Privacy policy

The current version as of June 9, 2023.

PRIVACY AND CONFIDENTIALITY POLICY

OF "SISTER"S AROMA" ONLINE STORE (hereinafter referred as the "Privacy and Confidentially Policy")

This Privacy and Confidentiality Policy has been drafted in accordance with the requirements of European legislation, the General Data Protection Regulation (GDPR; Regulation (EU) 2016/679), which governs legal relationships related to the collection, processing, and storage of personal data, as well as the rights of individuals to privacy and self-expression.

1. DEFINITION OF TERMS

1.1. In this Privacy and Confidentiality Policy, the following terms are used:

1.1.1. "SISTER"S AROMA" - a limited liability company (headquarter at: 00-831, Poland, Warsaw, Twarda 44 str.; КRS: 0000990359; NIP: 5273017918; REGON: 523030588), which is the owner of "Sister"s Aroma" online store and engages in the sale of goods or services.

1.1.2. "Website Administration of the online store "Sister"s Aroma" (hereinafter referred to as the "Website Administration") - authorized individuals responsible for managing the website on behalf of the "Sister's Aroma" online store, who organize the processing and collection of personal data, as well as determine the purposes of processing personal data, the composition of personal data subject to processing and collection, and the actions or operations performed with personal data.

1.1.3. "Sister"s Aroma" online store - an online platform on the Internet located at the link: https://eu.sistersaroma.com/, where the User can purchase goods or services from "Sister"s Aroma".

1.1.4. "Personal Data" - any information that directly or indirectly relates to a specific or identifiable natural person (subject of personal data), including the Website User.

1.1.5. "Processing of Personal Data" - any action (operation) or a set of actions (operations) carried out with personal data, whether automated or not, including: collection, recording, organization, accumulation, storage, adaptation (updating, modification), retrieval, use, transmission (distribution, provision, access), depersonalization, blocking, erasure, or destruction of the User's personal data.

1.1.6. "Confidentiality of Personal Data" - a mandatory requirement not to disclose the personal data of the subject (User) without the personal consent of the individual or the presence of another lawful basis, observed by the Website Administration or other individuals who have access to personal data.

1.1.7. "Website User of "Sister's Aroma" or "User" - a natural person who can be directly or indirectly identified, in particular by an identifier such as a name, identification number, location data, online identifier, or by one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person (Art. 4 (1) GDPR). A User is also a person who purchases goods or services from "Sister"s Aroma" or simply visits the "Sister"s Aroma" online store.

1.1.8. "Cookie" - a small piece of data sent by a web server and stored on a user's computer, which a web client or web browser sends to the web server in an HTTP request each time an attempt is made to open a page of the corresponding website.

1.1.9. "IP address" - a unique network address of a node in a computer network built on the IP protocol.

2. SUBJECT OF PRIVACY AND CONFIDENTIALITY POLICY

2.1. By using the website or purchasing a product or service offered in the "Sister"s Aroma" online store, the User confirms that they consent to the collection and processing of personal data by "Sister's Aroma" and the Website Administration, as well as authorized individuals.

2.2. The User gives their consent to the Website Administration and "Sister"s Aroma" for the processing of the information received, including collection, organization, accumulation, storage, clarification (updating, correction), use, dissemination, depersonalization, blocking, destruction of personal data provided in the questionnaire for the purpose of creating a database of participants, compiling statistical reports, conducting marketing research, and interacting with the User, including through telecommunications networks, including sending SMS messages and emails, until such consent is withdrawn.

2.3. The User confirms their consent for the Website Administration and "Sister"s Aroma" to interact with the User through direct contacts using various means of communication, including but not limited to: postal mailings, email, the Internet, and others.

2.4. Personal Data allowed for processing and collection within the framework of this Privacy and Confidentiality Policy include, but are not limited to, the following information:

2.4.1. Customer (individual User) data:

- name and/or surname;

- email address;

- phone number;

- company name;

- organization's number and address;

- delivery address;

- links to the individual on social media;

- IP address.

2.4.2. Transaction data:

- information about payment from the individual (User) and other information about services or products ordered in the "Sister's Aroma" online store.

2.4.3. Financial data:

- information about the bank account and credit or debit card, invoice information, payment methods.

2.4.4. Contact information:

- information or records created as a result of contact with "Sister's Aroma" or the Website Administration. For example, this can include a phone conversation, online contact, contact via email, physical mail, or messengers such as Viber, Telegram, WhatsApp, and others.

