Privacy policy

At Albumedix we take your privacy seriously and are dedicated to protecting the privacy of any information we may collect from our online visitors

What is this?

This policy, in accordance with requirements under UK data protection laws, describes when and why we collect personal information about you, how this information is used, the conditions under which it may be disclosed to others and how it is kept secure.

This policy applies to the website www.albumedix.com and all other websites and online services offered by or on behalf of Albumedix where reference is made to this policy. 

This policy may occasionally be updated. The date of the last modification appears on the bottom of this page. Therefore, please ensure that you read this policy each and every time before sharing your personal information with us.

For more information on how we process personal information about third parties in general (e.g. suppliers, customers and other business partners), please read our Privacy policy for third party personal data. 

For more information on how we process personal information regarding job applicants, please read our Applicant Privacy Notice.

We may use your Personal Data to contact you with newsletters, marketing or promotional materials and other information that may be of interest to you, on the basis that such use is necessary for the purposes of the legitimate interests pursued by us. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link or instructions provided in any email we send, or by emailing us at info@albumedix.com.

Who we are

We are Albumedix Ltd whose registered address is Castle Court, 59 Castle Boulevard, Nottingham NG7 1FD, UK (company number: 01142208). All references to “us/our/we” refers to Albumedix Ltd. We are the controller in relation to the processing activities described below, save for where stated otherwise. This means that we decide why and how your personal information is processed.

What information do we collect and how?

When you use our website, our products or services, the categories of information that we may collect about you are as follows:

Personal information you give to us:

This is information about you that you give to us by entering or providing information via:

• our site (albumedix.com);
• requesting information or samples;
• any online enquiries you might make whether or not via info@albumedix.com;
• social media platforms;
• providing us with business contact information;
• corresponding with us by phone, email or otherwise;
• an application for a job to us, or our affiliate Albumedix Inc, or where enquiring about opportunities at career@albumedix.com (for further information please read our Applicant Privacy Notice)

 and is provided entirely voluntarily. This includes information provided when you fill out our ‘Send me more’ contact form on our website (such as name, title, department, email address, contact number, products of interests and details of enquiry).  We may also ask you for information when you report a problem with our site.

Personal information we collect about you:

We may automatically collect the following information:

• user behaviour, including, but not limited to, your visits to our site, what pages have been viewed and the duration of your visit;
• technical information, including anonymous data collected by the hosting server for statistical purposes, the Internet protocol (IP) address used to connect your computer or device to the Internet;
• information which you allow to be shared that is part of your public profile or third party social network, for example where you follow us on LinkedIn.

Some of this information may be collected by cookies. Please see Cookies below for more information.

Personal information we may receive from other sources:

We may obtain certain personal information about you from a third party company source outside of our business. The third party that may send us personal information about you is as follows:

What do we do with your personal information and on what basis?

The purposes for which we use your personal information and the legal basis under data protection law on which we rely to do this are explained below.

Where you have provided CONSENT  

We may use and process your personal information where you have consented for us to do so for the following purposes:

• to contact you via email with specific marketing information based on your previous expressed interests about our goods and services if you indicate that you would like to receive such marketing from us via our website or other medium where available – this may include whitepapers, application notes, regulatory information, product information articles etc;
• to contact you about other products and services which we think may be of interest to you.

You may withdraw your consent for us to use your information in this way at any time. Please see Withdrawing your consent for further details.

Where it is in your or another’s VITAL INTEREST

Where we have supplied you with any products, we may use your personal information to contact you if there are any urgent safety or product recall notices to communicate to you or where we otherwise reasonably believe that the processing of your personal information will prevent or reduce any potential harm to you or end users. It is in your vital interests for us to use your personal information in this way.

Where we have a LEGITIMATE INTEREST

We may use and process your personal information where it is necessary for us to pursue our legitimate interests as a business, or that of a third party, for the following purposes:

• for analysis to measure and improve the usability and effect of our website for our legitimate interest of ensuring that our website runs smoothly and in the best possible way for our users;
• to improve the services we offer on our website for our legitimate interest of ensuring that we are offering relevant services based on our users’ needs;
• to carry out a credit check for the legitimate interest of ensuring your solvency and ability to pay for good supplied or services rendered;
• to correspond or communicate with you for our legitimate interest of ensuring that we are providing you with the necessary support requested by you and to maintain our standard of service (including notifying you of changes to this policy or our terms and conditions);
• to verify the accuracy of data that we hold about you and create a better understanding of you as a customer for our legitimate interest of ensuring that all personal information we hold is accurate and up to date;
• for network and information security in order for us to take steps to protect your information against loss or damage, theft or unauthorised access and to operate our website securely;
• for the management of queries, complaints, or claims for our legitimate interest of ensuring that we are providing you with the necessary support and to improve our services; and
• for the establishment and defence of any legal claims for our legitimate interest of ensuring that our business interests are protected.

