Who We Are
Synectics Medical Ltd (company number 09043744, registered office 48 Fanshawe Crescent, Ware SG12 0AS) is the data controller for the personal data described in this notice. We are registered with the Information Commissioner’s Office (ICO), registration number ZA790642.
Our Data Protection Officer can be contacted by email at sales@synmed.co.uk, marked for the attention of the Data Protection Officer, by post at the address above, or by telephone on 01992 782570.
Who This Notice Covers
This notice explains how we use personal data about:
  • visitors to our website;
  • contacts at our NHS and other customers, including the clinical and technical staff we work with;
  • contacts at our suppliers.
It also explains how we handle patient data in the rare cases where it is recovered from a device returned to us. Our employees receive a separate Staff Privacy Notice.
The Information We Hold
  • Name, job title, organisation and work contact details.
  • Order, equipment, installation and service history.
  • Equipment handover and training records, including the name and signature of the person receiving or trained on equipment.
  • Feedback and complaints you give us.
  • Information about your use of our website, such as your IP address and the pages you visit.
We collect this information through our website, by email, post and telephone, in person, and through messaging services such as WhatsApp. If you work for one of our customers or suppliers, we may also receive your details from your colleagues or your organisation.
How We Use It and Our Legal Basis
  • To supply equipment and services to your organisation, including installation, handover, training and support: our legitimate interests in carrying out our contracts with your organisation (UK GDPR Article 6(1)(f)).
  • To manage business relationships, handle feedback and complaints, improve our products and services, and keep our website secure: our legitimate interests (Article 6(1)(f)).
  • To send information about our products and services to business contacts: our legitimate interests (Article 6(1)(f)). You can opt out at any time by contacting us or by using the unsubscribe link in any email.
  • To meet our legal and regulatory obligations, for example tax, accounting and medical device product safety requirements: legal obligation (Article 6(1)(c)).
We do not sell or rent personal data. We do not use automated decision making or profiling.
Patient Data on Returned Devices
Where a device returned to us contains patient data, we act only as a data processor on the instructions of the NHS organisation responsible for it, which is the data controller. Questions about that data should be directed to that organisation.
Who We Share It With
We share personal data only where needed to run our business, with:
  • service providers acting on our instructions, such as our IT support, cloud hosting and accounting software providers;
  • couriers delivering equipment;
  • professional advisers;
  • regulators and other authorities, where the law requires it.
International Transfers
Our main systems are hosted in the UK. Where any of our service providers process personal data outside the UK, we make sure it is protected by UK adequacy regulations or an approved safeguard, such as the UK International Data Transfer Agreement.
How Long We Keep It
We keep personal data only for as long as necessary:
  • Business contact details: while we have a working relationship with your organisation.
  • Financial records: 6 years.
  • Equipment, service, handover and complaint records: 10 years, as product related quality records.
  • Website security and diagnostic logs: up to 12 months.
How We Protect It
We use appropriate technical and organisational measures to protect personal data, including access controls, multi factor authentication, encrypted company devices and secure cloud hosting, managed under our information security policies.
Cookies
Our website uses cookies to collect standard internet log information and information about how visitors use the site. You can set your browser to refuse cookies; see aboutcookies.org for how to do this.
Your Rights
You have the right to:
  • ask for a copy of your personal data;
  • ask us to correct or erase it;
  • ask us to restrict how we use it;
  • object to our use of it;
  • ask us to transfer it to another organisation.
To exercise any of these rights, contact our Data Protection Officer using the details above.
How to Complain

If you are unhappy with how we have handled your personal data, please contact our Data Protection Officer first. We will acknowledge your complaint within 30 days and keep you informed of progress. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.