The Aroma Trace
Privacy Notice for Business Clients
This notice explains how Breathing Emotions LLC, doing business as The Aroma Trace ("TAT", "we"), handles personal information in connection with the scent-diffusion equipment and services we provide to businesses in the United States under our Master Services and Equipment Agreement. It applies to the people who act for our business clients: signers, accounts payable and billing contacts, property and site managers, and users of our platform and alerts. It does not apply to the guests, residents or customers of our clients, because our equipment does not collect information about them.
1. Information we collect
- Contact and account information: name, job title, employer, business email, business phone number and business address of the people who sign, pay, receive alerts or manage the service for a client.
- Billing information: invoices, payment history and the tax information a client gives us (for example a Form W-9). Bank account and card numbers are entered directly into the secure page of our payment processor and are stored by it in tokenized form; we do not receive or keep the full numbers.
- Platform and alert information: login details for our device platform, the phone numbers and email addresses a client designates to receive service alerts, and records of the settings changed and by whom.
- Device operating data: fragrance level, diffusion schedule and intensity, connectivity, alerts and the site where each device is installed. This data describes the equipment, not people.
- Communications and installation records: emails, messages, service reports and the photographs of each installation that clients send us.
2. How we use it
- To provide, install, monitor, refill, support and repair the equipment and services a client has ordered.
- To send service alerts, activation and renewal notices, invoices and other notices required by the client's agreement.
- To bill, collect payment, keep accounting and tax records and meet our legal obligations.
- To secure our systems, prevent fraud and enforce our agreements.
- To improve our equipment and services, using device operating data in aggregated form.
We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not use it to make decisions that produce legal or similarly significant effects about individuals.
3. Who we share it with
We share personal information only as needed to provide the services, and our providers may use it only to perform services for us:
- payment processing, accounting and invoicing providers;
- cloud hosting, device platform and connectivity providers;
- email, messaging and electronic signature providers;
- shipping carriers and installation or service subcontractors;
- our professional advisers, insurers and auditors;
- companies of The Aroma Trace group that help us supply fragrance and support the platform;
- authorities, when the law requires it or to protect our rights, and a buyer or successor of our business, subject to this notice.
4. Text messages
If a client asks us to send service alerts by text message, we send only service and account messages to the numbers the client designates. Any person may stop them at any time by replying STOP or by telling us by any reasonable means, and we honor the request within ten (10) business days.
5. Where information is processed
We are based in Florida. Our providers and group companies may process information in the United States and in other countries, including the European Union, under contractual safeguards appropriate to the information.
6. How long we keep it
We keep contact, platform and communication records for as long as the client relationship lasts and for the periods needed to perform, defend or enforce the agreement afterwards. We keep billing and tax records for the periods required by law, generally at least seven (7) years. We then delete or anonymize the information.
7. Security
We maintain reasonable administrative, technical and physical safeguards appropriate to our size and to the nature of the information. If we confirm unauthorized access to personal information we hold, we notify the affected client without undue delay and within the periods required by applicable law, including Section 501.171, Florida Statutes.
8. Your choices and rights
You may ask us to access, correct or delete the personal information we hold about you, or to stop sending you service alerts, by writing to the address below. Some information we must keep to perform a client's agreement or to meet legal obligations. Where the law of your state gives you additional rights, we will honor them as that law requires, and we will not discriminate against you for exercising them. We may need to verify your identity, and your employer's role as our client, before acting on a request.
9. Children
Our services are offered to businesses only. We do not knowingly collect personal information from children.
10. Our website
This notice covers our business services in the United States. The website thearomatrace.com is operated by a company of our group and has its own legal and privacy notices.
11. Changes
We may update this notice. Each version shows its effective date, and we will tell our clients by email of any material change before it takes effect.
12. Contact
Breathing Emotions LLC, doing business as The Aroma Trace
2900 NW 112th Ave, Unit E9, Doral, Florida 33172, United States
siannini@thearomatrace.com · +1 (954) 599-9870