Contents

1. Introduction
2. Key terms
3. Personal Information we collect about you
4. How your Personal Information is collected
5. How and why we use your personal information
6. Promotional communications
7. Who we share your personal information with
8. Where your personal information is held
9. How long your personal information will be kept 
10. Transferring your personal information out of the EEA
11. Your rights
12. Keeping your personal information secure
13. How to complain
14. Changes to this privacy policy
15. How to contact us

 

1.     Introduction

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on what information we collect, and how and why we collect, store, use and share your personal information. It also explains your rights in relation to your personal information and how to contact us or supervisory authorities in the event you have a complaint.

2.     Key terms

It would be helpful to start by explaining some key terms used in this policy:

We, us, our	Iota sciences Limited, Iota Sciences and our group companies
Personal Information	Any information relating to an identified or identifiable individual

 

3.     Personal Information we collect about you

We may collect and use the following Personal Information about you:

• your name and contact information, including email address and telephone number, company details, and title.
• Location data
• your billing information, transaction and payment card information
• your professional interests
• your attendance at conferences and commercial events
• your professional online presence, e.g. LinkedIn profile
• information from accounts you link to us e.g. Facebook
• Information about how you use our website, IT, communication and other systems including your IP address, and website and app user journey information
• your contact history, purchase history and saved items
• your responses to surveys, competitions and promotions
• your marketing preferences
• your feedback on our products and services and those of competitors.
• your consent, where appropriate

4.     How your Personal Information is collected

We collect most of this personal information directly from you—in person, by telephone, text or email and/or via our website. However, we may also collect information:

• from publicly accessible sources, e.g. Companies House
• directly from a third party, e.g.:
  • Market research organisations
  • Providers of marketing lists and other personal information
  • Conference and commercial events organisers
• from cookies on our website — for more information on our use of cookies, please see our cookie policy

• via our IT systems, e.g.:
  • door entry systems and reception logs
  • automated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, email and instant messaging systems

5.     How and why we use your personal information

Under data protection law, we can only use your personal information if we have a proper reason for doing so, e.g.:

• to comply with our legal and regulatory obligations
• for the performance of our contract with you or to take steps at your request before entering into a contract
• for our legitimate interests or those of a third party
• where you have given consent

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

The table below explains what we use (process) your personal information for and our reasons for doing so:

What we use your personal information for	Our reasons
To provide products and/or services to you	·        Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. ·        Legitimate interest – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interest is that we wish to make our products and services available to existing and prospective clients, enter into new sales contracts, and successfully fulfil our contractual obligations under said contracts.
To prevent and detect fraud against you or Iota Sciences Limited	For our legitimate interests or those of a third party, i.e. to minimise fraud that could be damaging for us and for you
Conducting checks to identify our customers and verify their identity Screening for financial and other sanctions or embargoes Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, e.g. under health and safety regulation or rules issued by our professional regulator	To comply with our legal and regulatory obligations
Operational reasons, such as improving efficiency, training and quality control	For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for you at the best price
Ensuring the confidentiality of commercially sensitive information	For our legitimate interests or those of a third party, i.e. to protect trade secrets and other commercially valuable information To comply with our legal and regulatory obligations
Statistical analysis to help us manage our business, e.g. in relation to our financial performance, customer base, product range or other efficiency measures	For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best products and services for you at the best price
Preventing unauthorised access and modifications to systems	For our legitimate interests or those of a third party, i.e. to prevent and detect criminal activity that could be damaging for us and for you To comply with our legal and regulatory obligations
Operating customers accounts and administrating guarantees	·        Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. ·        Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interest is that we wish to provide the best possible customer experience to our clients to retain their custom, make reputational gains, and secure repeat custom.
Marketing our products and services and those of selected third parties to: —existing and former customers —third parties who have previously expressed an interest in our products and / or services —third parties with whom we have had no previous dealings	For our legitimate interests or those of a third party – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interest is that we wish to make our products and services known to former, existing and prospective clients to help them find the most appropriate tools for their professional needs, increase our visibility, and gain market shares.

 

6.     Promotional communications

We may use your personal information to send you updates (by email, text message, telephone or post) about our products and/or services, including exclusive offers, promotions or new products and/or services.

We have a legitimate interest in processing your personal information for promotional purposes (see above ‘How and why we use your personal information’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.

