PRIVACY POLICY

How ATZ Scientific Services Ltd handles personal information

Effective date: 09 July 2025

Website: atzscientific.co.uk

Company: ATZ Scientific Services Ltd (company number 16573768)

We take privacy seriously. This policy explains what personal information we collect, why we use it, who we may share it with, how long we keep it and the rights available to you.

1. Who we are

ATZ Scientific Services Ltd (“ATZ”, “we”, “us” or “our”) provides independent laboratory instrument maintenance, repair, qualification and technical support. For the personal information described in this policy, ATZ Scientific Services Ltd is the data controller.

Registered office: 6 The Waterway, Nuneaton, England, CV10 7FA

Company number: 16573768

Email: enquiries@atzscientific.co.uk

2. What this policy covers

This policy applies when you visit our website, submit an enquiry, request a quotation, buy or receive services from us, supply services to us, or communicate with us in a professional capacity.

3. Personal information we collect

Depending on how you interact with us, we may collect:

Identity and contact details — such as your name, employer or organisation, job title, business address, email address and telephone number.
Enquiry and service details — such as the support required, instrument manufacturer, model or serial number, reported fault, service history, site location, availability and the contents of messages or documents you send to us.
Customer, supplier and transaction information — such as quotations, purchase orders, contracts, service reports, invoice details, payment status and relevant site-access information.
Communications — such as emails, telephone notes, correspondence, feedback and records of agreed work.
Technical website information — such as IP address, browser and device type, access times, requested pages, security events and server logs generated when the website is used.

We may receive information directly from you, from your employer or a colleague, from a referrer, or from publicly available business sources. Please do not send special-category information (for example medical or biometric information) unless it is genuinely necessary and agreed with us in advance.

4. How we use personal information and our lawful bases

We use personal information only where we have a lawful basis. We may use it to:

Respond to enquiries, understand requirements and prepare quotations — to take steps at your request before entering into a contract and for our legitimate interest in operating our business.
Arrange and deliver maintenance, repair, qualification and technical support; issue service records; and manage the customer relationship — to perform a contract or take pre-contract steps.
Manage orders, invoicing, payments, accounting, tax and audit records — to perform a contract, comply with legal obligations and protect our legitimate business interests.
Maintain service quality, business continuity, safety and accurate records, and establish or defend legal claims — for our legitimate interests and, where applicable, legal obligations.
Protect our website, systems and communications against misuse, fraud and security threats — for our legitimate interests in keeping our services and information secure.
Send relevant business-to-business service updates or marketing where permitted by law — based on consent where required or our legitimate interests, always with an easy way to opt out.

Where we rely on legitimate interests, we consider the necessity of the use and balance our interests against your rights. Where we rely on consent, you may withdraw it at any time.

5. If you do not provide information

You do not have to provide personal information to browse the public website. However, if you do not provide information needed for an enquiry, quotation, site visit or service, we may be unable to respond fully, enter into a contract or deliver the requested work.

6. Who we share personal information with

We may share personal information only where necessary with:

Website hosting, email, IT, communications and security service providers.
Accountants, insurers, legal advisers, auditors and other professional advisers.
Carefully selected engineers, subcontractors, couriers, suppliers or service partners involved in delivering the requested work.
Regulators, courts, law-enforcement bodies, government authorities or other parties where disclosure is required by law or necessary to protect legal rights.
A buyer, investor or professional adviser in connection with a proposed business sale, merger or reorganisation, subject to appropriate confidentiality protections.

Service providers acting for us are expected to use personal information only for the agreed purpose and to protect it appropriately. We do not sell personal information.

7. International transfers

Some service providers may process information outside the United Kingdom. Where personal information is transferred internationally, we will use a lawful transfer mechanism and appropriate safeguards as required by UK data protection law. You may contact us for more information about safeguards relevant to your information.

8. How long we keep personal information

We keep information only for as long as reasonably necessary for the purpose collected, including legal, accounting, safety and dispute-resolution requirements. Our usual retention periods are:

Enquiries that do not become customer work — up to 24 months after the last meaningful contact.
Customer, service, contract, quotation, invoice and related correspondence records — normally up to 7 years after the relevant transaction or customer relationship ends.
Website and security logs — usually up to 12 months, unless a longer period is necessary to investigate an incident, meet a legal requirement or establish or defend a claim.
Marketing preferences — until you opt out or consent is withdrawn, after which we may keep a minimal suppression record so we can respect your choice.

We may retain information for a longer or shorter period where the circumstances, applicable law, an active dispute or a regulatory requirement justify it. When information is no longer needed, we delete or securely anonymise it.

9. Security

We use reasonable technical and organisational measures designed to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. Access is limited to people and providers who need it for legitimate business purposes. No internet or email system is completely secure, so please avoid sending unnecessary sensitive information through the website form or ordinary email.

10. Cookies and website technology

Our website may use strictly necessary cookies or similar technologies required for security, administration and basic operation. We do not currently use advertising cookies, behavioural tracking or public-facing analytics cookies.

If we introduce non-essential analytics, advertising or other tracking technology, we will update this policy and, where required, ask for consent before it is used. Your browser settings may also allow you to block or delete cookies, although doing so can affect website functions.

11. Marketing communications

We may contact business customers or professional contacts about relevant ATZ services where the law permits. We will not send marketing where you have opted out. You can stop marketing communications at any time by using the unsubscribe method provided or emailing enquiries@atzscientific.co.uk. Service, safety, contractual and administrative messages are not marketing and may still be sent where needed.

12. Your data protection rights

Depending on the circumstances and the lawful basis used, you may have the right to:

Ask for access to your personal information and receive a copy.
Ask us to correct inaccurate or incomplete information.
Ask us to delete personal information in certain circumstances.
Ask us to restrict how information is used in certain circumstances.
Object to processing based on legitimate interests and object at any time to direct marketing.
Ask for certain information to be transferred to you or another provider where the right to data portability applies.
Withdraw consent at any time where consent is the lawful basis; withdrawal does not affect earlier lawful processing.

To exercise a right, email enquiries@atzscientific.co.uk. We may need to verify your identity. Rights are not absolute and exemptions may apply, but we will explain our response. We normally respond within one month. There is usually no charge, although a reasonable fee may be permitted for manifestly unfounded or excessive requests.

13. Complaints

Please contact us first if you have a concern so that we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator.

ICO website: ico.org.uk/make-a-complaint

ICO address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

14. Children

Our website and services are intended for organisations and professional users, not children. We do not knowingly collect personal information from children through the website.

15. Automated decisions

We do not use personal information to make solely automated decisions that produce legal or similarly significant effects.

16. External links

Our website may link to third-party websites. Those organisations control their own privacy practices, and we recommend reading their privacy information before providing personal information.

17. Changes to this policy

We may update this policy when our services, website technology or legal obligations change. The latest version will be published on atzscientific.co.uk and will show its effective date. Material changes may also be brought to the attention of relevant contacts where appropriate.

18. Contact us

For privacy questions, rights requests or concerns about how we use personal information, contact: