Privacy Policy

Privacy Policy

Last Updated: September 20, 2026

Elegance Aroma respects your privacy and is committed to protecting the personal information entrusted to us.

This Privacy Policy explains how Elegance Aroma collects, uses, stores, shares, and protects personal information when you visit our website, contact us, purchase products or services, receive installation or refill services, use our client systems, communicate with our team, or otherwise interact with our business.

Elegance Aroma operates in Canada and handles personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act ("PIPEDA"), where applicable.

1. Information We Collect

Depending on how you interact with Elegance Aroma, we may collect information such as:

Contact information, including your name, business name, job title, telephone number, email address, mailing address, service location, and billing address.

Business and service information, including information about your property, office, hotel, retail space, residence, HVAC system, scenting areas, diffuser locations, access instructions, parking instructions, on-site contacts, service preferences, fragrance selections, diffuser programming, refill requirements, and service history.

Account and CRM information, including client notes, locations, contacts, reminders, communications, appointments, installation records, diffuser information, fragrance information, refill history, service records, photographs, uploaded files, and other information required to manage our relationship with you.

Transaction information, including products or services purchased, invoices, payment status, order history, discounts, shipping details, and related accounting information.

We generally do not directly store complete payment-card information when payments are processed through third-party payment processors.

Communications, including emails, telephone communications, SMS messages, WhatsApp messages, website inquiries, and other correspondence with our team.

Website and technical information, which may include IP address, browser type, device information, pages visited, referral source, cookies, and similar technical information when these technologies are used on our website.

Photographs and files, including photographs of installation areas, HVAC equipment, diffusers, service locations, products, or other materials that you provide to us or authorize us to capture for installation, service, documentation, or support purposes.

2. Why We Collect Personal Information

We collect and use personal information for purposes including:

  • responding to inquiries and preparing proposals or quotations;
  • creating and managing customer accounts;
  • scheduling consultations, installations, refills, deliveries, and service visits;
  • determining appropriate scenting equipment and fragrance solutions;
  • maintaining diffuser, fragrance, programming, refill, and service records;
  • contacting customers about upcoming service or refill requirements;
  • providing technical support and troubleshooting;
  • processing purchases, payments, invoices, refunds, and accounting records;
  • shipping products and coordinating deliveries;
  • maintaining service history and customer relationship records;
  • improving our products, services, website, and customer experience;
  • sending service-related notifications and reminders;
  • sending promotional or marketing communications where permitted by law;
  • protecting our business, customers, systems, and property from fraud, misuse, or security threats;
  • complying with legal, tax, accounting, insurance, and regulatory obligations.

We limit our collection of personal information to information reasonably required for the purposes for which it is collected, consistent with PIPEDA principles.

3. Consent

Where required, Elegance Aroma obtains consent before collecting, using, or disclosing personal information.

Consent may be express or implied depending on the nature of the information, the purpose for which it is collected, and the circumstances.

For example, when you request a quotation, book an installation, purchase a diffuser, request a refill, or provide an address for service, you consent to our use of the information reasonably required to provide that service.

You may withdraw consent for certain uses of your personal information, subject to legal, contractual, or operational restrictions.

Withdrawal of consent may affect our ability to provide certain services.

4. Service and Operational Communications

We may contact customers by telephone, email, SMS, WhatsApp, or other communication methods regarding:

  • appointments;
  • installation scheduling;
  • refill requirements;
  • service visits;
  • equipment issues;
  • fragrance selections;
  • invoices or payments;
  • order status;
  • delivery information;
  • account administration;
  • other communications directly related to an existing customer relationship.

These operational communications are separate from general promotional marketing.

5. Marketing Communications

With appropriate consent or where otherwise permitted by law, Elegance Aroma may send information about products, fragrance releases, events, promotions, services, educational content, or other offers.

Canadian anti-spam rules generally require commercial electronic messages to include appropriate identification information and an unsubscribe mechanism, and require consent unless an applicable exception or form of implied consent exists.

You may unsubscribe from promotional communications at any time by using the unsubscribe option provided, replying with an unsubscribe request where applicable, or contacting us directly.

We may still contact you regarding active orders, appointments, service matters, invoices, account security, or other non-promotional matters.

6. WhatsApp, SMS, and Messaging Services

If you communicate with Elegance Aroma through WhatsApp, SMS, social media, or another messaging platform, your communications may also be processed by the provider of that platform under its own privacy practices.

We may retain relevant business communications in our customer-management systems when necessary to maintain accurate service, sales, or support records.

Where WhatsApp Business or similar platforms are used, some information may be processed by Meta or other platform providers independently of Elegance Aroma.

7. Client Relationship Management Systems

Elegance Aroma uses internal customer-management systems to help manage customer relationships, including information relating to:

  • customers;
  • contacts;
  • service locations;
  • diffusers;
  • fragrance selections;
  • refill records;
  • service history;
  • appointments;
  • reminders;
  • files and photographs;
  • communications;
  • installation information.

Access to these systems is limited according to employee or contractor roles and business responsibilities.

For example, sales representatives, installers, managers, and administrators may have different levels of access depending on what information they require to perform their duties.

8. Third-Party Service Providers

Elegance Aroma may use third-party companies to assist in operating our business.

These may include providers of:

  • website hosting;
  • cloud storage;
  • customer-management systems;
  • email and messaging;
  • accounting;
  • payment processing;
  • ecommerce;
  • shipping and delivery;
  • scheduling;
  • analytics;
  • IT and security services.

