Privacy Policy

Last updated: 3 September 2026

This privacy policy applies to the website www.inscentive.eu, our commercial services and, where applicable, the Inscentive platform, the app and the connected scent devices.

01 – Controller

Inscentive BV, with registered office at Smedenstraat 8, 8300 Knokke-Heist, Belgium, company number 1039.060.337 (VAT BE 1039.060.337), is the controller of the personal data it processes in the context of its own activities.

Questions about privacy or requests concerning your personal data can be sent to info@inscentive.eu.

02 – What personal data do we process?

Depending on your relationship with Inscentive, we may process the following categories of personal data, among others:

• identification and contact details, such as surname, first name, job title, company name, e-mail address, telephone number and address;
• commercial and contractual data, such as requests, quotations, orders, deliveries, service history and correspondence;
• invoicing and payment data required for our administration and accounting;
• technical data, such as IP address, browser and device data, log data and cookie data;
• account and usage data of the Inscentive platform or app, such as user rights, device ID, device status, settings, operating hours, consumption, scent level and service notifications;
• data you provide to us yourself via a form, e-mail, telephone, appointment, trial period or other communication.

We ask you not to share any personal data that is not necessary for the purpose of your contact with Inscentive.

03 – Why do we process personal data?

We only process personal data when there is a valid legal basis for doing so. The main purposes and legal bases are:

Where we rely on a legitimate interest, we weigh our interest against your rights and reasonable expectations. Where processing is based on consent, you can withdraw that consent at any time without affecting the lawfulness of the processing carried out before its withdrawal.

04 – Website, platform, app and smart scent devices

Inscentive combines scent experience with connected technology. To install, manage and maintain devices, technical data may be processed, including device identification, connection status, configured programmes, operating hours, estimated consumption, scent level, error messages and maintenance data. We use this information to provide our services, prevent malfunctions, optimise consumption and give customers insight into their installation.

Where motion sensors are used at a customer’s premises, our standard sensors process technical motion or activity measurements in order to optimise scent diffusion and the related insights. These sensors are not designed to identify individual visitors and do not make ordinary camera or audio recordings. Should Inscentive in the future use a different sensor technology that does involve the processing of personal data, the applicable information and privacy obligations will be assessed in advance and adjusted where necessary.

The Inscentive app may also process technical information needed to pair and control a device via Bluetooth, Wi-Fi or a data connection. Which data is processed by the mobile operating system or an app store is also governed by the privacy policy of that external service provider.

05 – Cookies and website analytics

Our website uses cookies and similar technologies for technical operation, security and – only where permitted under the applicable rules – analytics or marketing. Non-essential cookies are only placed after you have given your consent. More information can be found in the separate Inscentive Cookie Policy and in the cookie settings on the website.

06 – With whom do we share personal data?

We do not sell your personal data. We may share data with parties that help us provide our services, only insofar as this is necessary. These may include:

• IT, hosting, cloud, website, CRM, platform and app service providers;
• bookkeepers, accountants, banks, payment service providers and professional advisers;
• logistics, installation, maintenance and technical partners;
• suppliers involved in the fulfilment of an order or service;
• government authorities, regulators or judicial authorities where we are legally obliged to do so.

When an external party processes personal data on our behalf, we impose appropriate contractual and security obligations in accordance with the GDPR.

07 – Transfers outside the EEA

Some service providers may process personal data outside the European Economic Area. In that case, we ensure a valid transfer mechanism and appropriate safeguards, for example an adequacy decision of the European Commission or the applicable standard contractual clauses, supplemented by additional measures where necessary.

08 – How long do we keep data?

We do not keep personal data longer than necessary for the purpose for which it was collected, taking into account statutory retention periods and the need to be able to establish or defend our rights. In general, we apply the following principles:

• requests and prospect data: in principle up to 2 years after the last relevant contact, unless longer retention is justified or required by law;
• customer, contract and service data: for the duration of the customer relationship and thereafter for as long as necessary for contractual, warranty, evidential or limitation purposes;
• accounting and tax documents: for the statutory period, which for certain company documents may be up to 10 years;
• technical log and device data: for as long as needed for service provision, security, maintenance, reporting or troubleshooting, after which it is deleted or anonymised;
• marketing data: until you unsubscribe or object, or until we determine that the data is no longer relevant.

09 – Your rights

Under the conditions of the GDPR, and depending on the processing, you may exercise the following rights:

• the right of access to your personal data;
• the right to rectification of inaccurate or incomplete data;
• the right to erasure of personal data;
• the right to restriction of processing;
• the right to data portability where the legal conditions are met;
• the right to object to processing based on legitimate interest, and always to direct marketing;
• the right to withdraw consent at any time;
• the right not to be subject to a decision based solely on automated processing which produces legal effects or similarly significantly affects you, where the GDPR grants this right.

You can address your request to info@inscentive.eu. To prevent misuse, we may, where reasonably necessary, ask for additional information to verify your identity. We will in principle respond within one month, subject to the extension options provided for by the GDPR.

10 – Direct marketing

Inscentive may inform professional contacts about its services, products, trial periods, insights or news where there is a valid legal basis for doing so. You can unsubscribe at any time via the unsubscribe option in a message or by contacting us at info@inscentive.eu. Following a valid objection to direct marketing, we will stop that processing.

11 – Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, unwanted disclosure and unauthorised alteration. However, no system is entirely free of risk. If a security incident occurs, we act in accordance with the applicable legal obligations regarding data breaches.

12 – Complaints to the supervisory authority

If you have a question or concern, we kindly ask you to contact us first at info@inscentive.eu. You also have the right to lodge a complaint with the Belgian Data Protection Authority (DPA), Rue de la Presse 35, 1000 Brussels, contact@apd-gba.be, +32 (0)2 274 48 00.

13 – Changes to this privacy policy

We may amend this privacy policy when our services, technology or legal obligations change. The most recent version is published on www.inscentive.eu and states the date of the last update at the top.