CIMAR (UK) Ltd Privacy Policy
Last modified: September 4, 2025
Introduction
We are CIMAR (UK) Limited, registered in England and Wales under company number 04752549 and with a registered office at 124 City Road, London, England, EC1V 2NX.
This privacy notice will inform you as to how we look after your personal data when you:
- visit our website cimar.co.uk (‘Website’); and
- use CIMAR products or services
and tells you about your privacy rights and how the law protects you.
CIMAR (UK) Limited and (‘we‘, ‘us’ or ‘our‘) is the controller and responsible for your personal data. We respect your privacy and are committed to protecting your personal data. We strive to ensure that we are clear about how we will use the personal data that we collect. We process personal data in accordance with the UK General Data Protection Regulation (GDPR), Data Protection Act 2018, Privacy and Electronic Communications Regulations 2003 (as amended) and other applicable laws that regulate protection and privacy of your personal data, each as amended from time to time (the ‘data protection laws‘).
Purpose of this privacy notice
This privacy notice aims to give you information on how we collect and process your personal data through your use of our Website, products or services, including any data you may provide where you create an account to use our products or services.
It is important that you read this privacy notice together with any other privacy notices or fair processing notices we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements other notices and privacy policies and is not intended to override them.
How to contact us
If you have any questions about this privacy notice or our privacy practices, please contact us via email at support@cimar.co.uk.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
Change to this privacy notice
We keep our privacy notice under regular review. It is important that you check for updates to this privacy notice each time you use the Website. Historic versions can be obtained by contacting us.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes your name, title, date of birth and gender.
- Contact Data includes your physical address, email address, telephone numbers, including via support tickets you have with us.
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access the Website and use our products or services.
- Profile Data includes your username and password, name and contact information, products and services used by you, preferences, feedback and survey responses.
- Usage Data includes information about how you use the Website and our products or services, such as the date and time you access the Website or sign into your account, the Internet address of websites from which you link to our Website, the computer technology you are using and your movements and preferences on our Website.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.In limited circumstances we may collect, use or share aggregated data such as statistical or demographic data, or collect special categories of Personal Data about you, including details about your race, ethnicity, or political opinions. We do not collect any Personal Data about criminal convictions and offences via this Website or the Services. Where we process special categories of data, we will process this data under the correct lawful basis and conditions for processing, as required under applicable data protection legislation, and we will only use your Personal Data when the law allows us to.
Please note that where we need to collect personal data from you (either as required by law or to enable us to provide services to you) and you fail to provide such data when requested, we may not be able to provide you with the relevant products or services. We do not collect personal data relating to children.
We do not collect or store any credit or debit card details, as these are handled by a third-party payment provider (e.g. Stripe, PayPal, GoCardless). By making a payment, you supply your details to these third parties in accordance with their own terms and privacy notices, and they are solely responsible for processing that information. We encourage you to read the privacy notice of every third-party payment provider you use (including visiting third party websites from the Website).
Please note that the Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. We encourage you to read the privacy notice of every third-party website you visit.
We use remarketing services to advertise on third party websites to previous visitors to our Website. It could mean that we advertise to previous visitors who haven’t completed a task on our Website, for example using the contact form to make an enquiry. This could be in the form of an advertisement on a search results page or on third party websites. Third-party vendors use cookies to serve ads based on someone’s past visits to the Website. To opt out of these cookies and retargeting ads please visit http://www.networkadvertising.org/choices/.
How we collect your personal data
We use different methods to collect data from and about you including:
Method Type(s) of personal data Examples of data collection Direct interactions Identity Data Contact Data Profile Data Usage Data Marketing and Communications Data
Creating an online profile to use our products or services. Your request that we provide a service to you.
Your use of our products or services.
Subscribing to receive marketing communications.
Giving us feedback or otherwise contacting us.
Automated technologies or interactions Technical Data Usage Data
Data automatically collected as you use the Website, including data about your equipment (including your phone or other equivalent device), browsing actions and patterns. We collect this data by using cookies and similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. E.g. Logs relating to logging in.
Third party partners Identity Data Contact Data Profile Data Usage Data Technical Data We may receive Personal Data from: - Providers of technical and cloud hosting services based worldwide.
- Companies analysing traffic on the Website.
- Analytics providers such as Google Analytics.
- Advertising networks such as Google AdSense.
How we use your personal data
We will only use your personal data when the applicable data protection laws allow us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where you have given your consent for us to use your personal data in this way. Where applicable, please note that you have the right to withdraw consent to marketing communications at any time by contacting us or unsubscribing via the link in our emails.
- Where we need to comply with a legal obligation.
Purposes for which we will use your personal data
Set out below is a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so.
We may process your personal data for more than one lawful use depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one use has been set out in the table below.
Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest To register you for use of our products or services and create a user profile. Identity Data Contact Data Usage Data Performance of a contract with you. Necessary for our legitimate interests. Necessary for supporting your use of our services.
To process and deliver your request for products or services. Identity Data Contact Data Profile Data
Performance of a contract with you Necessary for our legitimate interests. In circumstances where you have visited our Website, the Website will capture certain details about you through the use of cookies. Technical Data Usage Data Necessary for our legitimate interests. To manage our relationship with you which will include: - Notifying you about changes to our terms or privacy notice
- Asking you to leave a review or take a survey
Identity Data Contact Data Profile Data Marketing and Communications Data
Performance of a contract with you. Necessary to comply with a legal obligation.
