Privacy Policy

This Privacy Policy explains how CareMeds Limited collects, uses, stores and protects personal information.

This policy gives important information about:

• how we collect and use personal information from people who visit our website, contact us, use our services, attend demonstrations, request information, or work for our customers or prospective customers; and

• how we process personal information on behalf of our customers when providing our products and services.

1. Personal information we collect

We may collect and use the following types of personal information:

Personal and business contact details

This may include your name, job title, business name, email address, telephone number, postal address, role, location and any other information you provide when contacting us.

Information you provide to us

This may include information submitted through our website forms, enquiry forms, demonstration requests, support requests, email correspondence, telephone calls, webinars, events, surveys or other communications with us.

Information created through our relationship with you

This may include records of meetings, product demonstrations, service enquiries, support communications, account management activity, contractual discussions and other business communications.

Information from public or third-party sources

Where lawful and appropriate, we may collect business contact details from publicly available sources, professional networking platforms, industry directories, event organisers or other relevant third-party sources.

Website and technical information

When you visit our website, we may collect information such as your IP address, browser type, device information, pages visited, time spent on our website, referral source and cookie preferences.

2. How we use your personal information

We use personal information for the following purposes.

To respond to enquiries

Where you contact us, request information, submit a form or ask for a demonstration, we use your information to respond to your request, provide relevant information and manage any pre-contract discussions.

To provide our services

Where we provide services to the organisation you work for, we may use your personal information to deliver those services, manage the customer relationship, provide training, support users, maintain records and communicate service-related information.

To promote our products and services

We may use business contact details to contact you about our products, services, events, updates or materials that we believe may be relevant to your role or organisation.

We will only send direct marketing where we are permitted to do so by law. You can opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us directly.

To manage webinars, events and demonstrations

If you register for or attend a webinar, event, meeting or product demonstration, we may use your personal information to administer your attendance, communicate with you about the event and follow up with relevant information.

To administer and improve our business

We may use personal information for internal business purposes, including administration, record keeping, staff training, quality monitoring, system improvement, product development, reporting and business planning.

To protect our legal rights

We may use personal information where necessary to protect, enforce or defend our legal rights, comply with legal obligations, respond to lawful requests or manage disputes.

To improve our systems and services

We may use information to understand how our website, systems and services are used, to improve functionality, security, performance, usability and customer experience.

3. Lawful basis for using your personal information

We only use personal information where we have a lawful basis to do so.

Depending on the circumstances, we may rely on one or more of the following lawful bases:

Legitimate interests

We may process personal information where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include responding to enquiries, managing customer relationships, promoting relevant services to business contacts, improving our services and protecting our business.

Contract

We may process personal information where it is necessary to perform a contract with you or the organisation you represent, or to take steps before entering into a contract.

Legal obligation

We may process personal information where necessary to comply with a legal or regulatory obligation.

Consent

Where required, we may ask for your consent, for example in relation to certain marketing communications or non-essential cookies. Where we rely on consent, you can withdraw it at any time.

4. Who we share your personal information with

We do not sell your personal information.

We may share personal information with trusted third parties where necessary to operate our business, provide our services or comply with legal obligations. These may include:

• IT, hosting, cloud infrastructure and software providers;

• website, analytics and marketing service providers;

• customer relationship management and communication platforms;

• professional advisers, including legal, accounting and insurance advisers;

• payment, finance or administrative service providers;

• regulators, public authorities, courts or law enforcement bodies where required by law; and

• other third parties where necessary to protect our rights, users, customers or business.

Where third-party service providers process personal information on our behalf, they are only permitted to use it in accordance with our instructions and for the purposes for which the information was provided.

5. International transfers of personal information

Some of our service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure appropriate safeguards are in place as required by data protection law. This may include adequacy regulations, standard contractual clauses, international data transfer agreements or other legally recognised safeguards.

6. How long we keep your personal information

We only keep personal information for as long as necessary for the purposes for which it was collected.

The retention period may vary depending on the type of information, the reason it was collected, our legal or regulatory obligations, contractual requirements and whether the information is needed to resolve disputes or enforce agreements.

When personal information is no longer required, we will securely delete, anonymise or archive it in accordance with our internal retention procedures.

7. Cookies and similar technologies

Our website may use cookies and similar technologies to help the website function, improve your browsing experience, understand website usage and support marketing activity.

A cookie is a small file placed on your device when you visit a website. Cookies can be set by the website you are visiting or by third-party providers.

We may use the following types of cookies:

Strictly necessary cookies

These cookies are required for the website to function and cannot usually be switched off. They may be used for security, page navigation, form submission, cookie preference storage or other essential functions.

Analytics cookies

These cookies help us understand how visitors use our website, such as which pages are visited and how users interact with the site. This helps us improve the website and user experience.

Marketing cookies

These cookies may be used to deliver relevant advertising, measure campaign performance or understand how users interact with our marketing activity.

Preference cookies

These cookies allow the website to remember choices you make, such as cookie preferences or display settings.

Where required by law, we will only set non-essential cookies with your consent. You can manage or withdraw your cookie preferences through the cookie settings on our website or through your browser settings.

8. Your rights

You have rights in relation to your personal information. These may include the right to:

• request access to the personal information we hold about you;

• request correction of inaccurate or incomplete personal information;

• request deletion of your personal information;

• request restriction of processing;

• object to certain types of processing, including direct marketing;

• request transfer of your personal information to another organisation;

• withdraw consent where we rely on consent; and

• complain to the UK Information Commissioner’s Office.

Some rights may only apply in certain circumstances. We may need to verify your identity before responding to a request.

To exercise your rights, please contact us using the details below.

9. Marketing preferences

You can ask us to stop sending marketing communications at any time.

You can do this by clicking the unsubscribe link in our marketing emails or by contacting us directly.

If you opt out of marketing, we may still contact you about service-related matters, contractual issues, support requests or other non-marketing communications.

10. Security of your personal information

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include access controls, secure systems, staff training, monitoring, data backup procedures and contractual controls with service providers.

No system can be guaranteed to be completely secure, but we take reasonable steps to protect personal information and keep our security arrangements under review.

11. Our role when processing personal information on behalf of customers

Our services may involve processing personal information on behalf of our customers.

Where we process personal information on behalf of a customer, we do so as a processor and act only on the customer’s documented instructions. The customer remains responsible for determining the purposes and lawful basis for the processing of that personal information.

If your personal information is processed by us on behalf of one of our customers and you wish to exercise your data protection rights, you should contact that customer directly or refer to their privacy notice.

12. Children’s personal information

Our website and services are intended for business users and are not directed at children.

We do not knowingly collect personal information from children through our website for marketing or general business enquiry purposes.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will be published on our website. Where changes are significant, we may take additional steps to notify users or customers where appropriate.

This Privacy Policy was last updated on: 11/06/2026

You also have the right to complain to the UK Information Commissioner’s Office. The ICO is the UK’s supervisory authority for data protection matters.