Privacy Policy
Your privacy and data protection are fundamental to our healthcare services
Last Updated: September 6, 2025
Policy Version: 1.0.0
Introduction
Collabio respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
Table of Contents
1. Important information and who we are
Purpose of this privacy policy
This privacy policy aims to give you information on how Collabio collects and processes your personal data through your use of this website, including any data you may provide through this website when you complete our online form.
Important: This website is not intended for children and we do not knowingly collect data relating to children.
Controller
Collabio is the controller and responsible for your personal data (collectively referred to as AcmeCo Health, "we", "us" or "our" in this privacy policy).
Contact details
If you have any questions about this privacy policy or our privacy practices, please contact our data privacy manager:
Full name of legal entity:
Seb Egan
Email Address:
Seb.Egan@collabiohealthcare.com
Postal Address:
7a-9a Church Street, Cobham, Surrey, KT11 3BP
Telephone:
+44 207 193 0411
Regulatory Authority: 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.
Changes to the privacy policy and your duty to inform us of changes
We keep our privacy policy under regular review. 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.
Third-party links
This 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. When you leave our website, we encourage you to read the privacy policy of every website you visit.
2. 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:
Data Category
Description
Examples
Identity Data
Information that identifies you
First name, last name, title, company name
Contact Data
How we can reach you
Email address, telephone numbers, city, country
Technical Data
Information about your device and connection
IP address, browser type, operating system
Usage Data
How you interact with our services
Website navigation patterns, time spent on pages
Marketing Data
Your communication preferences
Marketing consent, 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.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. We will notify you if this is the case at the time.
3. How is your personal data collected?
We use different methods to collect data from and about you including through:
Direct interactions
You may give us your Identity and Contact Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- Contact us through our online form
- Request marketing to be sent to you
- Enter a competition, promotion or survey
- Give us feedback or make inquiries
Automated technologies or interactions
As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using server logs and other similar technologies.
Third parties or publicly available sources
We may receive personal data about you from various third parties and public sources as set out below:
- Technical Data from analytics providers based outside the UK and EU
- Identity and Contact Data from publicly available sources such as professional networks
4. How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Performance of Contract: Where we need to perform the contract we are about to enter into or have entered into with you
- Legitimate Interest: 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
- Legal Compliance: Where we need to comply with a legal obligation
Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email. You have the right to withdraw consent to marketing at any time by contacting us.
Purposes for which we will use your personal data
Primary Business Purposes
- Contact Form Processing: Responding to your specific inquiries and messages
- Business Evaluation: Assessing potential investment opportunities, partnerships, or professional relationships
- Communication Management: Maintaining records of our business communications and follow-up activities
- Due Diligence: Conducting initial screening and evaluation processes for potential business relationships
Legal and Security Purposes
- Fraud Prevention: Using IP addresses and technical data to detect and prevent fraudulent submissions
- Legal Compliance: Maintaining records as required by financial services regulations and data protection laws
- Data Integrity: Ensuring the accuracy and validity of submissions through automated validation
- Consent Management: Tracking your privacy policy consent and version history for compliance purposes
Marketing
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
Promotional offers from us
We may use your Identity, Contact, Technical, and Usage Data to form a view on what we think you may want or need, or what may be of interest to you. You will receive marketing communications from us if you have requested information from us and you have not opted out of receiving that marketing.
Third-party marketing
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
Opting out
You can ask us or third parties to stop sending you marketing messages at any time by contacting us. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service inquiry or other transactions.
5. Disclosures of your personal data
We may share your personal data with the parties set out below for the purposes set out in section 4 above.
We May Share Your Information With:
- Service Providers: Third-party vendors who assist with website hosting, database management, and technical infrastructure, all bound by data processing agreements
- Professional Advisors: Legal counsel, accountants, and consultants bound by confidentiality obligations
- Regulatory Bodies: When required by law, regulation, or court order
- Business Partners: With your explicit consent for specific transactions or opportunities
Internal Third Parties
Other companies in our company group acting as joint controllers or processors who provide IT and system administration services and undertake leadership reporting.
