Privacy policy

1. Scope and Data Controller

This Privacy Policy explains how Soleniaroom processes personal data in connection with its online furniture and clothing store, including orders delivered to Germany, France, Spain and Italy.

It covers browsing the website, creating an account where applicable, purchases and communications with our customer service team. The delivery area does not limit the rights of other individuals protected by applicable regulations.

Where applicable, processing is subject to Regulation (EU) 2016/679 (GDPR), as well as relevant national data protection and electronic communications laws.

Address: 202, 4-22-22 SHIOHARA, MINAMI-KU, FUKUOKA-SHI, FUKUOKA-KEN 815-0032, JAPAN.

Contact: warranty@soleniaroom.com.

Browsing the website or placing an order does not constitute general consent to all processing activities. Where consent is required, it will be requested separately.

2. Data We Collect and Its Sources

We collect information you provide when placing an order, creating an account or contacting customer service. Some technical information is also generated when you use the website.

Depending on the services used, the data may include:

First name, last name, email address and telephone number.
Billing and delivery addresses.
Account information and saved preferences.
Order details, including items, sizes, dimensions, colours, amounts, returns and refunds.
Transaction information provided by the payment provider, such as payment status and transaction reference.
Messages sent to customer service and any photos provided in connection with a warranty or return request.
Technical data, including IP address, browser type and logs needed for the website’s operation and security.
Browsing data collected through optional cookies, where these have been enabled with the required consent.

We may also receive information from our payment and delivery providers, including payment confirmation or shipment status.

Information required to place an order is identified when it is collected. Without this information, we may be unable to process the purchase or arrange delivery.

3. Purposes and Legal Bases

Each processing activity relies on a legal basis appropriate to its purpose:

Orders, payments and deliveries: performance of the contract with the customer or steps taken at the customer’s request before entering into a contract.
Returns, refunds and after-sales service: performance of the contract and compliance with applicable legal obligations, depending on the request.
Customer accounts: provision of the service requested by the user.
Billing and accounting: compliance with legal obligations applicable to our business.
Security, fraud prevention and protection of our rights: legitimate interests, after taking into account the rights and freedoms of the individuals concerned.
Marketing communications: prior consent in accordance with our communications policy. This consent may be withdrawn at any time.
Optional cookies and related analytics: prior consent where required.

Declining marketing communications or optional cookies does not prevent you from placing an order.

4. Cookies and Similar Technologies

Cookies that are strictly necessary enable functions such as operating the shopping basket, authentication and remembering cookie choices. They are exempt from consent only under the conditions set out in applicable regulations.

Non-essential functional cookies, analytics cookies and other optional trackers remain disabled until the required consent has been given.

The cookie management tool allows you to accept, reject or customise your choices with an equivalent level of ease. Continuing to browse does not constitute consent.

You can change your choices or withdraw consent using the “Manage Cookies” link on the website. You can also delete or block cookies through your browser settings.

The providers, purposes and retention periods of the cookies actually used are specified in the cookie management panel and in our Cookie Policy.

5. Data Recipients

Data is accessible to authorised personnel and recipients who need it to perform their duties, including:

Logistics providers and carriers responsible for delivery.
Payment providers responsible for transactions and refunds.
Technical providers involved in hosting, maintenance, security and support.
Providers of communications services, where such services are used.
Professional advisers and competent authorities, where disclosure is necessary and legally justified.

Processors acting on our behalf are subject to appropriate contractual obligations and process data in accordance with our instructions. Some recipients, including payment providers, may act as independent data controllers for certain activities.

We do not sell or rent your personal data. We do not disclose it to third parties for their own independent marketing purposes.

6. Retention Periods

Data is retained only for as long as necessary for its purpose and is then deleted or irreversibly anonymised, unless a legal obligation or justified archiving need applies.

Orders and after-sales service: for the duration of the order and the handling of returns, warranties or complaints, then in restricted archives for applicable limitation periods where necessary.
Accounting and tax records: for the periods required by the obligations that actually apply to the operator.
Customer accounts: while the account is in use, and then according to the service’s applicable closure or inactivity criteria. Closing an account does not result in the deletion of records that must be retained by law.
Marketing communications: until consent is withdrawn or the applicable retention period expires. Minimal information may be retained to honour a request not to be contacted again.
Technical logs: for a period proportionate to security and diagnostic needs. Information relating to an incident may be retained while it is being resolved and for any resulting claims.
Cookies: according to the periods applicable to each tracker, as shown in the cookie management panel. A cookie’s lifetime is separate from the retention period for data collected through it.

Records retained for a legal obligation or dispute are subject to restricted access and are not reused for incompatible purposes.

7. International Transfers

Depending on how our services are organised and which providers we use, data may be processed outside the European Economic Area, including in Japan where the operator or its teams access the data.

Where a transfer is subject to Chapter V of the GDPR, it is covered by an appropriate mechanism:

An adequacy decision by the European Commission, if the recipient and processing fall within its scope.
Otherwise, appropriate safeguards, such as the European Commission’s Standard Contractual Clauses, together with any necessary assessments and supplementary measures.

The adequacy decision concerning Japan does not automatically cover every organisation or processing activity. Its scope must be checked for each relevant transfer.

You may contact us for information about destination countries, applicable safeguards and how to obtain a copy of them, subject to any protections needed for confidential information.

8. User Rights

Under the conditions set out in applicable regulations, you have the following rights:

Access your personal data.
Have inaccurate or incomplete data corrected.
Request erasure of your data or restriction of its processing.
Receive your data in a portable format where automated processing is based on consent or a contract.
Object, on grounds relating to your particular situation, to processing based on legitimate interests.
Object to direct marketing at any time.
Withdraw your consent without affecting the lawfulness of processing carried out before withdrawal.
Benefit from safeguards concerning decisions based solely on automated processing that produce legal effects or similarly significantly affect you, as provided for under Article 22 of the GDPR.

To exercise these rights, contact warranty@soleniaroom.com. We may request additional information only where necessary to verify your identity in the event of reasonable doubt.

We will respond without undue delay and, in principle, within one month. This period may be extended by up to two additional months due to the complexity or number of requests. If so, we will inform you of the extension and the reasons for it within the first month.

You may lodge a complaint with the competent supervisory authority, including the authority in your habitual residence, place of work or the place of the alleged infringement: the CNIL in France, the competent authority in Germany, the AEPD in Spain or the Garante per la protezione dei dati personali in Italy.

9. Security and Changes to This Policy

We implement technical and organisational measures appropriate to the risks, including access restrictions and the protection of data transmissions, to prevent unauthorised access, disclosure, loss or alteration of data.

This policy may be updated to reflect changes to our processing activities or applicable regulations. Significant changes will be communicated appropriately. Where new consent is required, it will be obtained before the relevant processing takes place.