OLFACTRA

Privacy Policy

Draft content for legal review — not final. Last updated August 27, 2026.

1. Scope and operator details

This Privacy Policy applies to the Olfactra website, applications, and related services. In this draft, “Olfactra,” “we,” “us,” and “our” refer to the operator of the Olfactra service. The operator's full legal name, business address, privacy contact email, and applicable jurisdiction must be inserted and confirmed during legal review.

2. Information we collect

We collect information that you provide, information created through your use of Olfactra, and limited technical information needed to operate and improve the service.

Account information. When you register or sign in through an authentication provider, we may receive your email address, display name, provider-specific account identifier, sign-in method, and basic profile information authorized by you. Authentication may involve Clerk and OAuth providers such as Google or Apple.
User-created content. We store formulas, ingredient libraries, weights, notes, scent concepts, prompts, generated results, samples, feedback, workspaces, uploaded documents, images, brand settings, and other content you choose to create or submit.
Subscription and transaction information. We maintain subscription tier, status, billing interval, transaction references, and related account entitlements. Stripe processes payment-card and checkout information; Olfactra does not intentionally store your complete payment-card number.
Communications. We may retain support requests, account notices, and transactional email records needed to respond to you and operate the service.
Technical and usage information. We may collect device and browser information, IP-derived information, pages viewed, interactions, diagnostic logs, and security events.

3. How we use information

We use information to create and secure accounts, provide formulation and collaboration features, save and retrieve your work, process subscriptions, generate requested AI-assisted content, send service communications, prevent abuse, diagnose errors, improve performance, and comply with legal obligations.

We may also use aggregated or de-identified information to understand feature adoption and improve Olfactra, provided that the information is not reasonably used to identify you.

4. AI processing and Google Gemini

Olfactra sends user-submitted prompts and relevant context to a third-party model provider. When you use an AI-assisted feature, the text you submit—and, where necessary, related formula, ingredient, product, or document context—is transmitted to Google's Gemini service for processing. Google returns generated text, structured data, analysis, or images that Olfactra displays or stores for you.

Do not submit confidential personal information, trade secrets, or third-party data that you are not authorized to disclose. Third-party model processing, retention, location, and potential use of submitted data are governed by the applicable Google service terms, privacy terms, and the configuration of Olfactra's Google account. Legal review must confirm that those terms and settings are accurately reflected here before publication.

AI outputs may be inaccurate, incomplete, or unsuitable for a particular purpose. Human review is required before relying on generated content, especially for safety, IFRA, regulatory, manufacturing, or commercial decisions.

5. Service providers and disclosures

We disclose information to vendors that process data on our behalf only as reasonably necessary to provide, secure, support, or improve the service. Current service categories include:

Authentication providers, including Clerk and connected OAuth providers, to register users and verify sessions.
Google Gemini, to process prompts and related context for AI-assisted features.
Stripe, to process payments, subscriptions, and billing events.
Resend, to deliver transactional and operational email.
Hosting, database, and object-storage providers, to run Olfactra and retain account and user-created content.
Analytics, security, and diagnostic providers, where enabled, to measure use and detect errors or abuse.

We may also disclose information when required by law, to protect users or the service, in connection with a corporate transaction, or with your direction or consent. This draft does not authorize selling personal information, but legal review must confirm and describe any jurisdiction-specific “sale,” “sharing,” or targeted-advertising practices.

6. Data retention and deletion

We retain account information and user-created content while your account is active and as reasonably necessary to provide the service, maintain backups, resolve disputes, prevent fraud, enforce agreements, and satisfy legal or accounting obligations. Different record types may have different retention periods.

Account closure or deletion requests may not immediately remove information from backups, legal records, transaction records, or systems where retention is required. Specific retention periods, backup deletion timelines, and the account-deletion process must be confirmed during legal review.

7. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information. No transmission, model-provider request, database, or storage system is completely secure, and we cannot guarantee that unauthorized access, loss, or misuse will never occur. You are responsible for protecting your sign-in methods and notifying us of suspected account compromise.

8. Your choices and privacy rights

Depending on your location, you may have rights to access, correct, export, delete, restrict, or object to certain processing of personal information, or to withdraw consent where consent is the legal basis. You may also manage connected sign-in methods and billing through the relevant provider.

