This Privacy Policy describes how The Scent Vault, a trading name of Zyra Fragrances Limited, collects, uses, and discloses your personal information when you visit, use our services, make a purchase from thescentvault.ie, create an account, participate in Member's Vault Rewards, chat with our AI shopping assistant (The Scent Expert), or otherwise communicate with us.

For the purposes of this Privacy Policy, "you" and "your" means you as the user of our services, whether you are a customer, website visitor, or another individual whose information we have collected under this Privacy Policy.

Please read this Privacy Policy carefully. By using and accessing any of our services, you acknowledge that your personal information will be handled as described here. If you do not agree with this Privacy Policy, please do not use or access our services.

We may update this Privacy Policy from time to time, including to reflect changes to our practices, services, loyalty program, profile features, AI chat assistant, or for operational, legal, or regulatory reasons.

When we make changes, we will post the revised Privacy Policy on this page, update the "Last updated" date, and take any other steps required by applicable law.

To provide our services, we collect and have collected over the past 12 months personal information from a variety of sources. The information we collect and use depends on how you interact with our site, services, customer account, Member's Vault Rewards, and The Scent Expert AI chat assistant.

When we use the term "personal information", we mean information that identifies, relates to, describes, or can reasonably be associated with you. It does not include information that has been anonymised so that it can no longer reasonably be linked to you.

The personal information that you directly submit to us through our services may include:

Basic contact details such as your name, address, email address, and, where provided, phone number.

Order information such as your billing address, shipping address, payment confirmation, email address, and other transaction details.

Account information such as your username, password, login credentials, and account preferences.

Shopping information such as the items you view, place in your basket, save, or purchase.

Loyalty and rewards information you provide or generate through account participation, including reward redemptions, account-linked loyalty activity, issued codes, reward history, and tier-related data.

Profile and preference information you choose to provide, such as your date of birth for birthday-related rewards or offers, favourite brands, product preferences, and similar account customisation details.

Chat information you enter into The Scent Expert AI chat assistant, including the messages you type, any ratings or feedback you give on the chat experience, and any information you choose to include in a message the team form or shortlist email opened from the chat window.

Finder information you provide when you use The Scent Finder quiz, including your answers to the questions it asks about the scents, notes, occasions, and preferences you like, and any email address you give so we can send your matches to you.

Customer support information, including the content of messages you send to us and any other information you choose to provide.

Some features of our services may require you to provide certain information directly. Other information, such as birthday or favourite brand preferences, may be optional but may affect whether certain account features, offers, or rewards are available.

We automatically collect certain information about your interaction with our services, often referred to as usage data. This may include device information, browser type, IP address, network connection details, approximate location derived from IP, referral information, and information about how you use our site, account, and rewards features.

Where you use The Scent Expert AI chat assistant or The Scent Finder quiz, we also automatically collect a chat or finder session identifier stored in your browser, the date and time of your messages or answers, a hashed version of your IP address and your browser user-agent for rate limiting and abuse prevention, and, where enabled, a short list of the fragrance product pages you have recently viewed on your device so that we can give more relevant recommendations. The Scent Finder also saves your progress through the quiz in your browser so you can resume where you left off. The recently viewed list lives in your browser and is limited to the last several products.

We collect this information using cookies, pixels, local storage, server logs, and similar technologies.

We may obtain information about you from third parties, including vendors and service providers who collect information on our behalf.

This includes companies that support our site and services, such as Shopify, payment processors that collect payment details to process your order, delivery and fulfilment providers, technology partners that help us understand site usage and improve our services, marketing partners where permitted, rewards or loyalty service providers where applicable, our AI chat service provider (Anthropic), our transactional email provider (Resend), and our bot and abuse protection provider (Cloudflare).

When you visit our site, open or click emails we send, or interact with our services or advertisements, we or the third parties we work with may automatically collect certain information using tracking technologies.

Any information we obtain from third parties will be treated in accordance with this Privacy Policy. We are not responsible for the accuracy of information provided by third parties or for their separate policies and practices.