Where there is a LEGAL REQUIREMENT

We will use your personal information to comply with our legal obligations: (i) to any public authority or criminal investigation body where we are legally obliged to provide such assistance; (ii) for the prevention of fraud and other criminal activities; (iii) to comply with a request from you in connection with the exercise of your rights (for example where you have asked us not to contact you for marketing purposes, we will keep a record of this on our suppression lists in order to be able to comply with your request); (iv) to identify you when you contact us; and/or (v) to verify the accuracy of data we hold about you.

Where it is required to complete a CONTRACT

We may use and process your personal information where we have supplied you (or continue to supply you) with any products or services, or where you are in discussions with us about any new product or service. We will use this information in connection with the contract for the supply of products or services when it is needed to carry out that contract with you or for you to enter into it. Please see What do we do with your personal information above for details of the types of personal information we process for these purposes.

Data anonymisation and use of aggregated information

We may use your information, such as your IP address, for the purpose of carrying out web analysis with Google Analytics. Where this is the case, it will be used in a completely anonymised way so as to ensure that you are not identified or identifiable from it. Where we anonymise information in this way, it is no longer classed as 'personal data' and, therefore, the data protection laws no longer apply.

Our use of aggregated information with Google Analytics is to ascertain, amongst other things:

• total number of visitors per week;
• total number of sessions per week;
• average time spent on the website;
• average number of pages navigated;
• bounce rate;
• distribution of visitors between different countries.

Where we use aggregate personal information, we ensure that it cannot be linked back to you as an individual. We may use this data for analytical and research purposes.

Others who may receive or have access to your personal information

Our suppliers and service providers

We may disclose your information to our third party service providers, agents, subcontractors and other organisations for the purposes of providing services to us or directly to you on our behalf. Such third parties may include providers of our relationship management system (currently, Salesforce), cloud service providers (such as hosting and email management), administrative service providers, technical support agents, network providers, contact centres, installers or IT service providers and other third parties who provide services to us. These third parties are all located in the (“EEA”) (meaning, the 27 EU member states, the UK, Norway, Iceland and Liechtenstein). 

When we use third party service providers, we only disclose to them any personal information that is necessary for them to provide their service and we have a contract in place that requires them to keep your information secure and not to use it other than in accordance with our specific instructions.

Third parties who provide products and services

In processing your order and/or handling your account, we may send your details to, and also use information received from, credit reference agencies and fraud prevention agencies.

Other than as stated above, we do not share any personal information collected through our website with any third parties. Should this position change, we will make clear what third parties any personal information is shared with and for what purpose(s).

Other ways we may share your personal information

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation. We may also transfer your personal information if we’re under a duty to disclose or share it in order to comply with any legal obligation, to detect or report a crime, to enforce or apply the terms of our contracts or to protect the rights, property or safety of our visitors and customers. We will always take steps with the aim of ensuring that your privacy rights continue to be protected.

Where we store your personal information

Where information is sent to info@albumedix.com, this is stored on our secure Microsoft central  servers. If the enquiry is in relation to product sales or any other relevant business opportunity, we may store this information on Salesforce servers in the UK (as may be replicated at secondary Salesforce server locations in Germany or France). When we receive information in relation to job applications at career@albumedix.com, this information is stored in accordance with our Applicant Privacy Notice. Please see Our suppliers and service providers section for details regarding the locations of our third party service providers.

If at any time we transfer your personal information to, or store it in, countries located outside of the EEA we will ensure that appropriate safeguards are in place for that transfer and storage as required by applicable law. This is because some countries outside of the EEA do not have adequate data protection laws equivalent to those in the EEA.

If you use our services whilst you are outside the EEA, your information may be transferred outside the EEA in order to provide you with those services.

How long we keep your personal information for

If we collect your personal information, the length of time we retain it is determined by a number of factors including the purpose for which we use that information and our obligations under other laws. We do not retain personal information in an identifiable format for longer than is necessary.

We retain your personal information as follows:

The only exceptions to the periods mentioned above are where:

• the law requires us to hold your personal information for a longer period, or delete it sooner;
• you exercise your right to have the information erased (where it applies) and we do not need to hold it in connection with any of the reasons permitted or required under the law (see further Erasing your personal information or restricting its processing below);
• we bring or defend a legal claim or other proceedings during the period we retain your personal information, in which case we will retain your personal information until those proceedings have concluded and no further appeals are possible; or
• in limited cases, the law permits us to keep your personal information indefinitely provided we put certain protections in place.

Security and links to other sites

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to our website and any transmission is at your own risk. Once we have received your personal information, we put in place reasonable and appropriate controls to ensure that it remains secure against accidental or unlawful destruction, loss, alteration, or unauthorised access.

