Privacy Policy
Last updated: 9th August 2026
Scentwork Badge Club (“we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and share your personal information when you visit our website, purchase products, access our digital training products or membership, join our mailing list, participate in our online community, or otherwise interact with us.
This Privacy Policy applies across the Scentwork Badge Club, including:
our main website and physical-product shop, which are hosted by Squarespace;
our digital products, online training and membership services, which are hosted by MemberVault; and
other services we use to operate the Scentwork Badge Club, including Stripe for payment processing and MailerLite for email communications.
1. Who we are
Scentwork Badge Club is operated by Zita Polgar, a sole trader trading as Scentwork Badge Club.
For the purposes of UK data protection law, we are the data controller responsible for the personal information described in this Privacy Policy.
Contact details
Email: hello@scentworkbadgeclub.com
2. Information we collect
The information we collect depends on how you interact with the Scentwork Badge Club.
Information you provide to us
This may include:
your name;
email address;
telephone number, if provided;
billing and delivery addresses;
account or profile information;
order and purchase information;
membership and subscription information;
communications you send to us;
marketing preferences;
training progress and activity;
information you submit through our membership or training platform;
community posts, comments and other contributions; and
photos, videos or other content you choose to upload or share.
If you upload photographs, videos or other content containing identifiable people, that content may also contain personal information. Please only upload or share content that you have the right to provide.
Payment and transaction information
Payments are processed using Stripe.
Stripe may collect information necessary to process your payment, such as your payment card or other payment method details, billing information and transaction information.
We do not normally receive or store your full payment card details ourselves. We receive information about the transaction that allows us to manage your purchase or subscription, such as whether a payment was successful, the amount paid and relevant transaction or subscription information.
Information collected automatically
When you visit or use our websites and online services, certain technical information may be collected automatically. Depending on the service and your cookie choices, this may include:
IP address;
browser type;
device information;
operating system;
pages viewed;
referring pages or websites;
dates and times of visits;
interactions with our website or digital services; and
cookie and similar technology information.
More information about our use of cookies and similar technologies is provided in our Cookie Policy.
3. How we use your information
We use personal information for purposes including:
Providing products and services
We use your information to:
process and fulfil orders;
deliver physical products;
provide access to digital products and training materials;
create and manage your membership account;
administer monthly or annual subscriptions;
provide membership benefits;
record and display training progress or activity where relevant;
operate membership and community features;
provide customer support; and
communicate with you about purchases, memberships or accounts.
We generally process this information because it is necessary to perform our contract with you or to take steps at your request before entering into a contract.
Payments
We use transaction information to accept payments, administer subscriptions, issue refunds where appropriate, maintain financial records and help prevent fraudulent transactions.
Depending on the activity involved, we process this information because it is necessary to perform our contract with you, comply with our legal obligations, or pursue our legitimate interests in operating and protecting our business.
Physical-product orders
Our physical-product shop is hosted using Squarespace.
When you place an order, information such as your name, contact details, delivery address and order details may be processed through Squarespace so that we can accept, manage and fulfil your order.
We may also provide the information necessary to deliver your order to postal, courier or fulfilment services.
Membership and digital training
Our digital products, online training content and Scentwork Badge Club membership are hosted using MemberVault.
When you create an account or participate in these services, MemberVault may process information on our behalf including your account/profile information, membership or subscription status, training progress and activity, and content that you submit through the platform.
This may include community posts, comments, training logs, photographs, videos or other member-submitted content.
Some information you choose to post within community areas may be visible to other members. Please consider this before sharing personal information within posts, photographs, videos or comments.
Emails and marketing
We use MailerLite to manage our mailing list and send marketing emails.
If you subscribe to our mailing list, we may process information such as your name, email address, marketing preferences and information about your interaction with our emails.
Where required, we send marketing communications on the basis of your consent. You can withdraw your consent at any time by clicking the unsubscribe link in our marketing emails or contacting us.
Withdrawing consent will not affect service-related communications that we need to send about an order, account, subscription or other service you have requested.
Running and improving the Scentwork Badge Club
We may use appropriate information to operate, maintain, secure and improve our websites, services and customer experience.
Where we rely on our legitimate interests for this processing, those interests may include understanding how our services are used, improving our products and services, providing effective customer support, preventing misuse and protecting the security of our business and online services.
We will only rely on legitimate interests where those interests are not overridden by your rights and interests.
Legal and administrative purposes
We may process and retain information where necessary to:
maintain appropriate business and financial records;
meet tax, accounting or other legal obligations;
respond to lawful requests from authorities;
establish, exercise or defend legal claims; or
prevent or investigate fraud, misuse or security incidents.
Where applicable, the lawful basis for this processing is compliance with a legal obligation or our legitimate interests in protecting and administering our business.
4. The services we use
We use third-party service providers to operate the Scentwork Badge Club. These providers may process personal information in connection with the services they provide.
Squarespace
We use Squarespace to host our main website and physical-product online shop.
Squarespace may process website visitor, customer, order and technical information in connection with providing these services.
MemberVault
We use MemberVault to provide our digital products, online training, membership accounts and community functionality.
MemberVault may process account, membership, training activity and member-submitted information on our behalf.