We use your personal information to provide products and services, including to process payments, fulfil orders, send order and account notifications, create and manage accounts, arrange shipping, support returns and exchanges, and enable customer reviews.

We use your personal information to operate and administer Member's Vault Rewards, including to calculate points, bonus points, reward eligibility, tier progression, tier benefits, reward redemptions, birthday-related rewards, favourite brand features, and other account-based loyalty functionality.

We use chat information and related usage data to run The Scent Expert AI chat assistant. This includes generating responses to your messages, showing you relevant products and offers within the chat window, remembering recent conversations so they can pick up where they left off, personalising recommendations using your account and recently viewed products where available, preventing abuse of the chat, and improving the quality of the assistant over time.

Where you provide optional profile or preference information, such as your date of birth or favourite brands, we may use this to personalise your experience, display relevant account features, tailor product recommendations, and provide relevant offers, including birthday rewards and brand-related promotions where applicable.

We may use your personal information for marketing and promotional purposes, including to send email or text message marketing where permitted and to show advertisements tailored to your interests.

We use personal information for security and fraud prevention, including to detect, investigate, or respond to potentially fraudulent, illegal, abusive, or malicious activity, and to protect the AI chat assistant from bots, automated scraping, and abuse.

We also use your personal information to communicate with you, provide customer support, improve our services, personalise your experience, comply with legal obligations, enforce our terms of service and our Member's Vault Rewards Terms & Conditions, and protect our rights and the rights of others.

Where data protection law requires us to identify a legal basis for processing your personal information, we generally rely on one or more of the following:

Performance of a contract, where processing is necessary to provide our products, services, customer account features, orders, returns handling, and rewards functionality that you request.

Our legitimate interests, such as operating and improving our business, protecting our services, preventing fraud, securing our systems, understanding customer engagement, personalising your experience, administering our loyalty program in a fair and efficient way, providing an AI-assisted shopping experience through The Scent Expert, defending against bots and abuse on our chat and site, and providing relevant recommendations or offers based on your account activity or stated preferences where this does not override your rights and freedoms.

Compliance with legal obligations, where we need to keep records, respond to lawful requests, comply with tax, accounting, consumer protection, or other legal duties, or enforce legal rights.

Consent, where required by law, such as for certain marketing communications, certain cookies and tracking technologies, or where we specifically ask for your consent in relation to optional profile information or a particular use of your data. Where we rely on consent, you may withdraw it at any time, although this will not affect processing already carried out lawfully before withdrawal.

We offer an AI-powered chat assistant on our site called The Scent Expert. It answers questions about fragrances we stock, helps you find products, and, for signed-in customers, can look up your recent orders, points balance, and rewards. Chat replies are generated by an artificial intelligence model, not by a human. This section explains how the chat assistant works and how it handles your data.

We also offer an AI-powered quiz called The Scent Finder. It asks you a short series of questions about the scents and styles you like and then suggests fragrances from our range. The Scent Finder is powered by the same systems and third parties as The Scent Expert, so everything described in this section, including how we use Anthropic to generate suggestions, how we protect against abuse, how long we keep the data, and your choices, applies to your use of The Scent Finder in the same way. The main difference is that the information you provide is your answers to the quiz questions rather than free-text chat messages. If you ask us to email your matches, we send them using our transactional email provider (Resend), and you can choose at that point whether to also subscribe to marketing.

What we collect when you use the chat or the finder:

The messages you type into the chat and the replies generated by the AI, or the answers you select in The Scent Finder quiz and the matches it returns.

A chat session identifier stored in your browser so we can group your messages into a conversation.

The date and time of each message and the reply latency.

A hashed version of your IP address and your browser user-agent, used to rate limit sessions and block obvious bots and scripted abuse.

Where enabled on your device, a short list of the last several fragrance product pages you have viewed, so the assistant can reference what you were browsing before you opened the chat.

Any information you choose to include in a message the team form or shortlist email that you open from within the chat window.

For signed-in customers only, and only when you ask a question that requires it, we may look up your order history, tracking information, points balance, and available rewards.

Ratings or feedback you give on the chat experience.