Users should send privacy requests to support@olfactra.ai and identify the request as a privacy request.

9. Cookies and similar technologies

Olfactra and its authentication, payment, and analytics providers may use cookies, local storage, and similar technologies to maintain sessions, remember settings, protect accounts, complete checkout, and understand service use. Legal review must determine whether a consent banner or additional regional disclosures are required.

10. International processing

Olfactra and its service providers may process information in countries other than your own. Those countries may have different privacy laws. Legal review must confirm the operator's location, processing locations, and any required international-transfer safeguards.

11. Children's privacy

Olfactra is not directed to children under 13, or a higher minimum age where required by local law. We do not knowingly collect personal information from children in violation of applicable law. The appropriate age threshold and parental-consent process must be confirmed for the jurisdictions in which Olfactra will be offered.

12. Changes and contact

We may update this policy as Olfactra, its providers, or applicable law changes. Material updates should be communicated through the service or another appropriate channel. The final policy must state when changes become effective.

Questions may be sent to support@olfactra.ai. The final policy must state the operator's legal name, mailing address, and any required data-protection representative or regulator contact.

Return to Olfactra · Terms of Service

OLFACTRA

Terms of Service

Draft content for legal review — not final. Last updated August 27, 2026.

1. Agreement to these terms

These Terms of Service govern your access to and use of the Olfactra website, applications, and related services. By creating an account, purchasing a subscription, or using Olfactra, you agree to these terms and the Privacy Policy.

In this draft, “Olfactra,” “we,” “us,” and “our” refer to the service operator. The operator's full legal name, business address, contact information, governing law, and effective date must be completed and approved during legal review.

2. Eligibility and accounts

You must be legally able to enter into these terms and meet the minimum age required in your location. You agree to provide accurate account information, keep your sign-in methods secure, and promptly notify us of suspected unauthorized access.

Accounts may use third-party authentication, including Google, Apple, or Clerk. Your relationship with an authentication provider is also governed by that provider's terms. You are responsible for activity conducted through your account unless applicable law provides otherwise.

3. The Olfactra service

Olfactra provides tools for organizing ingredients, creating and evaluating fragrance formulas, storing notes and samples, generating educational or creative content, and using AI-assisted workflows. Features, limits, and subscription entitlements may change over time.

Olfactra is a formulation aid, not a laboratory, regulatory authority, legal adviser, medical adviser, or substitute for qualified professional review. You remain responsible for ingredient sourcing, testing, documentation, labeling, safety, IFRA compliance, legal compliance, manufacturing, and commercialization decisions.

4. Your content and data

You retain ownership of formulas, ingredient records, notes, prompts, documents, images, brand materials, and other content you submit to Olfactra, subject to any rights held by third parties.

You grant Olfactra a limited, non-exclusive, worldwide license to host, copy, transmit, process, display, and otherwise use your content only as reasonably necessary to provide, secure, support, and improve the service, comply with law, and carry out actions you request. This license ends when the content is deleted from active systems, subject to backups, legal retention, and technical limitations described in the Privacy Policy.

You represent that you have the rights and permissions needed to submit the content and to authorize this processing. You must not upload confidential or regulated personal information unless Olfactra expressly supports that use and you have established an appropriate legal basis.

5. AI-assisted features

User input is sent to a third-party model provider. When you use an AI-assisted feature, Olfactra transmits your prompt and relevant formula, ingredient, product, or document context to Google's Gemini service. The third-party provider processes that information and returns generated output.

AI output is probabilistic and may be inaccurate, incomplete, offensive, non-unique, or unsuitable. It may not reflect current IFRA standards, supplier documentation, law, or safety requirements. You must independently review and validate outputs before using them in formulation, production, regulatory submissions, marketing, or commercial activity.

You are responsible for deciding what information to submit to an AI feature and for ensuring that you are authorized to share it. Do not submit trade secrets, sensitive personal information, or third-party confidential material unless you accept the third-party processing described in the Privacy Policy and have the right to do so.

