Privacy & Cookies
Privacy Notice Promatica Digital Ltd | Company No. 12288791 | ICO Reg: ZA570532 Last updated: May 2026 | Version 1.0
This notice explains what personal data we collect, why we collect it, how we use it, and your rights under UK GDPR and the Data Protection Act 2018. If you have any questions, please contact us at info@promaticadigital.co.uk.
1. Who We Are
Promatica Digital Ltd is the data controller for personal data collected through our website (promaticadigital.co.uk), our feedback and enquiry forms, and our digital health products including PRISM.
Registered name: Promatica Digital Ltd Company number: 12288791 Registered address: Heart Centre Ltd, Bennett Road, Leeds, LS6 3HN ICO registration number: ZA570532 Contact email: info@promaticadigital.co.uk Telephone: 0330 111 2842
2. What Personal Data We Collect
2a. Website visitors
When you visit our website, we automatically collect certain technical information about your device and browsing behaviour, including:
IP address and approximate location
Browser type and version
Pages visited and time spent on each page
Referring website or search terms that brought you to us
This is collected through cookies, log files, and analytics tools (see Section 7 for more on cookies).
2b. Enquiry and contact forms
If you contact us through our website or fill in a contact form, we collect:
Name and job title
Organisation name and email address
The content of your message or enquiry
2c. Practice feedback forms
If you complete a feedback form relating to your experience of Promatica or our products, we collect:
Name and job title (if you choose to provide them; feedback may be submitted anonymously)
Practice name and ODS code
Email address (if provided)
Your free-text feedback responses
3. Lawful Basis for Processing
UK GDPR requires us to identify a lawful basis for each category of processing. We rely on the following:
Website analytics and technical monitoring: Legitimate interests — improving our website and understanding how visitors use it.
Responding to enquiries submitted via our contact form: Legitimate interests — responding to business and product enquiries.
Practice feedback forms: Legitimate interests — evaluating and improving our products and services.
Using feedback quotes or case studies in marketing materials: Consent — we will ask for your explicit permission before using identifiable feedback publicly.
Complying with legal obligations: Legal obligation — where required by law or regulation.
4. How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To operate, maintain, and improve our website and digital products
To respond to enquiries and provide information about our products and services
To assess and improve the quality of our products based on practice and user feedback
To detect and prevent fraud or misuse of our services
To comply with our legal and regulatory obligations
We will not use your personal data for any purpose that is incompatible with the purpose for which it was collected, without first obtaining your consent.
5. Sharing Your Personal Data
We do not sell your personal data. We may share it with trusted third-party processors who act on our behalf, under written data processing agreements, including:
Google (Analytics, Search Console, Tag Manager): Website analytics and performance monitoring.
Form hosting providers (e.g. Microsoft Forms, Typeform): Collection and storage of feedback and enquiry form responses.
Cloud hosting and IT infrastructure providers: Secure storage and processing of data.
We may also disclose personal data where required by law, regulation, or a lawful request from a regulatory body or court.
We do not transfer your personal data outside the United Kingdom unless adequate safeguards are in place in accordance with UK GDPR requirements.
6. How Long We Keep Your Data
Website analytics data: 26 months (Google Analytics default).
Enquiry and contact form submissions: 24 months from the date of submission.
Practice feedback form responses: 24 months from the date of submission, then securely deleted or anonymised.
Legal and regulatory records: As required by applicable law (typically 6 years).
7. Cookies
Our website uses cookies to enhance your experience, analyse site traffic, and help us understand how our content is used. We use the following types of cookie:
Strictly necessary: Required for the website to function; cannot be disabled.
Analytics: Track page views and user behaviour (e.g. Google Analytics).
Marketing and advertising: Used to measure the effectiveness of any advertising campaigns we run.
You can control and manage cookies through your browser settings. You can also opt out of Google Analytics tracking at: tools.google.com/dlpage/gaoptout
Please note that disabling certain cookies may affect the functionality of our website.
8. Your Rights Under UK GDPR
As a UK resident, you have the following rights in relation to your personal data:
Right of access: You can request a copy of the personal data we hold about you.
Right to rectification: You can ask us to correct inaccurate or incomplete data.
Right to erasure: You can ask us to delete your personal data in certain circumstances.
Right to restrict processing: You can ask us to limit how we use your data in certain circumstances.
Right to data portability: You can request your data in a structured, machine-readable format.
Right to object: You can object to processing based on legitimate interests or for direct marketing.
Rights related to automated decision-making: You have the right not to be subject to solely automated decisions that significantly affect you.
To exercise any of these rights, please contact us at info@promaticadigital.co.uk. We will respond within one calendar month of receiving your request.
9. Complaints
If you have concerns about how we handle your personal data and are not satisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):
Information Commissioner’s Office | ico.org.uk | 0303 123 1113 | Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
10. Behavioural Advertising
From time to time, we may run targeted advertising campaigns via platforms including LinkedIn, Google, and Meta. These platforms may use cookies or pixels to show you advertising based on your browsing behaviour. You can manage your preferences through the platform settings:
Google: google.com/settings/ads
LinkedIn: linkedin.com/help/linkedin/answer/90274
Meta (Facebook): facebook.com/settings/?tab=ads
You can also opt out via the Digital Advertising Alliance portal at optout.aboutads.info
11. Changes to This Notice
We may update this privacy notice from time to time to reflect changes in our practices, legal requirements, or operational needs. The version number and date at the top of this document will be updated accordingly. We encourage you to review this notice periodically.
12. Contact Us
For any questions about this privacy notice or how we handle your personal data, please contact:
Promatica Digital Ltd | Heart Centre Ltd, Bennett Road, Leeds, LS6 3HN | info@promaticadigital.co.uk | 0330 111 2842 | ICO Reg: ZA570532