Last updated: 6 November 2026
This Privacy Policy explains how SXY Fragrances (“we”, “us”, “our”) collects, uses and protects your personal information when you visit sxyfrangrances.co.uk (the “Website”) or buy from us. We are committed to handling your data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).
1. Who we are
SXY Fragrances is the data controller responsible for your personal information. [Registered company name, company number and registered office address – or, if you trade as a sole trader, your trading address.] [ICO registration number, if registered.]
For any privacy question or request, email us at [email address].
2. The information we collect
- Identity and contact details: your name, billing and delivery addresses, email address and phone number.
- Order details: what you bought, when, how much you paid, and your delivery and returns history.
- Account details: if you create an account, your login details and saved preferences.
- Payment information: your card or payment details are entered directly with our payment providers and are never stored on our systems. We receive confirmation of payment and limited details, such as the last four digits of a card.
- Communications: messages you send us, and your marketing preferences.
- Technical and usage data: IP address, browser and device type, pages viewed and how you arrived at the Website, collected through cookies and similar technologies (see section 7).
We do not knowingly collect information from anyone under 18, and we do not ask for sensitive information such as health data. If you choose to tell us about an allergy or skin reaction when you contact us, we will use that information only to deal with your query.
3. How we use your information and our legal basis
- To process and deliver your order, take payment, handle returns and refunds, and contact you about your order. Legal basis: performance of a contract.
- To manage your account and provide customer service. Legal basis: performance of a contract.
- To keep records for tax and accounting and to meet our other legal obligations. Legal basis: legal obligation.
- To prevent fraud and keep the Website secure. Legal basis: legitimate interests.
- To improve the Website and understand how customers use it. Legal basis: legitimate interests, and consent where cookies are involved.
- To send you marketing emails about offers and new products. Legal basis: your consent, or for existing customers, our legitimate interest under the PECR “soft opt-in” for similar products. You can unsubscribe at any time using the link in every email.
4. Who we share your information with
We never sell your personal information. We share it only with trusted service providers who help us run the business, and only as far as they need it:
- Payment providers: [e.g. Stripe, PayPal, Klarna].
- Delivery companies: [e.g. Royal Mail, DPD, Evri].
- Website hosting: Hostinger.
- Email and marketing tools: [e.g. MailPoet, Mailchimp].
- Analytics providers: [e.g. Google Analytics], only if you consent to analytics cookies.
- Our accountants and professional advisers, and public authorities where the law requires it.
We do not share your details with the brands or manufacturers whose products we sell, unless this is needed to resolve a product complaint and you have agreed to it.
5. International transfers
Some of our service providers may process data outside the UK. Where they do, we make sure appropriate safeguards are in place, such as a UK adequacy decision or the International Data Transfer Agreement or Addendum approved by the Information Commissioner.
6. How long we keep your information
- Order and transaction records: 6 years after the end of the financial year they relate to, as required by HMRC.
- Account information: for as long as your account is open, then deleted within 12 months of closure (apart from order records).
- Marketing preferences: until you unsubscribe. After that we keep a record so we don’t contact you again.
- Customer service messages: up to 2 years.
7. Cookies
We use essential cookies to make the Website work, for example to keep items in your basket and to keep you logged in. These don’t need your consent. With your consent, we may also use analytics and marketing cookies to understand how the Website is used and to improve it. You can accept or reject non-essential cookies using our cookie banner, and change your mind at any time. You can also control cookies through your browser settings.
8. Keeping your information secure
The Website uses SSL encryption, payments are handled by PCI-compliant providers, and access to customer data is restricted to people who need it. No system is completely secure, but we take appropriate technical and organisational measures to protect your information.
9. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct information that is wrong or incomplete;
- ask us to delete your information, unless we need to keep it by law;
- ask us to restrict how we use your information, or object to our use of it, including for direct marketing;
- ask for your information in a portable format; and
- withdraw your consent at any time, where we rely on consent.
To exercise any of these rights, email [email address]. We will respond within one month. There is no charge in most cases.
10. Complaints
If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.
11. Changes to this policy
We may update this Privacy Policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.