Stripe
We use Stripe to process payments and recurring subscription payments.
Stripe processes payment and transaction information and may also process information for purposes including fraud prevention, authentication, security and compliance with financial regulations.
Stripe may act as our data processor for some activities and as an independent data controller for certain activities it determines itself, such as regulatory compliance and fraud prevention.
MailerLite
We use MailerLite to manage our email marketing subscriber list and send marketing communications.
MailerLite processes subscriber information on our behalf for these purposes.
Delivery providers and other suppliers
Where necessary, we may also share relevant information with organisations that help us provide our products and services, including postal services, couriers, professional advisers, IT/service providers and government or regulatory authorities where legally required.
We only provide these organisations with information that is reasonably necessary for the relevant purpose.
5. International transfers
Some of the service providers we use operate internationally or use service providers located in other countries. This means personal information may sometimes be processed outside the United Kingdom.
Where UK data protection law requires safeguards for an international transfer, we take reasonable steps to ensure an appropriate transfer mechanism is in place. Depending on the destination and provider, this may include UK adequacy regulations, approved contractual safeguards such as the UK International Data Transfer Agreement or UK Addendum to the EU Standard Contractual Clauses, or another legally recognised transfer mechanism.
Our service providers may also maintain their own international data-transfer arrangements in accordance with applicable data protection law.
You can contact us if you would like further information about safeguards relevant to your personal information.
6. How long we keep your information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, accounting and tax requirements and to resolve disputes.
Retention periods vary depending on the information involved.
For example:
order, payment and transaction records may be retained for the period necessary to meet tax, accounting and legal record-keeping requirements;
membership and account information may be retained while your account or membership is active and for an appropriate period afterwards;
customer correspondence may be retained where reasonably necessary to provide support or maintain records of an issue or agreement;
marketing information is generally retained until you unsubscribe or we otherwise determine that it is no longer appropriate to retain it; and
member-submitted content and training activity may be retained while your account is active and may subsequently be deleted or anonymised, subject to any legitimate reason we have to retain it.
Some information may remain for a limited period in secure backups after deletion from our active systems.
7. Community and member-submitted content
The Scentwork Badge Club may allow members to submit training logs, progress information, photographs, videos, posts, comments and other content.
Please remember that information shared in community areas may be visible to other members.
You are responsible for considering what personal information is included in anything you choose to share. In particular, photographs and videos may inadvertently reveal information about you or other people.
If you would like to request deletion of personal information you have submitted, please contact us. Your right to deletion may be subject to applicable legal exceptions.
8. Cookies and similar technologies
Our websites and service providers may use cookies and similar technologies for purposes such as providing essential website functionality, maintaining accounts or sessions, processing payments, remembering preferences, understanding website usage and, where applicable and permitted, analytics or marketing.
Where consent is legally required before a non-essential cookie or similar technology is used, we will seek that consent.
Please see our Cookie Policy for more information about the cookies and technologies used on our services and the choices available to you.
9. Your data protection rights
Depending on the circumstances, UK data protection law may give you rights including:
the right of access – to ask for a copy of personal information we hold about you;
the right to rectification – to ask us to correct inaccurate or incomplete information;
the right to erasure – to ask us to delete your personal information in certain circumstances;
the right to restrict processing – to ask us to restrict how we use your information in certain circumstances;
the right to data portability – to receive certain information in a portable format or ask us to transfer it to another organisation where this right applies;
the right to object – to object to certain processing based on legitimate interests and to object to direct marketing; and
the right to withdraw consent – where we rely on consent, you may withdraw it at any time.
These rights are not absolute and whether a particular right applies can depend on the circumstances and the lawful basis on which information is processed.
You have the right to object at any time to the use of your personal information for direct marketing.
You will not normally have to pay a fee to exercise your data protection rights.
To exercise a right, contact us at [CONTACT EMAIL].
10. Security
We take reasonable technical and organisational measures to protect personal information against accidental or unlawful loss, alteration, disclosure, access or destruction.
We also use established third-party platforms to provide key parts of our online services. However, no method of transmitting or storing information online can be guaranteed to be completely secure.
You are responsible for keeping any password or account credentials you use to access our services confidential.
11. Children
Scentwork Badge Club products and online membership services are not intended to be purchased or operated independently by children.
If you believe that we have inadvertently collected personal information from a child in circumstances where we should not hold it, please contact us.
12. Links to other websites
Our websites or member areas may contain links to websites or services operated by other organisations.
We are not responsible for the privacy practices of third-party websites that we do not control. We encourage you to read their privacy information when visiting them.
13. Complaints
If you have concerns about how we use your personal information, please contact us first at hello@scentworkbadgeclub.com so that we can try to resolve the issue.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection.
Information about making a complaint is available from the ICO.
14. Changes to this Privacy Policy
We may update this Privacy Policy from time to time, for example if our services, technology, suppliers or legal obligations change.
The latest version will be published on our website and the “Last updated” date at the top of this policy will be revised when appropriate.
15. Contact us
If you have questions about this Privacy Policy, how we use your personal information or your data protection rights, please contact:
Zita Polgar trading as Scentwork Badge Club
Email: hello@scentworkbadgeclub.com