Privacy Notice
1. Who we are
Guest Medical Limited (“we”, “us”, “our”) is the controller of personal data processed through guestmed.com (the “Website”). Registered office: Maidstone Innovation Centre, Gidds Pond Way, Maidstone ME14 5FY, United Kingdom. Registered in England & Wales, Company No. 02137706. Contact: info@guestmed.com, +44 (0) 1622 791895.
2. What data we collect
When you submit an inquiry via our contact form, we collect the details you provide: first and last name, email address, country, and any optional information you choose to give (organisation, organisation type, phone number, WhatsApp number, areas of interest, and your message). With each submission our server also records technical data: IP address, browser user agent, timestamp, and the results of our spam checks. If you only browse the Website, we collect no personal data beyond what section 8 describes.
3. How we use your data
We use inquiry data to respond to your request and to handle any business relationship that follows from it. The legal basis is our legitimate interest in responding to business inquiries (Article 6(1)(f) UK GDPR) and, where your inquiry leads towards a contract, steps taken at your request prior to entering into a contract (Article 6(1)(b) UK GDPR). We use the technical data described in section 2 for security, abuse prevention and audit purposes, based on our legitimate interest in protecting the Website and its users. We use newsletter data as described in sections 6 and 7, based on your consent.
4. Consent record (inquiry form)
To submit the form you must tick a consent checkbox covering the Terms of Use and this Privacy Notice. The checkbox is unticked by default, and the server rejects submissions without consent. With each submission we store a consent record: what you consented to, the versions of the legal documents in force at the time, whether you opted in to the newsletter, and the technical data from section 2. We keep this record to be able to demonstrate consent and to investigate abuse.
5. Google reCAPTCHA v3 (bot detection)
We use reCAPTCHA v3, provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, to protect the contact form against automated abuse. reCAPTCHA evaluates signals from your browser, such as IP address and interaction patterns, and returns a score that our server checks before accepting a submission. This can involve a transfer of data to Google servers. The legal basis is our legitimate interest in protecting the Website against automated abuse (Article 6(1)(f) UK GDPR). See the Google Privacy Policy and Terms of Service.
6. CRM contact record and newsletter
On each successful form submission we create or update a contact record in our customer relationship system, operated for us by Brevo (see section 9). The record contains your name, email address, organisation, country, your WhatsApp number if you chose to provide one, and opt-in attributes for the newsletter and for WhatsApp updates set according to your choices on the form. Only contacts with NEWSLETTER_OPT_IN “Yes” receive newsletter campaigns.
7. Marketing communications and unsubscribe
If you opt in to the newsletter, we send you occasional emails about Guest Medical products and news until you unsubscribe. The legal basis is your consent (Article 6(1)(a) UK GDPR). You can withdraw it at any time free of charge via the unsubscribe link in any newsletter email or by contacting us. If you additionally opt in to WhatsApp updates, we send those to the number you provide on the same consent basis, and you can opt out at any time by replying STOP or by contacting us. Direct responses to your inquiry, such as pricing or ordering details you asked for, are not marketing and do not depend on the newsletter opt-in.
8. Cookies and similar technologies
The Website stores your cookie preference and form security data in your browser; these are essential and required for the site to function. Analytics cookies are set only if you agree via the cookie banner. If you accept them, we use Google Analytics 4 to understand how visitors use the site; Google may set cookies and process usage data on our behalf, which can involve transfers to Google servers. The legal basis for analytics cookies is your consent, which you can change at any time via the Cookie Settings link in the footer. If you choose “Essential only”, no analytics cookies are set.
9. With whom we share your data
Group companies: Guest Medical Limited is part of a corporate group. Where necessary for internal administrative purposes, such as customer administration, accounting and IT operations, personal data may be shared within the group, including with group companies in the European Economic Area and Switzerland. The legal basis is our legitimate interest in efficient internal administration across the group (Article 6(1)(f) UK GDPR; this interest is expressly recognised for corporate groups in Recital 48). Every group company that receives data is bound by the same standards described in this Notice.
Hosting: the Website runs on servers located in the European Union. We manage these servers ourselves, so form submissions, the consent records described in section 4 and the server logs described in section 6 are processed there under our direct control.
Processors: Brevo (Sendinblue GmbH, Köpenicker Str. 126, 10179 Berlin, Germany) delivers our transactional email and hosts our contact records under a data processing agreement. Google Ireland Limited provides reCAPTCHA and, with your consent, Google Analytics. We do not sell personal data, and we share it beyond the recipients named in this section only where the law requires it.
10. How long we retain your data
Inquiry data and the related consent record are kept for as long as needed to handle your inquiry and any resulting business relationship, and afterwards for as long as statutory obligations or the defence of legal claims require. Newsletter data is kept until you unsubscribe. Analytics data is retained according to the Google Analytics retention settings we configure.
11. Your rights
Under UK GDPR you have the right to access, rectify and erase your personal data, to restrict or object to its processing, to data portability, and to withdraw any consent at any time with effect for the future. To exercise these rights, contact info@guestmed.com. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), ico.org.uk.
12. International data transfers
Personal data collected through the Website is routinely processed in the European Economic Area and in Switzerland. Transfers from the United Kingdom to the EEA are covered by the UK adequacy regulations, and the same applies to Switzerland, which the UK also recognises as providing adequate protection. Google may process data in the United States; for such transfers we rely on adequacy decisions or appropriate safeguards such as the applicable standard contractual clauses. Data shared within the corporate group is processed in the United Kingdom, the EEA or Switzerland on the bases described above.
13. Data relating to minors
The Website is directed at professional audiences. We do not knowingly collect data from children, and we ask that no one under 16 submit the contact form.
14. Changes to this Notice
We may update this Privacy Notice from time to time by publishing the new version on this page. The date of the last update is shown at the top.