2.4.5. Technical data:

- IP address, date and time of the request, request content, access status/HTTP status code, the website that sends the request, browser, operating system and its interface, language, and browser software version.

3. COOKIE POLICY

3.1. "Sister's Aroma" and the Website Administration collect information about the User's visits to the "Sister"s Aroma" online store for the purpose of obtaining statistics on visits and their effectiveness, creating a personalized approach, and adapting to the interests of each User. The Website Administration and "Sister"s Aroma" do this using various technologies, one of which is cookie files. These are data that the website can send to the browser, and they will be stored on the computer for future identification by its website.

3.2. Cookie files are used to evaluate the effectiveness of websites (for example, to measure the number of visitors and the duration of their stay on the "Sister"s Aroma" online store website), identify the most interesting and visited topics and pages, and ensure convenient navigation and use of the aforementioned website, without collecting any personal information. Cookie files can also be used to create a personalized approach based on the existing experience of interaction between the User or any other person and the "Sister"s Aroma" online store, along with its preferences. Over time, this information allows for an improved experience.

3.3. Cookie files are text files sent by the "Sister's Aroma" online store to the User's device, which help improve the "Sister"s Aroma" online store website. Cookie files are unique to the User's account or browser.

3.4. The User will be informed about the use of cookie files during their first visit to the "Sister's Aroma" online store website. If the User is against the collection of information using cookie files, they can configure their preferences at any time through the Cookie Settings Centre.

3.5. Browsers provide Users with the ability to manage cookie files in accordance with their preferences. The User can manage and/or delete, restrict, or block cookie files from the website at any time by modifying their browser's configuration. If the User does not wish to use cookie files on the "Sister"s Aroma" online store website, they should first disable cookie files in their browser.

3.6. Through browser settings, the User can choose which cookie files to accept and which ones to reject. These settings directly depend on the browser used by the User:

- Cookie settings in Chrome;

- Cookie settings in Firefox;

- Cookie settings in Internet Explorer;

- Cookie settings in Safari.

If the User decides to block certain functional cookie files, some services of "Sister"s Aroma" may become unavailable to the User. In addition to the settings available on the "Sister"s Aroma" online store website, the User can opt out of using specific cookie files.

4. COLLECTION AND USE OF PERSONAL DATA

4.1. "Sister's Aroma" and the Website Administration collect personal data in the following cases:

- when the User visits the "Sister"s Aroma" online store website;

- when the User fills out contact forms on the "Sister's Aroma" online store website;

- when the User subscribes to newsletters posted on the "Sister's Aroma" online store website;

- when the User contacts "Sister's Aroma" or the Website Administration by phone, including through messengers, email, website chat, or social media;

- "Sister's Aroma" and the Website Administration may obtain personal data of individuals when the User interacts with the official "Sister's Aroma" pages on social media platforms by clicking buttons such as "like", "follow", or through other means of interaction.

5. DATA COLLECTION AND PROCESSING PURPOSES OF PERSONAL DATA

5.1. The "Sister's Aroma" online store and the Website Administration processing (use) the User's personal information for the following purposes:

5.1.1. Contractual purposes:

- to enter into contracts, contractual information about the individual, namely: name and surname, phone number, email, and delivery address;

- to conclude agreements, perform, manage, and ensure the fulfillment of services or the sale of products, including any related contracts, additional documents such as appendices, amendments, etc.;

- to share personal data with partners, provide services, or sell goods to individuals;

- to manage payments or fees and charges;

- to inform the User about changes/additions to all services or products offered or sold through the "Sister's Aroma" online store, as well as the Privacy and Confidentially Policy and cookie files;

- when "Sister's Aroma" and the Website Administration sends the User ordered goods, and these goods are sent by its own means or by a logistics (postal) company;

- to inform the User of the estimated time of service provision or product delivery.

