Privacy policy

1. Who we are

Sana Essencia Ltd is the controller of the personal data described here. We are registered in England and Wales, company number 17298884, at 50 Fullbrook Drive, Basingstoke, RG21 6AX. For anything about your data, email hello@sanaessencia.co.uk.

2. What we collect and why

When you email us. Your name, email address, organisation and whatever you tell us. We use it to reply, prepare a proposal and, only if you ask, let you know about new programmes. Lawful basis: our legitimate interest in answering you, or steps you asked for before a contract.

When you sign up as a founding tester. Your first name and email address, and if you choose to tell us, what you make, your business name and where you found us (for example, a QR code on one of our leaflets). We use them to send your tester access and occasional questions about how the tools work for you. Lawful basis: steps you asked us to take, to give you the free tester access. We only send you news and offers if you tick the box for them. Lawful basis for those: your consent, which you can withdraw at any time with the unsubscribe link in every email or by emailing us.

When you buy a download. Our checkout is run by Payhip, and payment is processed by its payment providers (such as Stripe or PayPal). We never see your full card details. Payhip gives us your name, email address, country and order details so we can deliver the product, give support and keep accounting records. Lawful basis: performing our contract with you, and our legal obligation to keep financial records.

When you order a service or plan. For services such as the Workplace Scent Plan, maker services, the Annual Support Plan and partner licences, we keep your contact and billing details, what you ordered and our messages about it. Lawful basis: performing our contract and our legal obligations.

Partners and sales agents. Contact details, the agreement, sales credited to you and the bank details needed to pay commission. Lawful basis: performing our contract and our legal obligations.

Business contacts we reach out to. We may contact people at organisations that could benefit from our work, using business contact details that are publicly available, for example on a company website or LinkedIn. We keep only your name, role, organisation, business contact details and a note of our contact. Lawful basis: our legitimate interest in offering relevant services to organisations. Every message tells you how to ask us to stop, and we will.

3. Cookies and your device

This website sets no cookies and uses no analytics, advertising or tracking tools. Its only form is the optional founding tester sign-up on our Try page. Our website host stores what you send through it, and we may copy your details into our email tool to send you messages.

Some of our free tools, such as the Blend Studio, the Psychosocial Risk Toolkit and the Purchase check-up, save your work in your browser's storage on your own device, so it is still there next time. That information stays on your device and is never sent to us. You can delete it at any time by clearing this site's data in your browser.

Fonts are loaded from Google Fonts, which means your browser shares your IP address with Google. Our hosting provider keeps short technical logs, such as IP addresses, for security. Payhip, Amazon and LinkedIn set their own cookies when you visit their pages from our links. Amazon links carry our Associates tag, so Amazon can credit us for qualifying purchases.

4. Who we share data with

We don't sell personal data. We share only what is needed with the providers that help us run the business: Payhip and its payment providers, our email provider, our website host, our accountant, and the AI assistant service we use to help research organisations and draft messages. We also share data when the law requires it.

5. Data outside the UK

Some of these providers process data outside the UK, for example in the United States. When they do, we rely on UK adequacy regulations (such as the UK–US data bridge) or the UK's approved data transfer agreements to protect it.

6. How long we keep it

• Enquiries and business contacts: up to two years after our last contact, unless you become a customer or ask us to delete them sooner.
• Founding testers: until 12 months after the testing period ends, unless you become a customer or ask us to delete your details sooner.
• News and offers: until you unsubscribe. If you don't open our emails for two years, we remove you.
• Customer, invoice and commission records: six years after the end of the financial year they relate to, as UK tax law requires.

7. Your rights

You can ask us to give you a copy of your data, correct it, delete it, limit how we use it, or move it to another provider. You can object to our use of it at any time, including for any marketing, and withdraw any consent you gave. Email hello@sanaessencia.co.uk. We reply within one month.

If you are unhappy with how we handle your data, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

8. Children

Our products and services are for organisations and adults. We don't knowingly collect data from anyone under 18.

9. Changes

We may update this policy. The date at the top shows when it last changed.

Sana Essencia Ltd · Registered in England and Wales · Company No. 17298884 · 50 Fullbrook Drive, Basingstoke, RG21 6AX · hello@sanaessencia.co.uk