What the chat does NOT collect:

Payment card details, bank account numbers, or CVV codes. Never enter these into the chat. The chat is not a checkout.

Your account password.

Signed-in customer data unless you are signed in and asking a question that requires it.

How AI-generated replies work:

To generate replies, we send the text of your message, a rolling window of recent messages in the same conversation, a catalogue of our current products, and the context described above to our AI service provider (Anthropic). Anthropic processes this data as our sub-processor to return a generated reply. We do not use your chat messages to train third-party AI models.

Bot and abuse protection:

To protect the chat from automated abuse that would drive up costs and degrade service, we use Cloudflare bot protection, which may inspect request metadata such as your IP address and headers to score whether a request appears automated. Where enabled, we also use Cloudflare Turnstile, an invisible challenge that verifies you are a real visitor without requiring you to solve a puzzle.

Content safety:

The chat applies filters to block clearly abusive, hateful, or exploitative content. Repeated attempts to submit such content may result in a temporary chat lock on your session.

How long we keep chat data:

Chat sessions and messages are retained for 30 days from your most recent message and then deleted, unless we need to retain a specific record longer to investigate abuse, respond to a legal request, or defend a legal claim. Hashed IP records used only for rate limiting are typically deleted within 24 hours.

Your choices:

You can clear your local chat history at any time using the bin icon inside the chat window. You can also request full deletion of your chat history from our servers by contacting us, subject to the limits described in the "Your rights and choices" section.

You can use the site without ever opening the chat. Opening the chat is optional.

Signed-in customers can sign out at any time, which will limit what the chat can look up.

Legal basis:

We rely on our legitimate interest in providing a helpful AI-assisted shopping experience and in protecting the service from abuse. Where you use the chat to look up your own order, points balance, or rewards, we also rely on the performance of a contract with you as our customer.

Third parties involved:

Anthropic (AI model provider), which receives the text of your chat messages, recent conversation context, and product catalogue context in order to generate a reply. See anthropic.com/legal/privacy.

Cloudflare (bot and abuse protection, and where enabled Cloudflare Turnstile), which receives request metadata to score and challenge automated traffic. See cloudflare.com/privacypolicy.

Resend (transactional email provider), which delivers confirmation emails and the shortlist emails you request from within the chat. See resend.com/legal/privacy-policy.

Please treat the chat as you would a public support channel. Do not share sensitive personal information you would not send by email, and never share your password.

Alongside standard order and account emails, our systems can send a small number of additional emails connected to The Scent Expert and your shopping activity. This section explains what they are, the legal basis for each, and how to stop them.

Service and transactional emails. These include order and shipping confirmations, replies to messages you send us, a confirmation when you use the "message the team" form in the chat, the shortlist or "email me these picks" email you request from within the chat, and a back-in-stock alert when you specifically ask us to notify you that a product has returned. These are sent because you requested them or to fulfil our contract with you, they are not marketing, and they do not carry an unsubscribe link.

Marketing and lifecycle emails. These include restock reminders and one-year "anniversary" notes about products you have bought, occasional offers, our newsletter, and, where relevant, a personal follow-up email if you began exploring products with the chat or started a purchase and did not complete it. Every marketing email carries a one-click unsubscribe link and, in most mail apps, a built-in Unsubscribe button at the top of the message.

Consent and the legal bases we rely on. For restock and anniversary reminders, offers, and our newsletter we rely on your consent, which you give by ticking a subscribe option or opting in to marketing, or on the "soft opt-in" permitted under the ePrivacy Regulations where you are an existing or recent customer and the message concerns similar products. For a follow-up email after an abandoned or in-progress purchase we rely on the soft opt-in and our legitimate interest in recovering the sale. We do not send marketing emails to anyone whose Shopify marketing preference is set to unsubscribed.

Your controls. You can unsubscribe from all marketing emails at any time using the link in any marketing message or your mail app's Unsubscribe button. Doing so adds you to a single suppression list that stops every type of marketing email from us, including reminders and follow-ups. Order confirmations and replies to your questions are not affected. You can also email email us to be added to or removed from our marketing list.