External Third Parties
- Service providers: Who provide IT and system administration services
- Professional advisers: Including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services
- Government bodies: HM Revenue & Customs, EU regulators and other authorities who require reporting of processing activities in certain circumstances
We Do Not:
- Sell your personal data to third parties for marketing purposes
- Share your information with unauthorized parties
- Use your data for purposes beyond those stated in this policy without consent
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. International transfers
Some of our external third parties are based outside the United Kingdom and the European Economic Area, so their processing of your personal data will involve a transfer of data outside the EU.
Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data
- We may use specific contracts approved by data protection authorities, which give personal data the same protection it has in the EU
- We may request your specific consent to transfer your personal data, in accordance with applicable data protection law
- We may rely on the fact that the transfer is necessary for the performance of our contract with you
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EU.
7. Data security
We implement appropriate technical and organizational measures to protect your personal data:
Security Measures
- Encryption: Data is encrypted both in transit and at rest using industry-standard encryption
- Access Controls: Strict access controls with role-based permissions and authentication
- Network Security: Secure network configurations and access restrictions
- Regular Monitoring: Continuous monitoring of systems for security threats and vulnerabilities
Organizational Controls
- Staff Training: Regular privacy and security awareness training for all personnel
- Security Policies: Comprehensive data security and privacy policies and procedures
- Incident Response: Documented procedures for detecting, responding to, and reporting security incidents
- Regular Reviews: Periodic security assessments and updates to security measures
In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
Data Breach Response
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. In the event of a data breach, we will:
- Notify affected individuals within the timeframes required by applicable law
- Report breaches to relevant supervisory authorities where required
- Take immediate steps to contain and remediate any security incident
8. Data retention
How long will you use my personal data for?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
Contact Form Data
- Contact Submissions: Up to 7 years from submission date as required by applicable business and regulatory requirements
- Consent Records: Maintained for the duration of data retention for compliance purposes
Communication Data
- Active Inquiries: Until business relationship is established or inquiry is resolved
- Marketing Communications: Until you unsubscribe or withdraw consent
Data Deletion
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
Data is securely deleted or anonymized after retention periods expire. You may request earlier deletion subject to legal and regulatory requirements. Some data may be retained in anonymized form for statistical purposes.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
9. Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
Right to Access
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.
Right to Erasure
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. Note that we may not always be able to comply with your request for specific legal reasons.
Right to Restrict Processing
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in certain scenarios such as if you want us to establish the data's accuracy or where our use of the data is unlawful.
Right to Withdraw Consent
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.
Right to Rectification
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.
Right to Object
Object to processing of your personal data where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing as you feel it impacts on your fundamental rights and freedoms.
Right to Data Portability
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.
How to Exercise Your Rights
If you wish to exercise any of the rights set out above, please contact us using the contact details provided in section 1.
No fee usually required
You will not 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 if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
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.
Time limit to respond
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 this case, we will notify you and keep you updated.
For data access requests, we can provide information about what personal data we hold about you and how it is processed, in commonly used electronic formats where technically feasible.
10. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to track activity on our website and store certain information. Cookies are files with small amount of data which may include an anonymous unique identifier.
Types of Cookies We Use
Cookie Type
Purpose
Duration
Essential Cookies
Necessary for website functionality and cannot be disabled
Session / 1 Year
Analytics Cookies
Help us understand how visitors interact with our website
13 months
Marketing Cookies
Used to deliver relevant advertisements to you
13 months
Functional Cookies
Remember your preferences and settings
1 Year
Managing Your Cookie Preferences
You can control and/or delete cookies as you wish. You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed.
Note: If you disable cookies, some parts of this website may not function properly.
Browser Settings:
- Chrome: Settings > Privacy and Security > Cookies and other site data
- Firefox: Preferences > Privacy & Security > Cookies and Site Data
- Safari: Preferences > Privacy > Cookies and website data
- Edge: Settings > Cookies and site permissions
Third-Party Cookies
We may use third-party services that place cookies on your device, including:
- Google Analytics: For website analytics and performance monitoring
- Marketing Platforms: For targeted advertising and conversion tracking
- Social Media: For social sharing functionality
Cookie Consent
By continuing to use our website, you consent to our use of cookies as described in this policy. You can withdraw your consent at any time by adjusting your browser settings or contacting us directly.
Legal Basis: Our use of cookies is based on your consent and our legitimate interests in operating and improving our website, analyzing usage patterns, and providing personalized experiences.
