Privacy policy

PRIVACY POLICY

Scent-A-Filter Wholesale

Effective Date: February 18, 2026

Last Updated: February 18, 2026

1. Introduction

Scent-A-Filter (“we,” “us,” or “our”) is committed to protecting the privacy and security of our wholesale customers, partners, and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our wholesale website, place orders, or otherwise interact with our business.

By accessing or using our wholesale website, creating a wholesale account, or engaging with our services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the terms of this policy, please discontinue use of our website and services.

2. Information We Collect

2.1 Information You Provide Directly

When you register for a wholesale account, place orders, or communicate with us, we may collect the following information:

Business Information: Company name, business address, EIN/tax ID number, resale certificate or license number, business type, and industry classification.
Contact Information: Full name, email address, phone number, mailing address, and job title of authorized representatives.
Account Credentials: Username, password, and security questions used to access your wholesale portal.
Order and Transaction Data: Products ordered, order history, quantities, pricing tier, shipping preferences, billing and shipping addresses, and payment information.
Payment Information: Credit card numbers, bank account details, or other payment method information. Note: payment card data is processed by our third-party payment processors and is not stored on our servers.
Communications: Records of your correspondence with us, including emails, phone calls, chat messages, and support tickets.
SMS Opt-In Information: Phone number and consent records when you opt in to receive text messages from us.

2.2 Information Collected Automatically

When you visit our wholesale website, certain information is collected automatically through cookies, log files, and similar technologies:

Device and Browser Data: IP address, browser type and version, operating system, device identifiers, screen resolution, and language preferences.
Usage Data: Pages viewed, links clicked, time spent on pages, referring URL, search queries used on our site, and navigation paths.
Location Data: Approximate geographic location derived from your IP address.
Cookie and Tracking Data: Information collected through cookies, web beacons, pixel tags, and similar tracking technologies (see Section 5 for full details).

2.3 Information From Third Parties

We may receive information about you from third-party sources, including:

Business verification services and credit reporting agencies.
Marketing and analytics partners.
Social media platforms, if you interact with our accounts.
Trade show or industry event registration platforms.

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Order Fulfillment and Account Management

Processing and fulfilling wholesale orders, including shipping and delivery.
Managing your wholesale account, including pricing tiers and credit terms.
Verifying your business credentials and resale authorization.
Processing payments and issuing invoices, credits, or refunds.
Providing customer service and responding to inquiries.

3.2 Communications

Sending order confirmations, shipping notifications, and delivery updates.
Providing product availability alerts, restock notifications, and back-order updates.
Sharing new product launches, promotional offers, and pricing updates relevant to your account.
Delivering SMS messages if you have opted in to our text messaging program (see Section 4).

3.3 Business Operations and Improvement

Analyzing purchasing trends and wholesale demand to optimize inventory.
Improving our website functionality, user experience, and product offerings.
Conducting internal research, analytics, and reporting.
Detecting and preventing fraud, unauthorized access, and other security incidents.

3.4 Legal and Compliance

Complying with applicable laws, regulations, and legal processes.
Enforcing our Terms of Service, wholesale agreements, and other policies.
Establishing, exercising, or defending legal claims.

4. SMS / Text Messaging Opt-In and Communications

4.1 Consent and Opt-In

By providing your mobile phone number and expressly opting in, you consent to receive recurring automated and non-automated SMS/text messages from Scent-A-Filter at the mobile number you provide. Consent to receive text messages is not required as a condition of purchasing any goods or services from Scent-A-Filter. You may revoke your consent at any time by following the opt-out instructions below.

You may opt in to our SMS program through any of the following methods:

Entering your mobile phone number and checking the SMS consent box during wholesale account registration on our website.
Texting a designated keyword (e.g., JOIN or WHOLESALE) to our SMS number.
Providing verbal or written consent to a Scent-A-Filter sales or support representative.
Enabling SMS notifications within your wholesale account communication preferences.

By opting in, you confirm that the mobile number provided is your own and that you are authorized to receive text messages at that number. You agree to notify us promptly if you change or relinquish your mobile number.

4.2 Types of SMS Messages

If you opt in, you may receive text messages from Scent-A-Filter including but not limited to:

Order Updates: Order confirmations, processing status, shipping updates, tracking information, delivery confirmations, and back-order or delay notifications.
Account Notifications: Payment reminders, invoice alerts, credit term updates, account verification, and security alerts.
Product and Inventory Alerts: Restock notifications, new product launch announcements, low-stock warnings, and seasonal availability updates.
Promotional Messages: Exclusive wholesale pricing, limited-time discounts, volume discount opportunities, and early access to new fragrance collections.
Customer Support: Responses to support inquiries, follow-ups on open tickets, and appointment or call-back confirmations.

4.3 Message Frequency and Rates

Message frequency varies based on your account activity, order volume, and communication preferences. You may receive anywhere from a few messages per month to several messages per week. Message and data rates may apply. Your mobile carrier’s standard messaging and data charges apply to all text messages sent to and received from Scent-A-Filter. Scent-A-Filter is not responsible for any fees charged by your wireless provider. Contact your carrier for details about your plan.

4.4 Opt-Out Instructions

You may opt out of receiving SMS/text messages at any time using any of the following methods:

Reply STOP: Text the word STOP to any message received from Scent-A-Filter. You will receive a single confirmation message. No further messages will be sent unless you re-enroll.
Email: Send an opt-out request to privacy@scentafilter.com including your name, business name, and the mobile number to unenroll.
Account Settings: Log in to your wholesale account portal and disable SMS notifications under Communication Preferences.

Opting out of SMS will not affect your ability to receive email communications, place orders, or manage your wholesale account.

4.5 SMS Help

For assistance with our SMS program, reply HELP to any message from Scent-A-Filter, email us at privacy@scentafilter.com, or call our support team. You will receive a response with program details and customer support contact information.

5. Cookies and Tracking Technologies

5.1 What Are Cookies

Cookies are small text files placed on your device when you visit our website. We use cookies and similar technologies (web beacons, pixel tags, local storage) to enhance your experience and gather information about usage patterns.

5.2 Types of Cookies We Use

Strictly Necessary Cookies: Essential for website operation, including session management, authentication, and security. These cannot be disabled without affecting site functionality.
Functional Cookies: Remember your preferences, language settings, and account customizations to provide a more personalized experience.
Analytics and Performance Cookies: Help us understand how visitors interact with our website by collecting information about pages visited, time on site, and error messages. We use tools such as Google Analytics for this purpose.
Marketing and Advertising Cookies: Used to deliver relevant advertisements and track the effectiveness of our marketing campaigns. These may be placed by third-party advertising partners.

5.3 Third-Party Tracking

Our website may contain cookies and tracking technologies from third-party services including:

Google Analytics and Google Ads for website analytics and advertising performance.
Facebook/Meta Pixel for social media advertising and conversion tracking.
Shopify analytics for e-commerce performance monitoring.
Email marketing platforms for campaign tracking and engagement metrics.

These third parties may collect information about your online activities over time and across different websites. We do not control the privacy practices of these third parties and encourage you to review their respective privacy policies.

5.4 Managing Cookies

You can manage or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our wholesale portal, including your ability to log in, place orders, or access account features. Most browsers allow you to block or delete cookies, set preferences for specific websites, or browse in private/incognito mode.

5.5 Do Not Track Signals

Our website does not currently respond to “Do Not Track” (DNT) browser signals. However, you may manage tracking preferences through cookie settings and opt-out mechanisms described above.

6. Data Security and Handling

6.1 Security Measures

We implement commercially reasonable administrative, technical, and physical security measures to protect your information, including:

SSL/TLS encryption for all data transmitted between your browser and our servers.
Encryption of sensitive data at rest, including payment and account information.
Access controls limiting employee and contractor access to personal information on a need-to-know basis.
Regular security assessments, vulnerability scans, and system monitoring.
Secure password hashing and multi-factor authentication options for wholesale accounts.