Record of emails sent. For accountability and to honour your preferences, we keep an internal log of the marketing and service emails we send, which records the recipient address, the type of email, the date, whether it was delivered, and whether the recipient is a customer. This record is used for compliance and support and is retained no longer than necessary for those purposes.

Support reference numbers. When you send us an enquiry through the contact form or the chat, we assign it a support reference number and keep a record of your message, name, email, any order number you provide, and our correspondence, so we can track and respond to your enquiry. These support records are retained only as long as needed to handle your query and to comply with our legal and accounting obligations.

Third party involved. These emails are delivered by our transactional email provider, Resend, which processes the recipient address and message content on our behalf. See resend.com/legal/privacy-policy.

To make The Scent Expert more useful, our systems may build a limited profile from your activity and analyse it automatically. We want to be transparent about this.

Scent-preference profile. As you chat with The Scent Expert or answer The Scent Finder quiz, our systems may record signals such as the fragrance notes, families, and houses you appear to like or dislike, together with your account and recently viewed products where available, so we can give more relevant recommendations and, for signed-in customers, remember your preferences across visits. You can ask us to delete this profile at any time.

Buying-signal analysis. Our systems may look at your chat activity to gauge how strongly you appear to be considering a purchase. This is used only to decide whether a short, personal follow-up email may be appropriate, and to help us prioritise support. It does not produce any decision that has a legal or similarly significant effect on you, it is not used for credit or eligibility decisions, and you can object to it or opt out of the resulting emails at any time by unsubscribing.

Legal basis. We rely on our legitimate interest in providing relevant recommendations and in operating our business efficiently, and, for signed-in customers looking up their own account, on the performance of our contract with you. Where consent is required, we ask for it.

Your controls. You can clear your local chat history using the bin icon in the chat window, unsubscribe from any resulting emails, and contact us to request deletion of your scent-preference profile and related records, subject to the limits described in "Your rights and choices" and "Security and retention".

As part of your customer account, we operate a loyalty program called Member's Vault Rewards. When you participate in this program, we collect and process information related to your rewards activity.

This may include:

Points earned, adjusted, and redeemed through your account, including any bonus points awarded.

Your current points balance, reward eligibility, available rewards, and reward history.

Your loyalty tier status, tier benefits, and the lifetime spend or account activity used to determine that status.

Reward redemptions, issued discount codes, reward usage, and expiry dates.

Order history and activity used to calculate points, bonus points, reward eligibility, and tier progression.

Profile or preference information linked to loyalty features, such as date of birth for birthday-related rewards or favourite brand selections where those features are available.

We use this information to:

Operate and manage the loyalty program.

Calculate and apply points, bonus points, and tier-based earning rates.

Determine your loyalty tier and eligibility for rewards and benefits.

Issue, validate, and manage reward codes.

Display your rewards status, points balance, available rewards, tier status, and relevant account-based reward features within your account and within The Scent Expert AI chat assistant when you ask.

Support birthday-related rewards, favourite brand functionality, and related account personalisation where those features are available.

Prevent fraud, misuse, abuse, duplicate-account activity, or manipulation of the program.

Processing of loyalty data is necessary to provide the Member's Vault Rewards program to you as part of your customer account and, in some cases, to pursue our legitimate interests in operating, personalising, and protecting the program.

Points, bonus points, reward eligibility, and tier status may be calculated automatically based on your account activity, qualifying purchases, refunds, cancellations, or other program rules applied through our systems.

Your loyalty data is linked to your customer account and cannot normally be transferred to another account.

Where an order is cancelled, refunded, reversed, charged back, or identified as fraudulent, we may adjust or remove points, bonus points, rewards, profile-linked reward eligibility, or tier-related data associated with that activity.

We may share limited loyalty-related data with service providers who support our website, customer accounts, analytics, fraud prevention, marketing where permitted, and rewards functionality. These providers process data on our behalf and are required to protect it.

We retain loyalty-related data as part of your customer account for as long as your account remains active and as necessary to comply with legal, accounting, audit, fraud prevention, or dispute resolution obligations.

