Privacy Policy

1. Who We Are

ScentOS.ai is operated by:

ScentOS AI Intelligence LTD

66 Paul Street, London EC2A 4NA, England

hello@scentos.ai

2. Information We Collect

We may collect:

• contact details such as name, email address, company name, and job title
• account and access information
• communications sent through forms, demo requests, or email
• platform inputs and workspace-related content submitted by users
• technical and usage data such as browser type, device information, IP address, pages visited, and interaction data
• billing or invoicing information where applicable

3. How We Use Information

We use information to:

• provide, operate, and improve ScentOS.ai
• respond to inquiries, demo requests, and business communications
• create and manage client workspaces and access permissions
• support onboarding, account administration, and service delivery
• monitor usage, performance, and platform security
• comply with legal, regulatory, and operational requirements
• send important service, policy, or account-related updates

4. Legal Basis

Where applicable, we process personal data based on legitimate business interests, performance of a contract, compliance with legal obligations, or consent where required.

5. Data Sharing

We do not sell personal data. Information submitted through contact or access request forms may be processed through our communications providers in order to deliver your request to our team and respond to you.

We may also disclose information where required by law, regulation, legal process, or to protect our rights and the security of our services.

6. Data Retention

We retain personal data only for as long as reasonably necessary for service delivery, legal, operational, security, and record-keeping purposes.

7. Data Security

We implement technical and organizational measures designed to protect personal data and workspace content. These include:

Protection in transit

Production access to ScentOS.ai is served over HTTPS. Browser and API traffic is encrypted in transit using industry-standard TLS. We use strict transport security headers in production to help ensure connections stay on secure channels.

Protection at rest

Account passwords and sensitive authentication values are stored using one-way hashing — we do not store plain-text passwords. Session access uses signed tokens with configurable expiry. Workspace content and uploaded files are stored on secured infrastructure with access restricted to authorized platform services.

Access control

Platform access requires authenticated login. Permissions within a workspace are enforced through role-based access controls. Access to individual fragrance concepts can be limited through owner and share-based permissions.

Operational safeguards

We limit internal access to production systems, monitor platform availability and security-relevant events, and review our practices as the service evolves. Backups and operational data handling follow restricted-access procedures appropriate to a business SaaS platform.

Your responsibility

You are responsible for keeping your login credentials confidential and for activity under your account. Please use a strong, unique password and notify us promptly if you suspect unauthorized access.

No method of transmission or storage is completely secure. While we work to protect your information, we cannot guarantee absolute security.

8. Your Workspace Data

Your fragrance concepts, briefs, projects, ideation workspaces, and related content remain yours. ScentOS.ai processes this information to operate the platform and deliver the features you request. We do not sell your workspace data.

9. Workspace Isolation and Access

Each customer workspace is logically separated from other customer workspaces. Workspace data is scoped to your account and is accessible only to users you authorize within that account.

Access is controlled through role-based permissions, including account managers, team leaders, and team members. Individual fragrance concepts can also be shared with specific colleagues using viewer or editor permissions.

Platform administrators may access accounts only where required for support, onboarding, or service operations you have requested.

10. AI and LLM Processing

ScentOS.ai uses large language models (LLMs) and related AI services to power features such as fragrance generation, brief assistance, learning canvases, image analysis, and workspace chat.

When you use an AI-powered feature, we send only the information needed to fulfill that request — for example, the brief or message content relevant to the action you triggered. We do not use your workspace data to train ScentOS.ai’s own models.

Our LLM providers process data under commercial service terms that restrict use of customer content for model training. Where supported, we configure requests to minimize provider-side retention of submitted content.

11. Learning and Shared Educational Content

The ScentOS Learning area (Understand and Simulate) may reuse pre-generated educational content for common fragrance topics. This helps keep responses fast and consistent. That shared content is generic learning material — not your private workspace briefs or projects.

Simulate onboarding may show a curated example scenario so new users can preview the feature before running their own simulation.

12. Cookies and Analytics

ScentOS.ai may use cookies and similar technologies to improve website functionality, measure usage, support analytics, and improve performance. Users may manage cookies through their browser settings where available.

13. International Processing

Your information may be processed by service providers or infrastructure located in different jurisdictions where necessary for service delivery and platform operations.

14. Your Rights

Depending on your location and applicable law, you may have rights to request access to, correction of, deletion of, or restriction of certain personal data, or to object to certain processing. To make a request, contact us at hello@scentos.ai.

15. Third-Party Services

Our website or services may rely on third-party providers or contain links to third-party services. Their handling of data is governed by their own terms and privacy policies where applicable.

16. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version posted on this page will apply.

17. Contact

For privacy-related questions or requests, contact:

ScentOS AI Intelligence LTD

66 Paul Street, London EC2A 4NA, England

hello@scentos.ai