5.1.2. Legal purposes:

- for statistics, market analysis, and research;

- to analyze and improve the products and services of "Sister's Aroma";

- to send goods to the User by mail (logistics companies);

- to notify the User's personal data to authorized state authorities in accordance with the legislation;

- to support the business processes of "Sister's Aroma";

- to monitor, check, and record communication between the User and "Sister's Aroma";

- from time to time, to send the User marketing information, useful information, newsletters, new offers, working hours of "Sister's Aroma" stores;

- to inform the User of the results of claims consideration (if applicable);

- to inform about the contact person of "Sister's Aroma""who will communicate with the User;

- to comply with other legal obligations;

- for the purpose of offering the User to join various promotions, programs, loyalty systems, etc., organized by "Sister"s Aroma";

- for the purpose of enabling the conduct of various promotions, programs, loyalty systems, etc., including registering the User in its own database of persons participating in such promotions, programs, loyalty systems, etc.;

- for the purpose of enabling the User to join various policies, rules, regulations, instructions, etc., regulating the conduct of "Sister"s Aroma" promotions, programs, loyalty systems, etc.;

- for the purpose of informing Users about the procedure for conducting promotions, programs, loyalty systems, etc., organized by "Sister"s Aroma", as well as informing about changes to policies, rules, regulations, instructions, etc., regulating the conduct of "Sister"s Aroma" promotions, programs, loyalty systems, etc.

6. USER"S RIGHTS

6.1. The User, regarding their personal data provided for collection, accumulation, processing, storage, and usage by "Sister's Aroma" and the Website Administration based on the General Data Protection Regulation (GDPR; Regulation (EU) 2016/679), has the following rights:

- to know the sources of data collection, the location of their personal data, the purpose of its processing, and location;

- to receive information about the terms of access to personal data;

- the right to access their personal data;

- the right to receive confirmation from the controller about the processing of their personal data;

- to receive information regarding whether their personal data is being processed;

- to make a reasoned request to "Sister's Aroma" to object to the processing of their personal data;

- the right to send a request to the controller for the correction or deletion of personal data, or to restrict the processing of personal data about the data subject and to object to such processing;

- to protect their personal data from unlawful processing and accidental loss, destruction, damage due to intentional concealment, failure to provide or untimely provision, as well as protection from the provision of information that is inaccurate or harms the honor, dignity, and business reputation of an individual;

- to lodge complaints regarding the processing of their personal data with the supervisory authority;

- if personal data is transferred to a third country or an international organization, the data subject shall have the right to be informed of the appropriate safeguards pursuant to Article 46 of the GDPR regarding data transfers;

- to apply legal remedies in case of violation of personal data protection legislation;

- to make reservations regarding the restriction of the right to process their personal data when giving consent;

- to withdraw consent for the processing of personal data;

- to know the mechanism of automated processing of personal data;

- the right to make changes to incomplete or inaccurate personal data;

- the right to delete personal data if the person has successfully exercised their right to object to data processing;

- the right to withdraw consent to the processing of personal data at any time;

- the right to object to the use or processing of personal data by "Sister's Aroma" and the Website Administration if the person believes it affects their rights and freedoms.

6.2. To exercise the rights described above, it is necessary to contact "Sister's Aroma" at the email address: info@sistersaroma.com. If "Sister's Aroma" receives a request from the User to exercise any of the rights mentioned above, "Sister's Aroma" may request the User to confirm their identity before taking action on the request. This is necessary to ensure the protection and security of personal data.

7. TRANSFER AND DISCLOSURE OF PERSONAL DATA OF A NATURAL PERSON

7.1. "Sister's Aroma" and the Website Administration do not transfer or disclose any personal data about the User without their consent, except for the purposes mentioned in this Privacy and Confidentially Policy, or when required by law.

7.2. "Sister's Aroma" and the Website Administration may use third-party services to provide and sell products to the User. All processors acting on behalf of "Sister's Aroma" process User data only in accordance with "Sister's Aroma" instructions and strictly adhere to this Privacy and Confidentially Policy, cookie files and European Union legislation.

7.3. "Sister's Aroma" and the Website Administration may transfer the User's personal data outside the European Union in accordance with the obligations of this Privacy and Confidentially Policy, cookie files, or the law, in the following cases:

- the European Commission or another authorized authority has determined that the destination country ensures an adequate level of personal data protection;

- the service provider/seller of goods, in accordance with this Privacy and Confidentially Policy, is bound by specific and appropriate contractual obligations required by applicable data protection laws.

8.PROTECTION MEASURES FOR USER'S PERSONAL DATA

8.1. "Sister's Aroma" and the Website Administration take measures to ensure the protection and security of the User's personal data at all stages of processing, including through organizational and technical measures.

