Privacy Policy

Who we are

Aroma Kosmos is the trading name of Nanjing Heyao Bio (南京合曜生物), based in Nanjing, Jiangsu, China. This policy explains how we handle personal data collected through aromakosmos.com and through enquiries sent to us by email or WhatsApp.

We supply aroma raw materials to businesses and a small retail range of single essential oils and blends to consumers. The same rules apply to both, because the enquiries we receive and the records we keep are the same either way.

Information we collect

When you submit an enquiry form we collect your name, company name, email address, phone or WhatsApp number, the order type you are interested in, the materials, volumes and target market you mention, and your message. We also record the IP address and timestamp of the submission, used to prevent spam and limit automated abuse.

We also receive the content of messages you email us, with your email address and any contact details you include. Card details are never sent to us and are not stored by us; card payments are handled by the payment provider, and PayPal-type payments by that service.

Why we collect it

We collect this information to reply to your enquiry, prepare and send a quotation, take and fulfil an order, arrange shipping, and keep the records that support those activities. Where you have asked for samples, we use the same details to send them and advise on their use.

We rely on your consent for optional marketing contact, and on performance of a contract or our legitimate business interests for everything needed to answer you and supply goods. We do not sell personal data, and do not use it for automated decision-making with legal or similar significant effects.

How long we keep it

Enquiry records that do not lead to an order are kept for three years from the last contact, so we can resume a conversation where it stopped and re-issue quotations against the same details. Records connected to an order are kept for as long as tax and accounting law in China and the destination country requires.

Where a record is no longer needed we delete it or anonymise it. You can ask us to delete your enquiry data at any time, and we will do so unless the law requires us to retain it, in which case we restrict its use instead.

Cookies and analytics

This site loads an analytics script that records which pages are visited and how they are used, so we can see whether the catalogue is working and which materials people are looking at. It runs on our own site only; we do not use it for advertising, remarketing or behavioural targeting elsewhere.

We do not place advertising or data-broker cookies, and do not build audience profiles or sell audience segments. The analytics provider acts as a processor on our instructions. If your browser blocks cookies the site still works, although some preference storage may be lost between visits.

Other recipients of your data

Your details are shared only with the providers who need them: our email relay carries messages to us and from us, our hosting provider stores the site and the enquiry records, our analytics provider receives the page-view data above, and the freight forwarder or courier receives the name, address and contact number needed for delivery.

We do not disclose personal data to other traders for their own marketing. Where a provider processes data outside the European Economic Area, we put an appropriate transfer arrangement in place. If we must disclose data by law, we will tell you unless the law prevents it.

Your rights

If you are in the European Economic Area, or where similar rules apply, you have the right to ask for access to your personal data, to have inaccurate data corrected, to have data erased, to have its use restricted, and to receive certain data in a portable format. You may also object to processing based on legitimate interests, withdraw consent, and ask us to stop marketing you.

To exercise these rights, contact us using the details below. We will respond within one month and will not charge for a request. If you are not satisfied with our response you may lodge a complaint with the supervisory authority in your country of residence.

International transfers

We are established in China, and personal data of our retail customers is handled by service providers in the European Economic Area and the United States, so some data is transferred outside the European Economic Area. Where that happens we rely on standard contractual clauses or an equivalent safeguard, and limit the transferred data to what the service needs.

You can ask us for more detail about the transfer arrangement covering a particular provider or order. If you have a concern, raise it with us first and we will try to resolve it, and you may also complain to the supervisory authority in your country of residence.

Contacting us, and changes to this policy

Write to us at zhuxuran@yaosynbio.com, message us on WhatsApp, or call +86 182 5601 9201. Our office hours are Monday to Friday, 09:00 to 18:00, UTC+8. Mark any request about your data protection rights clearly so it reaches the right person.

We may update this policy when the site, our suppliers or the law changes. The date on this page is when the text was last revised, and the revised version applies from that date. Material changes affecting your rights will be announced on the site.