6.2 Data Retention

We retain your personal information for as long as your wholesale account remains active or as needed to provide you with our services. After account closure, we may retain certain information as required by law, for legitimate business purposes (such as resolving disputes or enforcing agreements), or as part of our standard backup and archival procedures. Transaction records are typically retained for a minimum of seven (7) years for tax and regulatory compliance.

6.3 Data Breach Notification

In the event of a data breach that compromises your personal information, we will notify affected individuals and relevant authorities in accordance with applicable state and federal laws. Notification will include the nature of the breach, the types of information involved, and steps you can take to protect yourself.

7. Data Sharing and Disclosure

We do not sell your personal information. We may share your information with the following categories of recipients:

Service Providers: Third-party companies that perform services on our behalf, such as payment processing, shipping and fulfillment, email delivery, customer support platforms, and website hosting. These providers are contractually obligated to use your information only to perform services for us.
Business Partners: Distributors, logistics providers, and other partners as necessary to fulfill your orders and manage your account.
Legal and Regulatory: Government authorities, law enforcement, or other third parties when required by law, subpoena, court order, or other legal process, or when we believe disclosure is necessary to protect our rights, safety, or property.
Business Transfers: In connection with a merger, acquisition, reorganization, sale of assets, or bankruptcy, your information may be transferred as part of the transaction. We will notify you of any such change in ownership or control.

7.1 Mobile Information Sharing Statement

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. We do not sell, rent, loan, trade, lease, or otherwise transfer for profit any phone numbers or personal information collected through our SMS program to any third party.

Disclosure of your mobile information collected through our SMS/text messaging program is limited strictly to the following:

Service Delivery: Sharing with SMS platform providers and telecommunications carriers solely as necessary to transmit the text messages you have consented to receive.
Legal Compliance: Disclosure when required by law, regulation, subpoena, court order, or other legal process.

All other use and disclosure of mobile information obtained through our SMS program is strictly prohibited. This mobile information sharing policy applies at all times, regardless of any other data-sharing or privacy practices described elsewhere in this Privacy Policy or our Terms of Service.

8. Your Rights and Choices

8.1 Access and Portability

You have the right to request a copy of the personal information we hold about you. Upon verification of your identity, we will provide this information in a commonly used, machine-readable format within the timeframe required by applicable law.

8.2 Correction

You may request that we correct or update any inaccurate or incomplete personal information we maintain about you. You can also update certain information directly through your wholesale account portal.

8.3 Deletion

You may request that we delete your personal information, subject to certain exceptions. We may retain information as required by law, for legitimate business purposes, or to complete transactions you have initiated. If deletion is not possible, we will inform you of the reason.

8.4 Opt-Out of Marketing

You may opt out of receiving promotional communications from us by:

Clicking the “unsubscribe” link in any marketing email.
Replying STOP to any promotional text message.
Contacting us at privacy@scentafilter.com.

Please note that even after opting out of marketing communications, you may still receive transactional messages related to your orders, account, and ongoing business relationship.

8.5 State-Specific Rights

Depending on your state of residence, you may have additional rights under state privacy laws (such as the California Consumer Privacy Act, Virginia Consumer Data Protection Act, or similar legislation). These may include the right to know what personal information we collect, the right to opt out of the sale or sharing of personal information, and the right to non-discrimination for exercising your privacy rights. To exercise any of these rights, please contact us using the information provided in Section 10.

9. Children’s Privacy

Our wholesale website and services are intended for use by businesses and individuals who are at least 18 years of age. We do not knowingly collect personal information from children under the age of 13. If we become aware that we have collected information from a child under 13, we will take steps to delete that information promptly.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Scent-A-Filter

Email: privacy@scentafilter.com

Website: www.scentafilter.com

We will respond to all legitimate requests within 30 days or as required by applicable law.

11. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. When we make material changes, we will update the “Last Updated” date at the top of this policy and notify you through a prominent notice on our website or via email. Your continued use of our website and services after any changes constitutes your acceptance of the updated Privacy Policy.