For full details on how Member's Vault Rewards operates, including points, rewards, tiers, expiry, and usage rules, please refer to our Member's Vault Rewards Terms & Conditions.

Like many websites, we use cookies and browser storage on our site. We use them to power and improve our website and services, remember your preferences, operate account and basket features, run analytics, understand how users interact with our site, support features such as rewards-related display, favourite brand display, sign-in functionality, and account personalisation, and remember your chat session and recently viewed products for The Scent Expert AI chat assistant.

We may also allow third parties and service providers to use cookies or similar technologies on our site to tailor services, products, and advertising on our site and on other websites, where permitted by law.

Most browsers accept cookies automatically, but you can usually change your browser settings to remove or reject cookies. Please note that removing or blocking cookies and browser storage may affect site functionality, prevent some features from working correctly, and clear your chat history on that device.

Where required by applicable law, we will request your consent before placing non-essential cookies or similar technologies on your device.

For more information about Shopify related cookies, please see Shopify's cookie information at shopify.com/legal/cookies.

We may disclose personal information to vendors and other third parties who perform services on our behalf, such as website hosting, ecommerce platform support, IT support, payment processing, shipping, fulfilment, customer support, cloud storage, loyalty and rewards services, fraud prevention, transactional email delivery, AI chat services, bot and abuse protection, and data analytics.

For The Scent Expert AI chat assistant specifically, we share the text of your chat messages, recent conversation context, and product catalogue context with our AI model provider (Anthropic) so it can generate a reply, share request metadata with our bot and abuse protection provider (Cloudflare) so it can score automated traffic, and share your email address and the shortlist or contact form content you submit with our transactional email provider (Resend) so it can deliver the message.

We may also disclose limited profile or preference data, such as birthday-related data or favourite brand selections, to service providers who support account features, loyalty functionality, personalisation, marketing operations where permitted, and related technical services on our behalf.

We may share information with business and marketing partners, including Shopify, to provide services, measurement, and advertising. These partners may use your information in accordance with their own privacy notices where they act as independent controllers.

We may disclose information when you direct or request us to do so, such as where disclosure is needed to fulfil your order or through your use of third-party integrations or payment methods.

We may also disclose information within our corporate group, in connection with a business transaction, to comply with legal obligations, to enforce our terms of service or Member's Vault Rewards Terms & Conditions, or to protect our services, rights, and users.

In the past 12 months, we have disclosed categories of personal information including identifiers, commercial information, account information, profile and preference information, rewards and loyalty data, chat and support content, and internet or network activity data to service providers, marketing partners, and affiliates for the purposes described in this Privacy Policy.

We do not sell your personal information, and we do not use or disclose sensitive personal information for the purpose of inferring characteristics about you.

To offer Klarna's payment methods, we may share certain personal data with Klarna. This typically includes contact and order details so Klarna can assess whether you qualify for their payment options and tailor the payment methods to your needs.

Any personal data shared with Klarna will be processed according to Klarna's own privacy notice, available at klarna.com/international/privacy-policy.

If you choose to pay with in3, your payment will be processed by in3 B.V. During that process, certain personal data may be shared with in3 to assess your request and complete payment.

For more information on how in3 handles personal data, see their privacy policy at payin3.nl/privacy.

Our services may allow you to submit product reviews and other user generated content. If you choose to submit content to a public area of the site, that content will be public and may be visible to others.

We do not control who may access the information you choose to make public, and we cannot guarantee that third parties who access it will respect your privacy or keep it secure. We are not responsible for the privacy or security of information you choose to make publicly available.

Our site may contain links to websites or online platforms operated by third parties. If you follow those links, you should review the privacy and security policies of the relevant third parties.

We are not responsible for the privacy, security, accuracy, or reliability of third-party websites or platforms. The inclusion of a link does not, by itself, imply endorsement.

Our services, including The Scent Expert AI chat assistant, are not intended for use by children, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so that we can review and delete it where appropriate.

