Privacy Policy

Cosmetic Safety Pro provides Cosmetic Product Safety Report (CPSR) services, regulatory compliance support, and related consultancy for cosmetic manufacturers and brands. This Privacy Policy explains what personal information we gather, why we gather it, how we use it, and the choices and rights available to you as a client or website visitor.

By using our website or engaging our services, you confirm that you have read and understood this policy. If anything in our Terms of Service appears to conflict with this Privacy Policy on matters of data handling, this Privacy Policy takes precedence.

Information We Collect

We gather different types of information depending on how you interact with us:

Identity and contact details: Your name, business address, billing and delivery address, telephone number, and email address.

Payment information: Card or account numbers, billing details, and transaction confirmations (processed via our secure payment providers; we do not store full card details ourselves).

Account details: Login credentials, saved preferences, and security information associated with any account you create.

Order and service history: The products or services you enquire about, purchase, or request, along with past orders and any cancellations or amendments.

Correspondence: Records of emails, support tickets, or other messages you send us.

Technical data: IP address, browser type, device identifiers, and similar information collected automatically when you browse our Site.

Site usage data: How you navigate and interact with our Site, including pages viewed and time spent.

Client Project Information

Where you engage us for CPSR assessments, cosmetic notifications, Product Information Files (PIFs), or other regulatory consultancy work, we also collect the formulation details, product specifications, and supporting documentation you submit for that purpose. This information is used solely to deliver the contracted service and meet our professional obligations to you.

Where This Information Comes From?

We collect personal information:

• Directly from you: When you register, place an order, submit a project brief, or contact us.
• Automatically: Through your use of the Site, including via cookies and similar tracking tools (see Section 9).
• From service providers: Partners who help us operate the Site or deliver services (e.g., payment processors, hosting providers).
• From other third parties: Where relevant to verifying or supplementing information you’ve provided.

Why We Use Your Information?

We process your information for the following purposes:

• Delivering our services: Fulfilling orders, processing payments, preparing CPSR reports, managing your account, and providing the customised outputs you request.
• Security: Verifying your identity, protecting against fraud or unauthorised account access, and keeping our Site and systems secure. You are responsible for safeguarding your own login credentials.
• Support and communication: Responding to enquiries, providing customer service, and maintaining our working relationship with you.
• Legal compliance: Meeting regulatory, tax, or accounting obligations, and responding to lawful requests from courts or authorities.

Marketing

We may send you marketing communications where:

• You’ve given us your consent;
• You’re an existing customer and UK “soft opt-in” rules permit us to contact you about similar products or services; or
• Another lawful basis under UK and EU data protection law applies.

You can withdraw consent or unsubscribe at any time using the link in our emails or by contacting us directly. Withdrawing consent doesn’t affect the lawfulness of anything we did with your information beforehand.

Our Legal Basis for Processing

Where we rely on legitimate interests, we balance this against your rights and make sure our use of your information doesn’t unfairly override them.

When We Share Your Information?

We may disclose personal information to:

• Service providers who support our operations, including payment processing, hosting, IT support, analytics, and delivery of files.
• Business partners for marketing purposes, where applicable, subject to their own privacy practices.
• Affiliated companies within our corporate structure.
• Third parties where you’ve asked us to (for example, to arrange delivery) or have given consent.
• Relevant authorities or acquirers in connection with legal obligations, enforcement of our terms, protection of our rights, or a business transaction such as a merger, sale, or restructuring.

We do not sell your personal information.

Third-Party Links

Our Site may contain links to external websites. We aren’t responsible for the privacy practices, accuracy, or content of any third-party site, and we recommend reviewing their own policies before sharing information with them. A link on our Site does not imply endorsement of that third party.

Children’s Information

Our services are designed for business clients and adults. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please get in touch with us so we can remove it.

Cookies and Tracking Technologies

We use cookies and similar tools to run our Site, remember your settings, understand traffic patterns, and support marketing efforts. These generally fall into the following categories:

• Essential cookies — Required for the Site to function.
• Analytics cookies — Help us understand visitor behaviour.
• Preference cookies — Remember your settings and choices.
• Marketing cookies — Support relevant advertising.

Where the law requires it, we’ll ask for your consent before placing non-essential cookies, and you can manage your preferences through our cookie banner or your browser settings.

How Long We Keep Your Information

We retain personal information only as long as necessary for the purpose it was collected, including meeting legal, tax, and regulatory requirements.

Typical Retention Table

Professional records tied to client formulations or compliance history may be kept for extended periods to support future reference or ongoing obligations.

Your Rights

Subject to applicable law and certain exceptions, you may have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete data.
• Delete your personal information.
• Receive a copy of your data in a portable format, or ask us to transfer it to another provider.
• Object to or restrict certain processing activities.

• Withdraw consent where processing is based on consent (this won’t affect processing carried out beforehand).

• Opt out of marketing at any time via the unsubscribe link in our emails; you may still receive essential account or order-related messages.

To exercise any of these rights, contact us using the details in Section 14. We may need to verify your identity before actioning a request, and we won’t discriminate against you for exercising your rights. If you’d like an authorised third party to act on your behalf, we’ll need proof of that authorisation.

Complaints

If you’re unhappy with how we’ve handled your personal information, please get in touch with us first so we can look into it. We aim to:

• Acknowledge your complaint within 5 working days;
• Investigate it promptly; and
• Provide a full response within 30 calendar days wherever possible.

If you remain unsatisfied, you have the right to complain to the UK’s data protection regulator:

Information Commissioner’s Office (ICO) Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Website: ico.org.uk

International Transfers

Some of our service providers may process personal information outside the UK. Where this happens, we put appropriate safeguards in place, such as:

• UK International Data Transfer Agreements (IDTAs);
• UK Addenda to Standard Contractual Clauses; or
• Transfers to jurisdictions recognised by the UK Government as offering adequate data protection.

Details of the specific safeguards used can be requested by contacting us.

Contact Us

For questions about this Privacy Policy, to exercise your data rights, or to raise a concern, please contact:

Cosmetic Safety Pro — Privacy Contact, International House, 12 Constance Street, London, UK, E16 2DQ. Email: info@cosmeticsafetypro.com Phone: +44 7868 737497

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, services, or legal obligations. Any updates will be posted on this page along with a revised “Last updated” date.