1. Introduction

Voov Surgical Limited (referred to as “Voov Surgical”, “We, “Our” or “Us”), is committed to protecting the privacy and security of your personal information. We take care to protect the privacy of our customers, business partners, suppliers, employees, and all other individuals who interact with us or visit our website.

We have developed this privacy notice to inform you of the data we collect, what we do with your information, what we do to keep it secure as well as the rights and choices you have over your personal information.

We may provide additional privacy notices to you at the time we collect your data. Such notices will govern how we process the information you provide at that time.

Throughout this document we refer to Data Protection Legislation, which means the Data Protection Act 2018 (DPA 2018), United Kingdom General Data Protection Regulation (UK GDPR), the Privacy and Electronic Communications (EC Directive) Regulations 2003 and any legislation implemented in connection with the aforementioned legislation. Where data is processed by a controller or processor established in the European Union or comprises the data of people in the European Union, it also includes the EU General Data Protection Regulation (EU GDPR). This includes any replacement legislation coming into effect from time to time.

2. Data Controller

Voov Surgical is the controller for the personal information we process as identified in this privacy notice.

We are registered with the Information Commissioner’s Office (the ICO) with registration number [INSERT REGISTRATION NUMBER].

We have appointed a Data Protection Officer to help us monitor internal compliance, inform and advise on data protection obligations, and act as a point of contact for data subjects and the ICO.

Our Data Protection Officer is:

[INSERT DPO DETAILS]

We have also appointed an EU Representative to act on our behalf for EU GDPR matters.

Our EU Representative is [INSERT EU REPRESENTATIVE DETAILS].

For further details on how you can contact us or our EU Representative, please see the contact us section below.

3. The information we collect and when

We only collect personal information that we know we will genuinely use and in accordance with the Data Protection Legislation. The type of personal information that we will collect on you depends on the nature of the relationship that we have with you. We may collect the following:

• Personal and business contact information (such as name, job title and employer name, email address, mailing address, phone number)
• Biographical and demographic information (such as date of birth, age, gender)
• Your photograph, social media handle or digital or electronic signature
• Cookies and IP addresses. For more information, please see our Cookie Policy
• Professional credentials, educational and professional history, and institutional affiliations
• Your experiences, opinions, feedback or reviews on our products and services
• CCTV images if you visit one of our sites
• Other information that we may collect which is not specifically listed here but which we will use in accordance with this privacy notice or as otherwise disclosed at the time of collection

In most instances, you are under no statutory or contractual requirement or obligation to provide us with your personal information; however, we require some information to enter into a contract with you.

4. How we use your information

4.1 Collection

In most instances we collect personal information directly from you. In other instances, we may collect your information when you use our website, when you have attended an event to which we are affiliated, or from publicly available sources.

4.2 Lawful basis

We only process, store or transfer your personal information when we have a legal basis for doing so. The legal basis we rely on to process the information identified in this notice are:

• Legitimate Interest
• Consent
• Legal obligation
• Contractual obligation

4.3 Purpose

We may use your data for the following purposes:

• To contact you regarding your enquiries or to reply to any questions, suggestions, issues, or complaints you have contacted us about
• To send you marketing communications (where permitted)
• To perform and administer our business operations
• To improve our products and services
• To comply with our legal and regulatory obligations
• To detect, investigate, and prevent activities that may violate our policies or be illegal

4.4 Sensitive data

Voov Surgical does not typically collect or process sensitive personal data (also known as special categories of data). If we do need to process such data, we will ensure that the processing is necessary and lawful, and we will inform you of this processing.

5. Who we might share your information with

We may share your personal data with trusted third-party organisations, subject to written agreements, as follows:

• With business partners and corporate affiliates to support our services
• With third party companies or individuals to perform services on our behalf (such as IT services, data analysis, email delivery, hosting services, customer service)
• With professional advisors, such as lawyers, bankers, auditors, and insurers
• With government or law enforcement officials or private parties as required by law

6. International transfers of information

Whenever we transfer your personal information outside of the UK to countries not deemed by the ICO to provide an adequate level of personal information protection, the transfer will be based on safeguards that allow us to conduct the transfer in accordance with the data protection legislation.

7. How we keep you updated on our products and services

We will send you relevant news about our products and services in a number of ways including by email, but only if you have previously consented to receive these marketing communications. When you make an enquiry on our website or place an order, we will ask you if you would like to receive marketing communications from us.

You can change your marketing preferences at any time by contacting us using the details in the ‘How to contact us’ section.

8. Your rights over your information

You have certain rights over your personal information, including:

• The right to be informed about our collection and use of personal data
• Right to access your personal information
• Right to rectification
• Right to erasure
• Right to restrict processing
• Right to data portability
• Right to object

To exercise any of these rights, please contact us using the details in the ‘How to contact us’ section.

9. How long we keep your information for

We will retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

10. Security

We take security measures to protect your information including:

• Limiting access to our buildings to those that we have determined are entitled to be there
• Implementing access controls to our information technology
• Using appropriate procedures and technical security measures to safeguard your information

11. Changes to Our Privacy Notice

We may change this privacy notice from time to time. We recommend that you check this notice regularly to keep up to date.

12. How to contact us

If you have any questions about this privacy notice or wish to exercise any of your rights, please contact us by one of the following means:

By email: [INSERT EMAIL]

By post: [INSERT ADDRESS]

By phone: [INSERT PHONE NUMBER]

If you are based in Europe, you can contact our EU Representative:

[INSERT EU REPRESENTATIVE CONTACT DETAILS]

Thank you for taking the time to read our privacy notice.

This notice was last updated on [INSERT DATE].