Privacy Policy

1. Introduction

Welcome to Scentiva Wholesale, a trading name of O.S. International B.V. (hereinafter "we", "us", "our" or "Scentiva Wholesale"). We are located at Kalsdonksestraat 79, 4702 ZB Roosendaal, Netherlands, and are registered with the Chamber of Commerce under number 78042127. Our VAT number is NL861243213B01.

We take your privacy extremely seriously and are committed to protecting your personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable privacy laws within the European Union.

This Privacy Policy describes how we collect, use, process, store and protect your personal data when you visit our website scentiva-wholesale.com or enter into business relations with us as a wholesale customer.

2. Data Controller

The data controller for the processing of your personal data is:

O.S. International B.V.
Trading name: Scentiva Wholesale
Kalsdonksestraat 79, 4702 ZB Roosendaal, Netherlands
Chamber of Commerce number: 78042127
VAT number: NL861243213B01
Telephone: +3197010277755
Email: info.center.osinternational@gmail.com

Website: scentiva-wholesale.com

3. What personal data do we collect?

Depending on your interaction with our services, we may collect the following categories of personal data:

3.1 Contact details and identification data

• First and last name

• Job title and company name

• Email address (business)

• Telephone number (business and/or mobile)

• Postal address and delivery address

• VAT number and Chamber of Commerce number (for businesses)

• Invoicing details

3.2 Account details

• Username and password (stored in encrypted form)

• Account preferences and settings

• Order history and order details

3.3 Financial data

• Bank details (IBAN)

• Payment history

• Credit information (if applicable for business credit assessments)

3.4 Technical data

• IP address

• Browser type and version

• Time zone and location

• Operating system

• Cookie data (see our Cookie Policy)

3.5 Communication data

• Correspondence by email, telephone or other communication channels

• Feedback and survey results

• Complaints and dispute information

3.6 Marketing data

• Communication preferences

• Newsletter subscriptions

• Participation in promotions or events

4. How do we collect your personal data?

4.1 Directly from you

• When creating a business account

• When placing orders

• When filling out contact forms

• During telephone or email communication

• When subscribing to newsletters

• When participating in surveys or providing feedback

4.2 Automatically

• Via cookies and similar technologies during website visits

• Via log files on our servers

• Via analytics tools (such as Google Analytics)

4.3 From third parties

• From credit reporting agencies (for business credit assessments)

• From public sources (such as the Commercial Register)

• From business partners within our distribution network

5. Legal grounds and purposes of processing

We only process your personal data when we have a valid legal ground for doing so under the GDPR:

5.1 Performance of a contract (Art. 6(1)(b) GDPR)

Purposes:

• Processing and handling orders

• Delivery of products (perfumes and beauty products)

• Invoicing and payment processing

• Customer service and communication about orders

• Account management

5.2 Legal obligation (Art. 6(1)(c) GDPR)

Purposes:

• Compliance with tax obligations (VAT administration)

• Retention obligation for accounting documents (7 years)

• Compliance with anti-money laundering regulations

• Reporting to supervisory authorities

5.3 Legitimate interest (Art. 6(1)(f) GDPR)

Purposes:

• Fraud prevention and security

• Improvement of our website and services

• Direct marketing activities to existing business customers

• Credit risk assessment

• Establishing, exercising or defending legal claims

• Network security and IT security

Balancing of interests: We have carefully weighed that our legitimate interests do not outweigh your rights and freedoms. You have the right to object to processing on the basis of legitimate interest at any time.

5.4 Consent (Art. 6(1)(a) GDPR)

Purposes:

• Sending marketing newsletters

• Use of non-essential cookies

• Processing for purposes for which you have given explicit consent

Withdrawal: You can withdraw your consent at any time without affecting the lawfulness of the processing prior to the withdrawal.

6. With whom do we share your data?

We never sell your personal data to third parties. We may share your data with the following categories of recipients:

6.1 Internal recipients

• Authorized employees of O.S. International B.V. who need access for their duties

• Management and finance department

6.2 External service providers (processors)

• Hosting providers and IT service providers

• Email and communication platforms

• Payment service providers and banks

• Accountants and tax advisors

• Legal advisors

• Logistics partners and transport companies

• CRM and ERP systems

• Marketing platforms (with your consent)

Data processing agreements: With all our processors, we enter into data processing agreements in accordance with Art. 28 GDPR, which include strict safeguards for data protection.

6.3 Legally obliged recipients

• Tax authorities

• Supervisory authorities (such as the Dutch Data Protection Authority)

• Law enforcement agencies (under legal obligation)

6.4 Business partners

In specific cases, we may share data with:

• Suppliers and manufacturers (only for order processing)

• Distributors in other EU countries (Belgium, Germany, France, Poland, Ukraine, Romania, Italy)

7. International data transfer

7.1 Within the European Economic Area (EEA)

Our primary activities take place within the EEA. We supply products to business customers in various European countries, including Belgium, Germany, France, Poland, Ukraine, Romania, Italy and other EU member states.

