Privacy Policy

Safelab Systems Limited

Privacy Notice FOR CUSTOMERS, SUPPLIERS & THIRD PARTIES

Effective Date: 25/02/2026

Safelab Systems Limited referred to as we, us or our is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect your personal data in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003.

1. Information About Us

Safelab Systems Limited
Company Number 05336826

Registered Office
Airone Building
8 Beaufighter Road
Weston super Mare
North Somerset
BS24 8EE

VAT Number 860213163

Email safelab@safelab.co.uk
Telephone 01934 421340

2. What This Policy Covers

This Privacy Policy explains

What personal data we collect
How and why we use it
The lawful bases we rely on
How long we retain it
Who we share it with
Your rights under UK data protection law

This policy applies to customers, suppliers, business contacts, website visitors and newsletter subscribers.

3. What Is Personal Data

Personal data means any information relating to an identified or identifiable individual.

This may include

Name
Job title
Business contact details
Email address
Telephone number
Billing information
IP address

4. What Personal Data Do We Collect

We may collect personal data when you

Purchase products or services
Make an enquiry
Contact us by email or telephone
Visit our website
Subscribe to our newsletter
Engage with us in a business capacity

The categories of data we may collect include

Name and job title
Business address
Business email address
Telephone number
Payment and transaction details
Marketing preferences and subscription status
Technical website usage data

We do not knowingly collect special category personal data.

5. How Do We Collect Your Personal Data

We collect personal data

Directly from you when you contact us, place an order or subscribe
From business correspondence
Through our website
From publicly available business sources
Through existing commercial relationships

6. How We Use Your Personal Data

We will only process your personal data where we have a lawful basis under UK data protection law.

We may use your personal data to

Provide and manage your account
Supply products and services
Process payments and maintain financial records
Respond to enquiries and provide customer support
Manage supplier and business relationships
Improve our website, products and services
Comply with legal obligations
Establish, exercise or defend legal claims
Send relevant business communications in accordance with applicable law

We will not use your personal data for purposes that are incompatible with those described in this Privacy Policy.

6A. Email Marketing and Electronic Communications

We may send business related marketing communications including newsletters, product updates, industry information and company news.

Our marketing practices comply with UK data protection law and the Privacy and Electronic Communications Regulations.

Corporate Subscribers

Where we send marketing emails to corporate business email addresses such as example@company.co.uk, we rely on our legitimate interests as our lawful basis.

Our legitimate interest is promoting relevant products and services to businesses operating in sectors aligned with our services.

We consider such communications proportionate, relevant and reasonably expected within a business to business commercial context.

Recipients have the right to object at any time.

Existing Customers

Where you are an existing customer and have purchased from us, we may send marketing communications relating to similar products or services, provided

We obtained your contact details during a sale or negotiations for a sale
You were given the opportunity to opt out when your details were collected
You are given the opportunity to opt out in every subsequent communication

Sole Traders and Partnerships

For sole traders and non incorporated partnerships, we will only send marketing communications where we have obtained valid consent or where another lawful basis clearly applies.

Newsletter Subscribers

If you subscribe to our newsletter via our website or another sign up method, we rely on your consent as our lawful basis.

Consent is obtained through a clear opt in mechanism and can be withdrawn at any time.

Use of Mailchimp

We use Mailchimp as our email marketing platform. Mailchimp processes personal data such as your name and email address on our behalf as a data processor.

Mailchimp may process personal data outside the United Kingdom. Where this occurs, appropriate safeguards are implemented in accordance with UK data protection law.

Your Right to Opt Out

All marketing emails include a clear unsubscribe mechanism.

You may also object to receiving marketing communications at any time by contacting us directly.

If you opt out, we will stop sending marketing communications promptly. We may retain limited information to ensure your opt out preference is respected.

7. Lawful Bases for Processing

Under UK data protection law, we rely on one or more of the following lawful bases

Contract
Legal obligation
Legitimate interests
Consent

Contract means processing necessary to fulfil a contract or take steps before entering into one.

Legal obligation means processing required to comply with legal duties.

Legitimate interests means processing necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

Consent means you have given clear permission for us to process your data for a specific purpose, for example newsletter subscriptions.

You have the right to withdraw consent at any time and to object to processing based on legitimate interests, including direct marketing.

8. How Long We Keep Your Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected.

Retention periods depend on

The nature of the data
Legal and regulatory requirements
Contractual obligations
Limitation periods for legal claims

Where personal data is processed for marketing

We retain it while we have a lawful basis to do so
If you unsubscribe or object, we will stop processing for marketing
We may retain minimal data on a suppression list to ensure compliance with your opt out

9. How We Store and Protect Personal Data

We implement appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage.

This includes

Secure IT systems
Access controls
Data minimisation
Written agreements with third party processors

Some third party providers including Mailchimp may process personal data outside the United Kingdom.

Where this occurs, we ensure appropriate safeguards such as legally approved international transfer mechanisms.

10. Sharing Personal Data

We may share personal data with

Payment providers
Delivery partners
IT and hosting providers
Email marketing service providers
Professional advisers
Regulatory authorities where legally required

All processors are contractually required to protect personal data and comply with UK data protection law.

We do not sell personal data.

11. Your Data Protection Rights

You have the right to

Be informed about how your data is used
Access your personal data
Request correction of inaccurate data
Request deletion where applicable
Restrict processing
Object to processing including direct marketing
Request data portability
Withdraw consent

Requests may be made using the contact details below.

You also have the right to lodge a complaint with the Information Commissioner Office.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact

Safelab Systems Limited
Airone Building
8 Beaufighter Road
Weston super Mare
North Somerset
BS24 8EE