or events.

For UK/EU clients, the data controller is X‑Mark Fragrances at the address above.

2) The Information We Collect

We collect only what is meaningful and proportionate:

Identity & Contact

Name, email, phone, billing and delivery addresses.

Order & Account

Purchase history, preferences, saved items, gift messages.

Payment

Cardholder details processed securely by our payment partners (we do not store full card numbers).

Technical & Usage

Device, browser type, IP address, location (approx.), pages viewed, clicks, session duration, cookies and similar technologies.

Communications

Emails, chat transcripts, service requests, survey responses.

Events & Marketing (optional)

RSVP information, consent choices, competition entries, referral data.

3) How We Use Your Information (Purpose & Legal Basis)

We use your data to deliver a seamless, secure, and personalised experience.

To fulfil your orders & provide services (contract): processing purchases, shipping, returns, client care.

To operate, maintain & improve our website (legitimate interests): analytics, performance, troubleshooting, security.

To personalise your experience (legitimate interests/consent): product recommendations, tailored content.

To communicate with you (contract/legitimate interests): order updates, service notices, account support.

To send marketing (only if you opt‑in or as permitted) (consent/soft opt‑in where applicable): newsletters, launches, exclusive previews. You can unsubscribe at any time.

To meet legal/regulatory obligations (legal obligation): record‑keeping, fraud prevention, tax and accounting.

4) Cookies & Similar Technologies

We use essential, performance, and preference cookies to ensure a refined, consistent browsing experience, and (where consented) analytics or advertising cookies to understand engagement and present relevant content.

Manage preferences via our Cookie Settings link or your browser.

Disabling certain cookies may affect site performance or checkout.

5) Sharing Your Information

We cherish discretion. We do not sell your personal data. We may share limited information with trusted service providers who help us operate:

Payments & Fraud Prevention: [e.g., Stripe/Adyen/PayPal]

Warehousing & Couriers: [e.g., DPD, Royal Mail, DHL]

IT, Hosting & Security: [e.g., cloud hosting, CDN, anti‑fraud tools]

Email & Marketing Platforms: (only with your consent preferences)

Professional Advisors & Legal Authorities: where required by law or to protect our rights.

Each partner is bound by contract to protect your information and use it only for our specified purposes.

6) International Transfers

Where data is transferred outside the UK/EEA, we use recognised safeguards (such as UK/EU Standard Contractual Clauses and equivalent measures) to ensure your information remains protected to high standards.

7) Data Retention

We keep personal data only for as long as needed for the purposes described, including to comply with legal, tax, and accounting requirements. When no longer required, we securely delete or anonymise it.

Typical periods (guidance):

Order records: 6–7 years (legal/accounting)

Marketing preferences: until you withdraw consent or your profile becomes inactive

Client care correspondence: up to 2 years (service history and training)

8) Security

We apply layered safeguards to protect your information, including encryption in transit, secure hosting, strict access controls, monitoring, and regular reviews. While no system is infallible, we continuously refine our defences to meet premium standards.

9) Your Choices & Rights (UK/EU)

Subject to local law, you may have the right to:

Access the personal data we hold about you

Rectify inaccuracies

Erase your data (where applicable)

Restrict or object to certain processing

Portability of data you provided to us

Withdraw consent (e.g., for marketing) at any time without affecting prior lawful use

To exercise your rights, contact support@xmarkfragrances.com. We will respond with care and without undue delay.

Complaints:

If you have concerns, we invite you to contact us first. You may also lodge a complaint with your local authority. In the UK: Information Commissioner’s Office (ICO) – ico.org.uk.

10) Marketing & Preferences

We love to share what’s new—only with your permission.

You can opt‑in when creating an account or at checkout.

You can unsubscribe at any time via email footer links or your account settings.

We may send limited service or transactional notices regardless of marketing preferences (e.g., order updates).

11) Children

Our services are intended for adults. We do not knowingly collect data from individuals under 18. If you believe a minor has provided data to us, please contact us so we can delete it.

12) Social Media, Events & Partnerships

If you engage with X‑Mark Fragrances via social platforms, events, or partner activations, your information may also be processed by those platforms/partners under their own privacy terms. We recommend reviewing their policies for details.

13) Automated Decisions & Profiling

We may use light‑touch profiling (e.g., past purchases or browsing) to tailor recommendations, restock alerts, and experiences. We do not make decisions producing legal or similarly significant effects based solely on automated processing.

14) Changes to This Policy

We may refine this Policy from time to time to reflect product, technology, or legal updates. The latest version will always live on our website and will show the Effective date above.

15) Contact Us

We’re here to help—discreetly and promptly.

X‑Mark Fragrances

Our Client Care team is here to help:

Email: xmarkfragrances@gmail.com

Hours: Monday–Friday, 9:00–17:00 (UK Time)