Necessary for our legitimate interests.
You have provided your explicit consent.
To administer and protect our business (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data). Identity Data Contact Data Technical Data
Necessary for our legitimate interests. Necessary to comply with a legal obligation.
To deliver relevant Website content to you. To grow our business by measuring or understanding the effectiveness of the advertising we provide to you and by studying our customers’ use of our services.
Identity Data Contact Data Profile Data Usage Data Marketing and Communications Data
Technical Data
Necessary for our legitimate interests. To use data analytics to improve the Website, services, marketing, client relationships and experiences. Technical Data Usage Data Necessary for our legitimate interests. To make suggestions and recommendations to you about products or services that may be of interest to you. Identity Data Contact Data Technical Data Usage Data Profile Data Marketing and Communications Data
Necessary for our legitimate interests. You have provided your explicit consent.
To work with third party partners to improve our goods and services offering and to develop and commercialise additional goods and services. Identity Data Contact Data Technical Data Usage Data Profile Data
Necessary for our legitimate interests. You have provided your explicit consent.
Marketing and Communications Data Opting out of marketing communications
Where applicable, you can ask us to stop sending you marketing messages at any time by: (i) following the opt-out links on any marketing message sent to you; or (ii) contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of any services you have purchased from us, or communications relating to a service experience.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Disclosures of your personal data
Other than as expressly set out in this privacy notice or as otherwise permitted under applicable data protection law, we will not share, sell or distribute any of the personal data you provide to us without your consent.
We may share your personal data with third parties under this privacy notice, for the purposes set out in the table above, in the following circumstances:
- to our service providers, who handle that data on our behalf and in accordance with our instructions under contract (called “data processors”). These include IT and software suppliers, third party data analysis providers, data hosting providers and agencies we may use to conduct fraud, know-your-client and due diligence checks;
- to any affiliate or third-party companies and/or organisations to whom disclosure is necessary to enable us to provide you with the services you have purchased from us;
- if we are under a duty to disclose or share your personal data to comply with any legal obligation, for example where we have a legal obligation to share your data with a regulatory authority, or to law enforcement agencies;
- if our business or substantially all of our assets are acquired by a third party, in which case personal data held by us about our customers will be one of the transferred assets, although your data will continue to be used for the same purposes; and
- where disclosure is necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be required by law (including without limitation to any legal adviser, court, regulator or other relevant authority).
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. Unless you have otherwise consented to such use, we do not allow our third-party service providers to use your personal data for their own purposes, and we otherwise only permit them to process your personal data for specified purposes and in accordance with our instructions.
When will we send your data internationally?
The personal data that we collect from you during sales, procurement and support — and not involving any sensitive patient data on the CIMAR Platform — may be transferred to, and stored in, the United Kingdom, countries of the European Economic Area (EEA), and countries outside of the UK/EEA, including as part of the provision of our services.
To safeguard your personal data, we will only permit such a transfer of your data outside the UK and/or the EEA under a contract or another appropriate mechanism which is authorised under the applicable data protection laws. This is to make sure that your personal data is safeguarded in accordance with the same legal standards that apply to us when we are handling your personal data in the UK and EEA.
Data security
We employ appropriate technological and operational security measures to protect personal data we hold against any unauthorised access, any unlawful processing or loss. We have procedures in place to deal with any suspected personal data breach, and we will notify you and any applicable data privacy regulator of a personal data breach where we are required to do so under applicable data protection laws.
Data transmission over the internet is not 100% secure, and although we employ appropriate technological and organisational security measures to protect your data from unauthorised access, we cannot guarantee the security of any data sent over the internet or by public communications services. (For example, your access and use of our Services via an insecure public WIFI connection).
Data retention
We will only retain your personal data for as long as is reasonably necessary to fulfil the purposes we collected it for. This includes for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period if you instruct us to under contract, or in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
By law we have to keep basic information about our customers (including Contact and Identity Transaction Data) for six years after they cease being customers for tax purposes. Personal data that we no longer need to hold is securely disposed of and/or anonymised, so you can no longer be identified from it.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research, statistical or other purposes, in which case we may use this information indefinitely without further notice to you.
Your legal rights
Under certain circumstances, you have rights under applicable data protection laws in relation to your personal data. If you wish to exercise any of these rights, please contact us.
You will not normally have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee (or refuse to comply with your request) if your request is clearly unfounded, repetitive or excessive.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests, in which case we will keep you updated regarding these timings.
Your legal rights:
- Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in certain circumstances.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. (Note: bulk migration of data will incur costs to you – we can only provide such a service when the scope, complexity and volumes involved are documented and agreed under contract as a service we can provide).
You can withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
Cookies
The Website uses cookies to distinguish you from other users of the Website. A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive. Cookies help us to provide you with a good experience when you browse the Website and allows us to improve the Website. Please visit our cookie policy for more information: https://www.cimar.co.uk/cookie-policy/
Last updated: 4 September 2025