Our website contains hyperlinks to other websites owned and operated by third parties, who have their own privacy policies. When you click on a hyperlink and are redirected to a third party website, the use of your personal information is then governed by that third party, even though you may have entered the website through hyperlinks on our own website. We do not assume any responsibility or liability for the use of your personal information when on a third party website and the use of these websites is at your own risk.

Cookies and other technologies

We register visitor trends on our website as this allows us to optimize user experience and ensure visitors can successfully dissimilate our website information. This includes registration of the IP address of your device, what pages are viewed and the duration of your visit. The IP address is used in an anonymised form for web analysis.

Like many other websites, our website uses cookies (including Pardot (add-on to Salesforce) and Google Analytics cookies to obtain an overall view of visitor habits and visitor volumes to our website). 'Cookies' are small pieces of information sent to your computer or device and stored on its hard drive to allow our websites to recognise you when you visit. These allow a more detailed tracking of activity but do not in any way give us access to the rest of your device or any personal information held thereon.

For further information see our Cookie Policy.

Marketing

We do not share personal information for marketing purposes with third parties.

We may make automated decisions about you based on your personal information. We do this so that we can provide you with personalied marketing based on your activity, website browsing history, and other information you provide to us (none of these will have a legal or other significant effect on you).

Your rights

You have a number of rights in relation to your personal information under data protection laws. In relation to certain rights, we may ask you for information to confirm your identity and, where applicable, to help us to search for your personal information. Except in rare cases, we will respond to you within one month from either (i) the date that we have confirmed your identity or (ii) where we do not need to do this because we already have this information, from the date we received your request.

• Accessing your personal information

You have the right to ask for a copy of the information that we hold about you by emailing or writing to us at the address at the end of this policy.  We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.

• Correcting and updating your personal information

The accuracy of your information is important to us and we are working on ways to make it easier for you to review and correct the information that we hold about you.

In the meantime, if you change your name or address/email address, or you discover that any of the other information we hold is inaccurate or out of date, please let us know by contacting us in any of the details described at the end of this policy.

• Withdrawing your consent

Where we rely on your consent as the legal basis for processing your personal information, as set out under How we use your personal information, you may withdraw your consent at any time by contacting us using the details at the end of this policy.  If you would like to withdraw your consent to receiving any direct marketing to which you previously opted-in, you can do so using our unsubscribe tool. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.

• Objecting to our use of your personal information and automated decisions made about you

Where we rely on your legitimate business interests as the legal basis for processing your personal information for any purpose(s), as out under How we use your personal information, you may object to us using your personal information for these purposes by emailing or writing to us at the address at the end of this policy. Except for the purposes for which we are sure we can continue to process your personal information, we will temporarily stop processing your personal information in line with your objection until we have investigated the matter. If we agree that your objection is justified in accordance with your rights under data protection laws, we will permanently stop using your data for those purposes. Otherwise we will provide you with our justification as to why we need to continue using your data.

You may object to us using your personal information for direct marketing purposes and we will automatically comply with your request. If you would like to do so, please email info@albumedix.com expressing this. You may also contest a decision made about you based on automated processing by emailing the same address.

• Erasing your personal information or restricting its processing

In certain circumstances, you may ask for your personal information to be removed from our systems by emailing or writing to us at the address at the end of this policy. Unless there is a reason that the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request.

You may also ask us to restrict processing your personal information where you believe it is unlawful for us to do so, you have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings.  In these situations we may only process your personal information whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company or in connection with legal proceedings. 

• Transferring your personal information in a structured data file (“data portability”)

Where we rely on your consent as the legal basis for processing your personal information or need to process it in connection with your contract, as set out under How we use your personal information, you may ask us to provide you with a copy of that information in a structured data file. We will provide this to you electronically in a structured, commonly used and machine readable form.

You can ask us to send your personal information directly to another service provider, and we will do so if this is technically possible. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.

• Complaining to the UK data protection regulator

You have the right to complain to the Information Commissioner’s Office if you are concerned about the way we have processed your personal information. Please visit www.ico.org.uk for further details.

Changes to this policy

We may review this policy from time to time and any changes will be notified to you by posting an updated version on our website and/or by contacting you by email where appropriate. We recommend you regularly check for changes and review this policy whenever you visit our website. If you do not agree with any aspect of the updated policy you must immediately notify us and cease using our services.

Contact us

If you have any queries about this policy or about the way we process your personal information please contact us using the contact details below.

If you wish to write to us, please write to the address given at the start of this policy.

Our email address for data protection queries is legal@albumedix.com.

If you would prefer to speak to us by phone, please call +44 115 9553379.

Version date: 27.11.2019