Kleargrade Ltd t/a EC Aroma is the data controller for the personal data described in this policy.
Company Registration No: 09275804
Registered address: Unit 19, Beeston Court, Manor Park, Runcorn, WA7 1SS, United Kingdom
Email: info@ec-aroma.com
Tel: +44 1928 571394
We are registered with the Information Commissioner's Office (ICO) in the United Kingdom. ICO Registration Reference: ZB068939 (registered under Kleargrade Ltd). We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
For customers and contacts based in the European Union, we also comply with EU GDPR (Regulation 2016/679) to the extent it applies to our processing activities involving EU data subjects.
We collect only the personal data necessary to operate our business and fulfil our obligations to customers and partners. This includes:
We do not collect sensitive personal data (such as health data, racial or ethnic origin, or financial account details) and we do not collect data from individuals under the age of 18.
| Purpose | Legal Basis (UK & EU GDPR) |
|---|---|
| Processing and fulfilling orders | Performance of a contract (Art. 6(1)(b)) |
| Issuing invoices and managing payment | Performance of a contract / Legal obligation (Art. 6(1)(b)(c)) |
| Responding to enquiries and sample requests | Legitimate interests (Art. 6(1)(f)) |
| Sending order updates and delivery notifications | Performance of a contract (Art. 6(1)(b)) |
| Maintaining records for tax and accounting purposes | Legal obligation (Art. 6(1)(c)) |
| Sending relevant product or pricing updates to existing customers | Legitimate interests (Art. 6(1)(f)) |
| Improving our website and services | Legitimate interests (Art. 6(1)(f)) |
We do not use your data for automated decision-making or profiling.
We do not sell your personal data. We share it only where necessary with:
All third parties who process data on our behalf are contractually required to maintain appropriate security measures and to use the data solely for the purposes we specify.
Kleargrade Ltd t/a Kleargrade Ltd t/a EC Aroma is based in the United Kingdom. Where we work with EU-based customers or service providers, personal data may be transferred between the UK and the EU.
The UK has been granted adequacy status by the European Commission, meaning that personal data can flow freely from the EU to the UK without additional safeguards being required.
Where we transfer data to countries outside the UK and EU (for example, to an international freight partner), we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved under UK GDPR.
| Data Type | Retention Period |
|---|---|
| Order and invoice records | 7 years (UK tax and accounting law) |
| Business contact data (active customers) | For the duration of the relationship + 2 years |
| Business contact data (enquiries, no order placed) | 12 months from last contact |
| Website enquiry form submissions | 12 months |
| Website server logs | 90 days |
| Formulation-related correspondence | Duration of confidentiality obligations (minimum 5 years) |
Under UK GDPR and EU GDPR, you have the following rights regarding your personal data:
To exercise any of these rights, please contact us at info@ec-aroma.com. We will respond within 30 days. We may need to verify your identity before processing a request.
UK-based individuals may lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
EU-based individuals may lodge a complaint with the data protection authority in their member state of residence.
Our website uses cookies to ensure it functions correctly and to help us understand how visitors use the site. We do not use advertising or tracking cookies from third-party networks.
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential / functional | Required for the website to operate (e.g. form sessions) | Session |
| Analytics (first-party) | Understanding page visits and user journeys anonymously | Up to 13 months |
You may disable cookies in your browser settings. Disabling essential cookies may affect the functionality of the site.
We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect against unauthorised access, alteration, disclosure, or destruction, including encrypted communications, access controls, and regular security reviews.
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and affected individuals without undue delay, as required by law.
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The date at the top of this page indicates when it was last revised. We encourage you to review this policy periodically.
For material changes, we will notify active customers by email prior to the change taking effect.
For any questions about this Privacy Policy, to exercise your rights, or to raise a concern about how we handle your data:
Kleargrade Ltd t/a EC Aroma — Data Enquiries
Unit 19, Beeston Court, Manor Park
Runcorn, WA7 1SS, United Kingdom
Email: info@ec-aroma.com
Tel: +44 1928 571394