PRIVACY POLICY

Xotic Perfumes  |  www.xoticperfumes.com  |  Last Updated: 2025

 

Your privacy matters to us. This Privacy Policy explains what personal information we collect, how we use it, how we protect it, and your rights with respect to it.

1. INTRODUCTION & SCOPE

This Privacy Policy applies to Xotic Perfumes LLC ("Xotic Perfumes,""we,""us," or "our"), including our website at www.xoticperfumes.com, our physical retail showroom at 6824 Harwin Dr, Houston, TX 77036, our Shopify-powered e-commerce platform, our perfume bar booking system, and all related communications. This Policy describes our practices for collecting, using, storing, disclosing, and protecting your personal information.

By using our Site or services, you consent to the practices described in this Policy. If you do not agree, please do not use our Site or services.

2. INFORMATION WE COLLECT

2.1 Information You Provide Directly

We collect information you voluntarily provide, including:

• Name, billing and shipping address, email address, and phone number when you create an account or place an order

• Payment information (processed securely through our payment processor — we do not store full card numbers)

• Fragrance preference information, custom blend formulas, and session notes when you book or attend a perfume bar session

• Text, font, and design preferences submitted for laser engraving orders

• Business name, reseller certificate, and contact information for wholesale account applications

• Communications you send us via email, chat, or social media

• Reviews, ratings, testimonials, and photos you submit

• Mobile phone number and SMS opt-in consent

2.2 Information Collected Automatically

When you visit our Site, we and our service providers automatically collect:

• IP address, browser type and version, operating system, and device identifiers

• Pages visited, time spent on pages, referring URLs, and clickstream data

• Cookie identifiers and similar tracking technologies (see Section 5)

• Location data at the city or region level derived from your IP address

2.3 Information from Third Parties

We may receive information from third parties, including: (a) payment processors who confirm transaction status; (b) social media platforms when you connect your account or engage with our content; (c) marketing analytics providers; (d) shipping carriers who provide delivery status updates.

3. HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

• Order Fulfillment: To process, fulfill, ship, and confirm your orders; to send receipts and order confirmations.

• Perfume Bar Services: To store your custom fragrance formula on file, enabling convenient reorders; to send reorder reminders; to maintain session notes for continuity of service.

• Engraving Services: To process and fulfill laser engraving orders; to send digital proofs for approval on corporate and custom orders.

• Customer Service: To respond to your inquiries, resolve disputes, and troubleshoot issues.

• Marketing & Communications: To send you promotional emails, SMS messages, and newsletters — only with your consent. You may opt out at any time.

• Loyalty Program: To administer the Scent Club loyalty program, track points, and deliver rewards.

• Analytics & Improvement: To analyze how our Site and services are used, identify trends, and improve our offerings.

• Legal Compliance: To comply with applicable laws, regulations, and legal obligations, and to respond to lawful requests from government authorities.

• Fraud Prevention: To detect, prevent, and investigate fraudulent transactions and unauthorized access.

4. HOW WE SHARE YOUR INFORMATION

We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We may share your information only in the following limited circumstances:

• Service Providers: We share information with trusted vendors who perform services on our behalf, including Shopify (e-commerce platform), payment processors (Stripe, PayPal), shipping carriers (USPS, UPS, FedEx), email service providers (Klaviyo), SMS platforms, and analytics providers. These providers are contractually prohibited from using your information for purposes other than providing services to us.

• Business Transfers: In the event of a merger, acquisition, sale of assets, or reorganization, your information may be transferred to the successor entity, subject to this Privacy Policy.

• Legal Requirements: We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.

• Consent: We may share your information for any other purpose with your explicit prior consent.

5. COOKIES & TRACKING TECHNOLOGIES

We use cookies, web beacons, pixels, and similar tracking technologies on our Site. These tools help us: (a) keep you logged in to your account; (b) remember your shopping cart contents; (c) understand how visitors use our Site; and (d) deliver relevant advertising.

Types of cookies we use:

• Essential Cookies: Required for the Site to function. Cannot be disabled.

