Privacy Policy Application

Xtract Fragrances Smart System

Overview

Xtract (Xquisit BV) and its affiliates (registered address: Bischoppenhoflei 28, 2930 Braschaat, Belgium—hereinafter referred to as "Xtract", "we", "our" or "us") respect and protect your privacy. When you use the Xtract Fragrances Scent Wi-Fi App and related products or services, we collect, store, use, and manage your personal information in accordance with this Privacy Policy ("Policy").

This Policy outlines how we handle your personal information and privacy when you interact with our services. As this Policy directly impacts your rights, we encourage you to read it carefully. We've used clear and simple language, with bolded sections to draw attention to important clauses concerning your rights and interests.

1. Definitions

1.1 "Personal Information" refers to any data that identifies or can be used to identify an individual, either directly or in combination with other information accessible to Xtract.

1.2 "Intelligent Terminal" refers to smart devices with internet access, data transmission, and user interfaces. This includes Xtract Fragrances scent devices and air purification systems that users purchase and operate.

2. How We Collect Personal Information

To provide our services, we must collect essential personal information. If you do not agree to provide it, you may not be able to use certain products or services. By continuing to use our services, you consent to this collection.

Information we may collect includes:

  • Information you provide directly, such as name, email, phone number, account data (e.g., username, birthdate, gender), feedback, and messages.

  • Device and SIM card data, including IMEI, IMSI, model, manufacturer, system version, MAC address, device ID, IP address, and firmware version.

  • Location data, such as country/region, city code, area code, latitude and longitude, timezone, and language settings (used only for location-based services).

  • Login and usage data, including cookies, IP addresses, request logs, crash data, and temporary message history.

  • Account credentials, such as passwords and password recovery answers.

3. How We Use Your Information

We use your data to comply with legal obligations, provide services, improve our offerings, and ensure security. Specifically, we may use your information to:

  • Provide, manage, and improve products and services.

  • Communicate with you regarding updates, inquiries, or support.

  • Generate statistics to improve functionality.

  • Maintain account-related records.

Additional Uses Include:

  • Account Creation: To register and personalize your user account.

  • Location-Based Services: To determine device time zones or activate local features. You can disable this in the app.

  • Device Management: To verify devices via MAC and DID codes and enable network setup using your encrypted Wi-Fi credentials (stored locally, not uploaded).

  • Remote Monitoring: To display device status via the app.

  • Automation Settings: To help create personalized automation tasks based on your permissions.

  • Push Notifications: To send alerts via IMEI and account data (can be turned off in settings).

  • User Feedback: To improve services through your submitted comments or suggestions.

  • Important Notices: To notify you about device errors, policy changes, or service-related alerts.

4. Sharing Your Information

We will keep your information confidential and only share it under the following conditions:

1. With Your Consent or Authorization

We may share your data with partners after receiving your permission.

2. For Business Services

Your data may be shared with third-party service providers (e.g., technical support or device integration partners). These parties are bound by strict confidentiality and data protection agreements.

3. Legal Compliance

We may disclose your data when required by law, regulation, legal process, or governmental request.

4. Corporate Transactions

In case of a merger, acquisition, or liquidation, we will inform you and ensure that any recipient of your data complies with this Policy.

5. Data Retention

We will retain your personal information only as long as necessary for the purpose for which it was collected or as required by law. If the data is no longer needed or has fulfilled its purpose, we will securely delete it, unless it must be preserved for legal, statistical, or research purposes.

6. Permissions Required by the App

To function properly, the app may request the following permissions:

  • Phone ID – Required to configure network settings.

  • Location – Needed for network setup and time zone configuration.

  • Storage – For saving passwords and cache (only locally).

  • Camera – For scanning device QR codes.

  • App List – Needed for some device-specific functionalities.

7. How We Protect Your Data

We implement industry-standard security measures to prevent unauthorized access, disclosure, or misuse of your personal data.

  • Your data is stored securely on protected servers.

  • Access is restricted to authorized personnel under strict confidentiality agreements.

  • We use encryption, firewalls, and regular audits to safeguard your information.

While we take every precaution, please note that no internet transmission is 100% secure. If a data breach occurs, we will notify affected individuals and regulatory authorities where required by law.

8. Your Rights and Access to Information

You have the right to:

  • Access and correct your personal information.

  • Delete your personal data.

  • Restrict or object to data processing (especially under GDPR for EU users).

  • Receive your data in a structured format and transfer it to another controller.

  • Disable your account and request account deletion.

To exercise these rights, contact us at: info@xtract.be

To delete your account or data via the app:
Go to: My > Center > Cancel Account
For users on versions before 1.4, contact our support team directly.

9. Policy Changes

We may update this Privacy Policy periodically. Significant changes will be communicated via email or through the app. Updates take effect from the date specified in the notification.

Please review this page regularly. Continued use of our services indicates your acceptance of the updated Policy.

10. Compliance with GDPR

If you're an EU resident, Xtract complies with the General Data Protection Regulation (GDPR), including:

  • Appointing a Data Protection Officer (DPO)
    Contact: info@xtract.be

  • Conducting Data Protection Impact Assessments (DPIA)

  • Ensuring data minimization, lawful basis for processing, and user rights under the GDPR.

11. Contact Us

For questions, concerns, or complaints about this Policy or our data practices, please contact:

📧 info@xtract.be

We are committed to addressing your inquiries promptly and transparently.