Depending on the service being provided, this may include platforms such as Shopify, Square, QuickBooks, Meta/WhatsApp, Google services, and other business technology providers.

We disclose only information reasonably required for these providers to perform services on our behalf.

Where personal information is transferred to a third-party service provider for processing, Elegance Aroma remains responsible for using appropriate contractual, organizational, or technical measures to protect that information. The Office of the Privacy Commissioner specifically notes that organizations remain accountable for personal information transferred to third parties for processing.

9. Information Processed Outside Canada

Some of the service providers used by Elegance Aroma may process or store information outside Canada, including in the United States or other jurisdictions.

As a result, information may be subject to the laws of the jurisdiction in which it is processed and may be accessible to courts, law-enforcement agencies, or government authorities in accordance with applicable law.

We take reasonable steps when selecting service providers and protecting information transferred for processing.

10. Sharing of Personal Information

Elegance Aroma does not sell personal information.

We may disclose personal information:

  • to service providers acting on our behalf;
  • to installers, sales representatives, contractors, or business personnel who require the information to perform their responsibilities;
  • to shipping or delivery providers;
  • to payment processors or financial institutions;
  • to accountants, legal advisers, insurers, or professional advisers;
  • where required by law, court order, regulatory authority, or legal process;
  • where reasonably necessary to investigate fraud, security incidents, or misuse;
  • with your consent.

We do not provide customer information to unrelated third parties for their independent marketing simply because they request it.

11. Payment Information

Payments may be processed through third-party payment providers.

Elegance Aroma does not ordinarily receive or retain complete credit-card information when a payment processor handles the transaction.

Payment providers are responsible for the payment information they collect and process under their own privacy and security practices.

12. Cookies and Website Technologies

Our website may use cookies or similar technologies to:

  • operate website functionality;
  • remember preferences;
  • understand website traffic;
  • improve website performance;
  • measure marketing effectiveness;
  • protect against fraud or misuse.

You may be able to control cookies through your browser settings.

Disabling certain cookies may affect website functionality.

13. Security

Elegance Aroma uses reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information we hold.

These may include:

  • access controls;
  • role-based permissions;
  • password protection;
  • secure hosting;
  • encryption where appropriate;
  • backups;
  • logging and monitoring;
  • limited employee and contractor access;
  • security procedures for customer systems and files.

PIPEDA requires safeguards appropriate to the sensitivity of the personal information being protected.

No electronic storage or communication system can be guaranteed to be completely secure, and we cannot guarantee absolute security.

14. Privacy Breaches

If Elegance Aroma becomes aware of a privacy or security incident involving personal information, we will assess the incident and take appropriate steps in accordance with applicable law.

Where legally required, this may include notifying affected individuals and applicable privacy authorities.

15. Retention of Information

We retain personal information only for as long as reasonably required to:

  • provide products and services;
  • maintain customer and service history;
  • administer warranties;
  • resolve disputes;
  • meet tax, accounting, contractual, insurance, or legal requirements;
  • maintain legitimate business records.

When personal information is no longer reasonably required, we may securely delete, destroy, or anonymize it.

PIPEDA's limiting-retention principle requires organizations not to retain personal information longer than necessary for the purposes for which it was collected.

16. Accuracy of Information

We make reasonable efforts to ensure personal information is accurate and up to date when required for the purposes for which it is used.

Customers may contact us to correct inaccurate or outdated information.

17. Access to Your Personal Information

Subject to applicable legal exceptions, you may request information regarding the personal information Elegance Aroma holds about you and how it has been used or disclosed.

You may also request correction of inaccurate or incomplete information.

Canadian privacy principles provide individuals with rights to request access to their personal information and challenge its accuracy and completeness.

We may need to verify your identity before responding to a request.

18. Children

Elegance Aroma's products and professional scenting services are not directed toward children, and we do not knowingly seek to collect personal information from children for marketing purposes.

If we learn that personal information relating to a child has been collected in circumstances where appropriate consent was required and not obtained, we will take appropriate steps.

19. Business Customers and Employee Information

Many Elegance Aroma customers are businesses, property managers, hotels, retailers, offices, designers, or other organizations.

In these circumstances, we may collect professional contact information relating to employees, representatives, property managers, reception staff, contractors, or other individuals involved in the customer relationship.

We use this information for legitimate business purposes connected with the services requested by the organization.

20. Photographs and Installation Documentation

During installations, service visits, or troubleshooting, Elegance Aroma may photograph equipment, HVAC systems, diffuser locations, ceilings, mechanical areas, or other relevant portions of a property.

These photographs are used for purposes such as:

  • installation documentation;
  • service records;
  • troubleshooting;
  • maintenance planning;
  • internal technical reference.

We do not use identifiable photographs of customers, employees, residences, or private spaces for public marketing without appropriate permission.

21. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, systems, legal requirements, or business practices.

The updated version will include a revised "Last Updated" date.

Material changes may be communicated through our website or other appropriate means.

22. Privacy Contact

Elegance Aroma is responsible for personal information under its control and has designated responsibility for privacy compliance in accordance with applicable law. PIPEDA guidance recommends that businesses designate an individual responsible for privacy compliance and make that contact available publicly.

For privacy questions, requests, corrections, or complaints, please contact:

Elegance Aroma
3904 Chesswood Drive
North York, Ontario
M3J 2W6
Canada

Email: info@elegancearoma.com
Phone: 1844 682 7662
Website: www.elegancearoma.com

We will review privacy concerns and respond within a reasonable period in accordance with applicable law.