As of the date of this Privacy Policy, we do not have actual knowledge that we sell or share personal information of individuals under 16 years of age in a manner that would require special treatment under applicable law.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. We recommend that you do not use unsecured channels to send sensitive or confidential information, and that you do not share payment details, passwords, or other sensitive personal information inside The Scent Expert AI chat assistant.

We retain personal information for as long as necessary for the purposes described in this Privacy Policy, including to maintain your account, provide our services, administer Member's Vault Rewards, operate birthday and favourite brand features where available, comply with legal obligations, resolve disputes, prevent fraud, and enforce our agreements and policies.

Chat sessions and messages are retained for 30 days from your most recent message and are then deleted, unless we need to retain a specific record longer to investigate abuse, respond to a legal request, or defend a legal claim. Hashed IP records used only for rate limiting are typically deleted within 24 hours. Recently viewed product data used by the chat assistant lives in your browser and is limited to the most recent few products.

Your scent-preference profile and any buying-signal record are kept while relevant to personalising your experience and are deleted or reset on request. The internal log of emails we have sent, and records used to manage marketing suppression and unsubscribes, are retained only as long as needed for compliance, accountability, and to keep honouring your opt-out.

Retention periods may vary depending on the type of information, the nature of our relationship with you, whether your account remains active, and any legal, tax, accounting, or regulatory requirements that apply.

Depending on where you live, you may have rights relating to your personal information, including the right to access, know, delete, correct, or receive a copy of your data. In some cases, you may also have the right to restrict processing, object to certain processing, withdraw consent where consent is the basis for processing, request portability, or appeal a decision we make in response to your request.

You may opt out of all marketing emails at any time using the one-click unsubscribe link in any marketing message, or your mail app's Unsubscribe button. This adds you to a single suppression list that stops every type of marketing email from us, including restock reminders, anniversary notes, and post-purchase follow-ups. Even if you opt out of marketing, we may still send you service-related communications, such as messages about your orders, account, or rewards activity.

You may request erasure of your personal data, including your chat history, scent-preference profile, lead records, and the internal record of emails sent to you. Where a request is made through Shopify's data-request or deletion process, we action it automatically; you can also email us directly. We may keep a minimal record where we are required to, for example to keep honouring your unsubscribe, to comply with legal obligations, to resolve disputes, or to prevent fraud.

You can clear your local chat history at any time using the bin icon inside the chat window. You can also request full deletion of your chat history from our servers by contacting us. In some cases we may need to retain a limited record to investigate abuse, respond to a legal request, or defend a legal claim.

Where profile or preference information such as your birthday or favourite brands is optional, you may also request deletion or correction of that information, subject to any legal, security, fraud prevention, or operational limitations that apply.

Where your rights apply to loyalty-related data, we may still retain certain records where needed to comply with legal obligations, resolve disputes, prevent fraud, or enforce our program terms.

We will not discriminate against you for exercising your privacy rights. We may need to verify your identity before responding to a request. Where permitted by law, you may authorise an agent to make a request on your behalf, subject to proof of authorisation and identity verification.

You can exercise your rights by contacting us using the contact details at the bottom of this page.

If you have concerns about how we process your personal information, please contact us first and we will do our best to resolve the issue.

If you are not satisfied with our response, you may have the right, depending on where you live, to appeal our decision or to lodge a complaint with your local data protection authority. If you are in Ireland, you may also contact the Data Protection Commission.

Your personal information may be transferred to, stored in, and processed in countries outside the country where you live, including the United States. Your information may also be processed by staff and third-party service providers in those countries. In particular, our AI chat service provider (Anthropic) and our bot protection provider (Cloudflare) are based in the United States, and processing may occur there when you use The Scent Expert AI chat assistant.

Where we transfer personal information outside Europe, we rely on recognised transfer mechanisms such as the European Commission's Standard Contractual Clauses, adequacy decisions, or any equivalent safeguards required by applicable law, unless the destination country has been recognised as providing an adequate level of protection.

If you have any questions about this Privacy Policy, our privacy practices, Member's Vault Rewards data, chat data, birthday or favourite brand data, or if you would like to exercise any of your rights, please email email us.

You can also refer to the company details below.