7.2 Outside the EEA

In exceptional cases, we may use service providers that process data outside the EEA. In such cases, we ensure appropriate safeguards:

• EU Standard Contractual Clauses

• Adequacy decision by the European Commission

• Other approved mechanisms under Art. 46 GDPR

We will never transfer data to countries without appropriate protection.

8. Retention periods

We do not retain your personal data longer than necessary for the purposes for which it was collected, or as required by law:

At the end of the retention period, your data will be securely deleted or anonymised.

9. Your rights under the GDPR

As a data subject, you have the following rights regarding your personal data:

9.1 Right of access (Art. 15 GDPR)

You have the right to know whether we process your personal data and to receive a copy of it, together with information about the processing.

9.2 Right to rectification (Art. 16 GDPR)

You have the right to have inaccurate or incomplete personal data corrected or completed.

9.3 Right to erasure / "right to be forgotten" (Art. 17 GDPR)

In certain cases, you have the right to have your personal data erased, for example when:

• The data is no longer necessary

• You withdraw your consent

• You object and there are no overriding grounds

• The data was unlawfully processed

Please note: This right is not absolute. We may retain data when this is required by law (tax retention obligation) or necessary for legal claims.

9.4 Right to restriction of processing (Art. 18 GDPR)

You can request a temporary restriction on processing in certain situations, such as during the verification of a rectification request or in the event of an objection.

9.5 Right to data portability (Art. 20 GDPR)

You have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another data controller.

9.6 Right to object (Art. 21 GDPR)

You have the right at any time to object to the processing of your personal data on the grounds of legitimate interest, including profiling. You can also object to direct marketing.

9.7 Automated decision-making and profiling (Art. 22 GDPR)

You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects. We do not use fully automated decision-making.

9.8 Right to withdraw consent

When processing is based on consent, you can withdraw it at any time via the unsubscribe link in emails or by contacting us.

Exercising your rights

To exercise your rights, you can contact us via:

Telephone: +3197010277755
Email: info.center.osinternational@gmail.com
Post: Kalsdonksestraat 79, 4702 ZB Roosendaal, Netherlands

We will respond to your request within 1 month (extendable by 2 months for complex requests). We may ask you to verify your identity to protect your privacy.

10. Security of personal data

We have implemented appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, alteration or disclosure:

10.1 Technical measures

• SSL/TLS encryption for all data transmission

• Password encryption (bcrypt/hashing)

• Firewalls and intrusion detection systems

• Regular security updates and patches

• Secure backups with encryption

• Access control and authentication (two-factor where possible)

10.2 Organisational measures

• Strict access rights based on the "need-to-know" principle

• Confidentiality obligations for all our employees

• Regular data protection training

• Data processing agreements with all external parties

• Procedures for detecting and responding to data breaches

• Annual security audits

10.3 Data breach notification protocol

In the unlikely event of a data breach that is likely to result in a risk to your rights and freedoms, we will:

• Inform the Dutch Data Protection Authority within 72 hours

• Inform you as a data subject immediately when there is a high risk

• Take appropriate measures to mitigate the consequences

11. Cookies and tracking technologies

Our website uses cookies and similar technologies. For detailed information, please refer to our separate Cookie Policy, which is available on our website.

11.1 Types of cookies

• Necessary cookies: For essential website functionality

• Functional cookies: For convenience and preferences

• Analytical cookies: For website statistics (Google Analytics)

• Marketing cookies: For targeted advertising (only with consent)

11.2 Your choices

You can manage your cookie preferences via the cookie banner on our website or through your browser settings. Please note that disabling certain cookies may limit the functionality of the website.

12. Links to third-party websites

Our website may contain links to third-party websites, partners, suppliers, or social media. We are not responsible for the privacy or cookie policies of these external websites. We recommend that you read the privacy statements of these websites.

13. Minors

Our services are intended exclusively for business customers and professionals. We do not deliberately process the personal data of persons under the age of 16. If you suspect that we have inadvertently collected data from a minor, please contact us so that we can delete it.

14. Changes to this Privacy Policy

We reserve the right to change this Privacy Policy. Changes will be published on this page with an updated date. In the event of substantial changes, we will actively inform you via email wherever possible.

15. Right to complain to the supervisory authority

If you believe that we do not process your personal data correctly, you can contact us. You also have the right to file a complaint with the national data protection supervisory authority:

Dutch Data Protection Authority
P.O. Box 93374
2509 AJ The Hague, Netherlands
Telephone: (+31) - (0)70 - 888 85 00
Website: autoriteitpersoonsgegevens.nl

16. Contact

For questions, requests, or comments about this Privacy Policy or the processing of your personal data, you can contact us:

O.S. International B.V. (Scentiva Wholesale)
Kalsdonksestraat 79, 4702 ZB Roosendaal, Netherlands

Telephone: +3197010277755
Email: info.center.osinternational@gmail.com
Chamber of Commerce number: 78042127
VAT number: NL861243213B01