We will always treat your personal information with the utmost respect and never sell or share it with other organisations outside the Iota Sciences Limited group for marketing purposes.

You have the right to opt out of receiving promotional communications at any time by:

• contacting us at info@iotasciences.com
• using the ‘unsubscribe’ link in emails

We may ask you to confirm or update your marketing preferences if you instruct us to provide further products and/or services in the future, or if there are changes in the law, regulation, or the structure of our business.

7.     Who we share your personal information with

We routinely share personal information in the UK and EU with:

• companies within the Iota Sciences Limited group
• third parties we use to help deliver our products and/or services to you, e.g. payment service providers, warehouses and delivery companies
• other third parties we use to help us run our business, e.g. marketing agencies or website hosts
• third parties approved by you, e.g. social media sites you choose to link your account to or third party payment providers;

We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. We also impose contractual obligations on service providers relating to ensure they can only use your personal information to provide services to us and to you. We may also share personal information with external auditors, e.g. in relation to ISO or Investors in People accreditation and the audit of our accounts.

We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.

We may also need to share some personal information with other parties, such as potential buyers of some or all of our business or during a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.

We will not share your personal information with any other third party.

8.     Where your personal information is held

Information may be held at our offices and those of our group companies, third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal information with’).

Some of these third parties may be based outside the European Economic Area. For more information, including on how we safeguard your personal information when this occurs, see below: ‘Transferring your personal information out of the EEA’.

9.     How long your personal information will be kept

We will keep your personal information while you have an account with us or we are providing products AND/OR services to you. Thereafter, we will keep your personal information for as long as is necessary:

• to respond to any questions, complaints or claims made by you or on your behalf
• to show that we treated you fairly
• to keep records required by law

We will not retain your personal information for longer than necessary for the purposes set out in this policy. Our retention period for all other information is 6 years.

When it is no longer necessary to retain your personal information, we will delete or anonymise it.

10. Transferring your personal information out of the EEA

To deliver services and products to you, it is sometimes necessary for us to share your personal information outside the European Economic Area (EEA), e.g.:

• with our service providers located outside the EEA;
• if you are based outside the EEA;
• where there is an international dimension to the services we are providing to you

These transfers are subject to special rules under European and UK data protection law.

The following countries to which we may transfer personal information have been assessed by the European Commission as providing an adequate level of protection for personal information:

• USA

Except for the countries listed above, these non-EEA countries do not have the same data protection laws as the United Kingdom and EEA. We will, however, ensure the transfer complies with data protection law and all personal information will be secure. Our standard practice is to use standard data protection contract clauses that have been approved by the European Commission.

If you would like further information please contact us (see ‘How to contact us’ below).

11. Your rights

You have the following rights, which you can exercise free of charge:

Access	The right to be provided with a copy of your personal information (the right of access). Read more about the right of access
Rectification	The right to require us to correct any mistakes in your personal information. Read more about the right to rectification
To be forgotten	The right to require us to delete your personal information—in certain situations. Read more about the right to erasure
Restriction of processing	The right to require us to restrict processing of your personal information—in certain circumstances, eg if you contest the accuracy of the data. Read more about the right to restriction of processing
Data portability	The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations. Read more about the right to data portability
To object	The right to object: —at any time to your personal information being processed for direct marketing (including profiling); —in certain other situations to our continued processing of your personal information, eg processing carried out for the purpose of our legitimate interests. Read more about the right to object to processing
To withdraw consent	When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the end of this privacy notice. If you would like to exercise any of those rights, please:

• email, call or write to us — see below: ‘How to contact us’ and
• let us have enough information to identify you (e.g. your full name, address and customer or matter reference number)
• let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill)
• let us know what right you want to exercise and the information to which your request relates.

12. Keeping your personal information secure

We have appropriate security measures to prevent personal information from being accidentally lost or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

13. How to complain

We hope that we can resolve any query or concern you may raise about our use of your information.

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

 

14. Changes to this privacy policy

We may change this privacy notice from time to time. Last reviewed November 2025.

15. How to contact us

Please contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you.

Our contact details are shown below:

Our contact details
Begbroke Science Park, Begbroke Ln, Woodstock Rd, Oxford OX5 1PF info@iotasciences.com +44 (1865) 309 630