6. Acceptable use

You may not use Olfactra to:

violate law, regulation, intellectual-property rights, privacy rights, contractual duties, or another person's rights;
submit unlawful, harmful, deceptive, infringing, malicious, or unauthorized content;
probe, disrupt, overload, bypass, or compromise the service, its security, usage limits, authentication, or payment controls;
introduce malware, scrape the service in an abusive manner, reverse engineer restricted portions, or use automated access except as expressly authorized;
misrepresent AI output, safety data, regulatory guidance, or Olfactra content as verified professional advice; or
resell, sublicense, or provide unauthorized shared access to an account or paid feature.

7. Subscriptions and payments

Paid features are processed through Stripe. Prices, billing intervals, included features, trial terms, and renewal information are shown at purchase. By starting a recurring subscription, you authorize Stripe and Olfactra to charge the selected payment method at the disclosed interval until cancellation.

You may manage or cancel a subscription through the billing controls provided in Olfactra. Cancellation normally stops future renewal and does not retroactively refund a completed billing period unless required by law or expressly stated at purchase. Taxes, refund rules, failed-payment handling, trial conversion, and any regional cooling-off rights must be confirmed in the final legally reviewed terms.

8. Intellectual property

Olfactra, excluding user content, and its software, design, branding, documentation, and original materials are protected by intellectual-property laws. Subject to these terms, we grant you a limited, revocable, non-exclusive, non-transferable right to use the service for its intended purpose.

Feedback or suggestions may be used to improve Olfactra without restriction or compensation, provided we do not identify you publicly without permission.

9. Third-party services

Olfactra relies on third parties for authentication, AI processing, payments, transactional email, hosting, databases, storage, and optional analytics. Third-party services may be unavailable, change their terms, or process information under their own policies. Olfactra is not responsible for third-party products beyond obligations that cannot lawfully be excluded.

10. Availability, changes, and termination

We may maintain, modify, suspend, or discontinue features, apply reasonable usage limits, and take steps needed to protect the service. We do not guarantee uninterrupted or error-free access.

We may suspend or terminate access for material breach, unlawful use, security risk, nonpayment, or conduct that threatens users or the service. Where reasonably possible and legally appropriate, we will provide notice and an opportunity to address the issue. You may stop using Olfactra at any time and request account closure through the available support channel.

11. Disclaimers

To the maximum extent permitted by law, Olfactra is provided “as is” and “as available.” We disclaim implied warranties of merchantability, fitness for a particular purpose, title, non-infringement, accuracy, and uninterrupted availability.

Safety, regulatory, IFRA, cost, inventory, and AI-generated information may be incomplete or outdated. You are solely responsible for professional review, testing, supplier verification, and compliance before manufacturing, applying, selling, or distributing any formula or product.

12. Limitation of liability

To the maximum extent permitted by law, Olfactra and its operator, affiliates, and service providers will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for loss of profits, revenue, data, formulas, business opportunity, or goodwill arising from the service.

The final terms must include a legally reviewed liability cap and any jurisdiction-specific exceptions for liabilities that cannot be limited or excluded. No monetary cap is stated in this draft because the operator's jurisdiction and commercial requirements have not been confirmed.

13. Indemnity

To the extent permitted by law, you agree to defend, indemnify, and hold harmless the Olfactra operator and its affiliates from claims arising from your content, products, violation of these terms, or infringement of another person's rights. Counsel must review the scope and enforceability of this provision for the jurisdictions in which Olfactra operates.

14. Governing law and disputes

Legal-review placeholder: the governing law, venue, dispute-resolution process, consumer-law exceptions, and any arbitration or class-action terms have not been selected. These provisions must be completed by qualified counsel before the terms are treated as final.

15. Changes, contact, and general terms

We may update these terms as the service or law changes. Material changes should be communicated through the service or another appropriate channel, and the final terms must state when updates become effective.

If a provision is unenforceable, the remaining provisions continue to the extent permitted by law. A failure to enforce a provision is not a waiver. The final terms should identify the complete agreement and assignment rules applicable to the service.

Questions may be sent to support@olfactra.ai. The final terms must identify the operator's legal name, mailing address, legal contact email, and effective date.

Return to Olfactra · Privacy Policy

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