Privacy policy

1. Introduction

Welcome to Vanilla Fair. We are committed to safeguarding your privacy. Please carefully read this policy to understand our rules and procedures regarding your information. By accessing or using our website, you agree with this policy and our terms and conditions. If you disagree with any part of this policy, you must not use our website.

2. Scope of Policy

This Privacy Policy covers only the information we collect through our website. Unless expressly stated otherwise, it does not apply to information collected through other sources. It describes the types of Personal Data we collect, how we use and disclose it, and how we protect it. It also outlines your rights under the law.

3. Definition of Personal Data

“Personal Data” refers to information about an identified or identifiable individual. This includes data that can identify you directly or indirectly. Aggregated or anonymized data, which cannot be used to identify you, is not considered Personal Data.

4. How We Collect Your Data

We collect Personal Data both directly from you and through other sources, including:

• When you register for an account on our website
• When you post comments or feedback on our website
• When you contact us for inquiries or support
• When you make purchases on our website
• Automatically, as you navigate through our website
• From data aggregators, marketing analytics service providers, and website analytics companies to help us understand and improve our services
• Through your interactions with unaffiliated social media sites
• For business clients and partners, as part of our due diligence process and regulatory requirements before entering into a contract

5. How We Use Your Data

We use Personal Data only when permitted by law. We may use your Data for the following purposes:

• To deliver the information, products, and services you request
• To provide efficient customer service
• To present relevant website content tailored to your interests
• To respond to your inquiries and provide support
• To grant you access to additional website features based on your location
• To communicate notices and information regarding your use of our website
• To send you administrative and transactional notifications regarding our products
• To send you marketing materials based on your preferences
• To invite you to participate in surveys and provide feedback on your preferences
• To enhance the functionality, content, security, and usability of our website
• To conduct market research and provide insights on an aggregated, non-personally identifiable basis
• To deliver advertising and measure its effectiveness
• To monitor security and prevent fraud
• To comply with legal and regulatory obligations
• To fulfill any additional purposes disclosed to you on our website, in a relevant agreement, or through other means

Engagement during your visit

While you browse our website, your browser notes, for the current visit only: the pages you view (their address, without parameters), your active time on the site (60 minutes at most), the key steps of your visit (product pages, the formulation simulator and its results, a request for technical data sheets, the OEM, certifications or white paper pages, the contact or quote form), the products you look at and how far you read a product page or an article. This record stays in your browser (session storage, deleted when you close the tab) and is sent to us only together with a request you submit through one of our forms. We use it to qualify your request and prioritise our reply, on the basis of our legitimate interest in handling business requests efficiently. It is kept with your request and deleted with it, at the latest 730 days after we receive it.

If you accept audience measurement in the cookie settings, your browser also keeps a visit counter on your device (number of days you visited, date of your first and last visit, no identifier), so that we know whether you have visited us before. Without that consent, or if your browser sends a Do Not Track or Global Privacy Control signal, the counter is neither created nor kept, and withdrawing your consent deletes it. This measurement uses no third-party tool and not your IP address.

You may object to this processing at any time by writing to contact@vanillafair.com: we will then delete the engagement data attached to your request. You can withdraw your consent to the visit counter at any time with the “Cookie settings” link at the bottom of every page.

6. Disclosure of Your Data

We may share your Personal Data with:

• Service providers who assist us in operating our website and providing our services
• Marketing and analytics partners who help us understand our customers and improve our offerings
• Business partners to deliver the services you have requested
• Law enforcement or regulatory bodies, as required by law or to protect our rights
• Third parties, in connection with a corporate transaction such as a merger, acquisition, or asset sale

Our processors

The following providers process personal data on our behalf, only on our instructions and under a data processing agreement (Art. 28 GDPR):

• Hostinger: HOSTINGER INTERNATIONAL LIMITED, 61 Lordou Vironos str., 6023 Larnaca, Cyprus. Hosting of the website and of the requests sent through it.
• Cloudflare: Cloudflare, Inc., 101 Townsend St., San Francisco, CA 94107, United States. Content delivery network and security proxy: requests to the website, including your IP address, pass through Cloudflare. When you send a form, Cloudflare Turnstile checks that the request comes from a person and not from a bot (technical browser signals, no advertising cookie; legitimate interest: protecting our forms against spam). Transfers to the United States are covered by the EU-US Data Privacy Framework and the standard contractual clauses of the European Commission.
• Brevo: Sendinblue SAS (trading as Brevo), 9-17 rue Salneuve, 75017 Paris, France. Sending the e-mails linked to your requests (acknowledgements, confirmations, technical data sheets, notifications to our team) and our newsletter (double opt-in), and storing the contacts who requested information. The data is hosted in the European Union (France and Belgium). Links in these e-mails may pass through Brevo’s link-tracking domain, which records that the link was clicked, and then lead to vanillafair.com.

Audience measurement (Google Analytics) and cookies

If you accept “Audience measurement” in the cookie banner, and only then, our pages load Google Analytics 4 to count the visits and see which pages are read, so that we can improve the site. Before that choice, or if you refuse, nothing is sent to Google.

• Provider: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, acting as our processor. Google may transfer data to Google LLC in the United States; these transfers are covered by the EU-US Data Privacy Framework and the standard contractual clauses of the European Commission.
• Data: pages visited, referring site, approximate location (country, city) derived from your IP address, which Google Analytics 4 does not store, type of device and browser, and actions on the site (for example opening the quote form). Google signals and ad personalisation are switched off.
• Cookies: _ga and _ga_ZB26CPE6EJ, which tell visitors and visits apart, kept for 13 months at most.
• Retention: the statistics linked to a visitor are deleted after 14 months.
• Legal basis: your consent (Art. 6(1)(a) GDPR and Article 5(3) of the ePrivacy Directive). You can withdraw it at any time with “Cookie settings” at the bottom of every page; the Google Analytics cookies are then deleted.

Strictly necessary storage (your quote list, forms, language and your cookie choice, kept for 6 months) does not require your consent.

7. Data Security

We implement appropriate technical and organizational measures to protect your Data against unauthorized access, loss, or destruction. These measures include encryption, access controls, and regular security assessments.

8. Your Rights

You have certain rights regarding your Personal Data, including the right to:

• Access and obtain a copy of your Personal Data
• Rectify inaccurate or incomplete Personal Data
• Request the erasure of your Personal Data
• Restrict or object to the processing of your Personal Data
• Data portability, allowing you to request the transfer of your data to another organization
• Withdraw consent where the processing of your data is based on consent

To exercise any of these rights, please get in touch with us at:

Vanilla Fair France
336 GRANDE RUE,59100, ROUBAIX,
FRANCE
Email: contact@vanillafair.com
Phone: +33 9 55 65 82 93

9. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically to stay informed about how we protect your data.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please get in touch with us at:

Vanilla Fair France
336 GRANDE RUE,59100, ROUBAIX,
FRANCE
Email: contact@vanillafair.com
Phone: +33 9 55 65 82 93

By using our website, you acknowledge that you have read and understood this Privacy Policy and agree to our collection, use, and disclosure of your information as described here.