• Functional Cookies: Remember your preferences (language, location, currency).

• Analytics Cookies: Collect aggregate data about Site usage (Google Analytics, Shopify Analytics).

• Marketing Cookies: Used to deliver personalized ads (Meta Pixel, TikTok Pixel, Google Ads tag).

You may control cookies through your browser settings. Disabling certain cookies may affect your ability to use some features of the Site. We honor browser Do Not Track signals to the extent technically feasible.

6. SMS & TEXT MESSAGE COMMUNICATIONS (TCPA & TEXAS COMPLIANCE)

If you opt in to receive SMS or text message communications from Xotic Perfumes, the following terms apply:

• We will only send text messages to mobile numbers for which we have received prior express written consent through a clear and conspicuous opt-in mechanism

• You may receive order confirmations, shipping updates, reorder reminders, and promotional offers

• Message frequency varies. Message and data rates may apply

• Marketing text messages are sent only between 9:00 a.m. and 8:00 p.m. Central Time

• To opt out at any time, reply STOP to any message. You will receive one confirmation message and then no further texts

• To request help, reply HELP

• We will not sell or transfer your mobile number to any third party for their marketing purposes

• We comply with the federal Telephone Consumer Protection Act (TCPA), Texas Business and Commerce Code Chapter 305, and Texas Senate Bill 140 (2025)

• Consent to receive marketing texts is never required as a condition of purchasing products or services

7. DATA SECURITY

We implement commercially reasonable administrative, technical, and physical safeguards to protect your personal information from unauthorized access, disclosure, alteration, or destruction. Our Shopify platform is PCI-DSS compliant. Sensitive data is encrypted in transit using SSL/TLS.

While we take data security seriously, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security. In the event of a data breach that may affect your rights, we will notify you in accordance with applicable law.

8. YOUR PRIVACY RIGHTS

8.1 General Rights

You have the right to: (a) access the personal information we hold about you; (b) request correction of inaccurate information; (c) request deletion of your personal information, subject to our legal retention obligations; (d) opt out of marketing communications at any time; and (e) withdraw consent where processing is based on consent.

8.2 Texas Privacy Rights (Texas Data Privacy and Security Act — TDPSA)

If you are a Texas resident, you may have additional rights under the Texas Data Privacy and Security Act (TDPSA, effective July 1, 2024), including the right to: confirm whether we process your personal data; access your personal data; correct inaccuracies; delete your personal data; obtain a portable copy of your data; and opt out of targeted advertising or the sale of your personal data. To exercise any of these rights, contact us at info@xoticperfumes.com. We will respond within 45 days as required by law.

8.3 California Residents (CCPA/CPRA)

California residents have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including the right to know, delete, and opt out of the sale or sharing of personal information. We do not sell personal information. To make a request, email info@xoticperfumes.com. We will not discriminate against you for exercising your privacy rights.

9. DATA RETENTION

We retain your personal information for as long as necessary to fulfill the purposes described in this Policy, to comply with legal obligations, resolve disputes, and enforce agreements. Fragrance formula records associated with your perfume bar sessions are retained indefinitely unless you request deletion, as they enable your reorder service. Order records are retained for a minimum of seven (7) years for tax and legal compliance.

10. CHILDREN'S PRIVACY

Our Site and services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately at info@xoticperfumes.com and we will promptly delete it.

11. THIRD-PARTY LINKS

Our Site may contain links to third-party websites (including social media platforms and payment processors). We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any third-party sites you visit.

12. UPDATES TO THIS POLICY

We may update this Privacy Policy periodically. We will notify you of material changes by updating the "Last Updated" date at the top of this Policy and, where appropriate, by sending an email notification. Your continued use of the Site following any changes constitutes your acceptance of the updated Policy.

13. CONTACT US

For privacy-related questions, concerns, or requests:

Xotic Perfumes LLC — Privacy Officer 6824 Harwin Dr, Houston, TX 77036 Email: info@xoticperfumes.com Phone: 832-786-1875