Privacy Policy – Scent Portal

Last updated: October 15, 2026

Arizona Air-Scent, Inc. (“Arizona Air-Scent,” “we,” “us,” or “our”) respects your privacy. This policy explains what information we collect through the Arizona Air-Scent Scent Portal at scentportal.net, why we collect it, and how we handle it.

The Scent Portal is a private customer portal. It lets the property staff of our customers manage their scent program: placing orders, requesting service, submitting equipment returns, and finding product support information. It is not a store, and it does not process payments.

Information we collect

Your account. Portal accounts are for customer property staff. When your account is created, we store your name, email address, phone number, property name and a password. Your password is stored only as a secure hash, so we cannot see it. We also keep the technical information WordPress needs to keep you signed in, as described under Cookies.

Information you give us. When you submit an order, a customer service request or an equipment return (property disposition) request, we collect the details you provide. This typically includes your name, email address, phone number, property name and address, the areas and quantities you are ordering for, dates, any message you write, and any files you attach, such as photos or documents. Form entries are stored in our website system and are also sent to us by email and to the systems we use to manage orders and support requests, including an automation service that passes the details along.

Information collected automatically. Like most websites, our web server records technical information when you visit, such as your IP address, browser type, the pages you view and the time of your visit. Our website also uses caching technology, which may set cookies in your browser to make pages load faster. These are used to operate and secure the portal.

AI chat assistant. When you are signed in, you can use an AI-powered chat assistant to get help with equipment and to send requests to our customer service. When you use it, the messages you type, along with your name, customer group and property name from your account, are sent to OpenAI, our AI service provider, so it can write a response. Please do not enter sensitive personal information, such as payment card or government ID numbers, or passwords, into the chat. OpenAI states that data sent through its business API is not used to train its models by default, and that it may keep this data for a limited period (currently up to 30 days) to monitor for abuse. We do not keep a transcript of your conversation on our website. If you ask the assistant to send a request, we save that request (your name, email address, phone number, property name and what you told the assistant) as a customer service request, the same as if you had completed the Customer Service Form. The chat is automated and can make mistakes, so for important information please contact us directly.

Fonts. Some pages load fonts from Adobe Fonts, which receives your IP address and browser information in order to deliver them.

Cookies. The portal uses cookies that are necessary for it to work: when you visit the login page we set a temporary cookie to check that your browser accepts cookies, and when you sign in we set cookies that keep you signed in and remember your screen preferences. Sign-in cookies last for two days, or two weeks if you choose Remember Me, and are removed when you sign out. We do not use advertising cookies.

What we do not collect

We do not process payments or collect payment card details through the portal. We do not sell, rent or trade your personal information.

How we use your information

To create and manage your portal account;
To process your orders, requests and equipment returns, and to respond to your questions;
To provide and support your service, including scheduling refills and arranging technical assistance;
To operate, secure and improve the portal;
To meet legal, tax and regulatory obligations.

We only ask for personal information when we genuinely need it, and we tell you why we are collecting it.

Sharing your information

We do not share personally identifying information publicly or with third parties, except:

With service providers who operate parts of the portal and our services on our behalf, including our web host, email delivery provider, the automation and business systems we use to manage orders and support requests, our AI chat provider and our font provider, and only to the extent needed to perform those functions;
Where required to do so by law, or to establish, exercise or defend legal claims.

How long we keep it

We keep account, order and request information for as long as you are our customer and for a reasonable period afterward for business and legal record-keeping. If a property’s account is no longer needed, we can close it on request. We protect the information we hold using commercially reasonable measures against loss, theft and unauthorized access, disclosure, copying, use or modification.

Your choices

You may ask us what information we hold about you, ask us to correct it, or ask us to delete it, by emailing customerservice@azairscent.com. You can also review and update your name, email address and phone number on your profile page in the portal. We will respond as required by applicable law. Most browsers let you refuse or delete cookies, but the portal needs its sign-in cookies in order to work.

External links

The portal may link to sites we do not operate, such as our online shop, Phoenicia Essence. We have no control over their content or privacy practices and cannot accept responsibility for them. We encourage you to review the privacy policy of any site you visit.

Children

The portal is for businesses and their staff, not for children, and we do not knowingly collect personal information from children.

Changes to this policy

We may update this policy from time to time. The revised version takes effect when posted on this page, and the “last updated” date above will change. Your continued use of the portal is regarded as acceptance of our practices around privacy and personal information.

Contact us

Questions about this policy, or about how we handle your information:

Arizona Air-Scent, Inc.
Scottsdale, Arizona
Email: customerservice@azairscent.com