8.2. "Sister's Aroma" and the Website Administration take all necessary measures to prevent accidental loss, use, or unauthorized access, alteration, or disclosure of the User's personal data.

8.3. "Sister's Aroma" and the Website Administration have implemented a process for addressing security breaches of personal data or incidents and will inform the User and any relevant regulatory authority of a suspected breach or incident if "Sister"s Aroma" or the Website Administration is required to do so by law.

8.4. If "Sister's Aroma" or the Website Administration transfers the User's personal data, "Sister's Aroma" will require third parties to take measures to protect personal data. "Sister's Aroma" and the Website Administration do not grant any rights to third parties to use personal data for their own purposes. The third party may use the User's personal data for specific purposes and in accordance with "Sister's Aroma" instructions.

9.ADDITIONAL INFORMATION ABOUT USER'S PERSONAL DATA

9.1. "Sister's Aroma" and the Website Administration are not obligated to provide the User's personal data to third parties without the User's consent, except for the purposes mentioned in this Privacy and Confidentially Policy or when required by law.

9.2. "Sister's Aroma" and the Website Administration retain personal data only for as long as necessary. When retaining personal data, "Sister's Aroma" and the Website Administration take into account the following:

- the duration of the purposes for which "Sister's Aroma" and the Website Administration collect personal data and the duration during which "Sister"s Aroma" and the Website Administration are required to provide services or sell products;

- ensuring and managing the relationship between "Sister's Aroma" and the Website Administration and the User;

- "Sister's Aroma" and the Website Administration also retain the User's personal data to comply with regulatory requirements, accounting requirements, reporting and legal requirements, or instructions.

9.3. Processing is lawful only if the data subject (User) has given consent to the processing of their personal data for one or more specific purposes. According to Article 8 (1) of the GDPR, the processing of personal data of a child is lawful if the child is at least 16 years old. If the child is under the age of 16, such processing is only lawful if consent is given by the child's parents or by the person who holds parental responsibility for the child.

9.4. The "Sister's Aroma" online store may contain links to other websites. However, if the User uses these links, the User should be aware that "Sister's Aroma" and the Website Administration do not control these websites. Therefore, "Sister's Aroma" and the Website Administration are not responsible for the protection and confidentiality of any information the User provides while visiting such websites, and these websites are not governed by this Privacy and Confidentially Policy. The User should exercise caution and review the policy applicable to the respective website.

10. ADDITIONAL TERMS

10.1. "Sister's Aroma" reserves the right to make changes to the Privacy and Confidentially Policy without the User's consent by notifying the User at least 30 (thirty) calendar days before the changes take effect. Changes to the Privacy and Confidentially Policy are made by posting the new current version of the Privacy and Confidentially Policy at the following link: https://eu.sistersaroma.com/privacy/ The current and effective version of the Privacy and Confidentially Policy can always be found at the same link.

10.2. The new Privacy and Confidentially Policy comes into effect from the moment it is posted on the "Sister's Aroma" online store website, unless otherwise specified in the new version of the Privacy and Confidentially Policy.

10.3. In the event of changes that significantly affect the User's privacy rights, "Sister's Aroma" or the Website Administration will send additional notice to the User by email. If the User does not agree with the changes to this Privacy and Confidentially Policy, it is necessary to contact "Sister's Aroma" at the email address: info@sistersaroma.com.

10.4. In case of disagreement with any changes made to the Privacy and Confidentially Policy, the User should cease using the "Sister's Aroma" online store and has the right to request that the Website Administration and "Sister's Aroma" delete their personal data. If "Sister's Aroma" or the Website Administration have not received a refusal from the User regarding the new version of the Privacy and Confidentially Policy, this means that the User has agreed to the new version of the Privacy and Confidentially Policy.

10.5. The User (for citizens of the European Union) may file a complaint about violations by "Sister's Aroma" or the Website Administration under the General Data Protection Regulation, GDPR; Regulation (EU) 2016/679 with the court or with the European Data Protection Supervisor. The contact details of the aforementioned supervisor can be found at the following link: https://edps.europa.eu/about-edps/contact_en.

10.6. The User (for citizens of Poland) may file a complaint about violations by "Sister's Aroma" or the Website Administration with the Office for Personal Data Protection (Urząd Ochrony Danych Osobowych, UODO). The contact details of the above-mentioned office can be found at the following link: https://uodo.gov.pl/pl/p/kontakt.