Thermoteknix Privacy Notice

1. Introduction

Thermoteknix respects your privacy and is committed to protecting your personal data. We process personal information in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018, and other applicable data protection laws.

This privacy notice explains how we collect, use, store and protect personal data relating to customers, prospective customers, suppliers, partners, and other business contacts.

Thermoteknix is committed to handling personal data in a lawful, fair and transparent way and only processes information where it is necessary and proportionate.

This notice explains:

• what personal data we collect
• why we collect and use it
• who we share it with
• how long we keep it
• how we keep it secure
• your rights under data protection law

This notice applies to customers, prospective customers, website users, suppliers, contractors, business partners, journalists, media contacts and other professional contacts who interact with Thermoteknix.

This notice does not form part of a contract but explains how personal data is handled.

2. Who we are

Thermoteknix Systems Limited is the data controller responsible for the personal data described in this notice.

Our registered office address is:

Tennyson House, Cambridge Business Park, Cambridge, Cambridgeshire, United Kingdom, CB4 0WZ.

We are registered with the Information Commissioner (ICO) and our registration number is ZA153109.

Contact details

For queries in relation to this notice and your personal data please contact:

Internal Data Protection Lead at dataprotection@thermoteknix.com

3. The types of personal data we process

We process personal data relating to customers, prospects, suppliers and other business contacts.

Personal data may include:

• names and professional titles
• business contact details such as email addresses, telephone numbers and business addresses
• employer or organisation details
• job titles and professional roles
• enquiry details and communication records
• records of meetings, calls or correspondence
• marketing preferences and event registrations
• feedback, survey responses or research responses
• online identifiers such as IP address or device information where users visit our website
• information about website usage and interactions with online content
• CCTV images where individuals visit our premises

Special category data

We do not normally process special category personal data in connection with customers or suppliers.

If such data is received accidentally or provided voluntarily, it will be handled in accordance with applicable legal protections and only retained where necessary.

4. Where your personal data comes from

We obtain personal data from several sources. This may include information provided directly by individuals when they:

• contact us with enquiries
• request information about products or services
• attend events, webinars or meetings
• register for marketing communications
• complete surveys or feedback forms
• visit our premises

We may also obtain information from:

• publicly available professional sources
• business networking interactions
• marketing campaigns and event registrations
• referrals or introductions from business contacts
• publicly available business directories or professional platforms

5. Why we use your personal data

We use personal data for legitimate business purposes.

These include:

• responding to enquiries or requests for information
• managing relationships with customers and suppliers
• providing information about products, services or events
• organising events, webinars and professional engagements
• communicating with media or journalists
• conducting surveys or collecting feedback
• improving our services and customer experience
• managing contracts and commercial relationships
• maintaining records of communications and business interactions
• protecting our premises, systems and staff

6. Marketing communications

We may send marketing communications about our products, services, events or industry developments.

This may include:

• newsletters
• event invitations
• webinar announcements
• product or service updates
• industry insights or company news

Marketing communications are sent in accordance with applicable marketing and privacy laws.

Individuals can opt out of direct marketing communications at any time by using the unsubscribe options provided or by contacting us directly.

7. Website analytics and online services

When you visit our website, we may collect limited information about how it is used, such as pages visited and interactions with content. This helps us improve website performance and user experience.

For more information about how we use cookies and similar technologies, including how to manage your preferences, please see our Cookies Policy.

8. Social media and public engagement

We use social media platforms to communicate with professional audiences, respond to enquiries and share company news.

Information shared through social media interactions may include:

• names or usernames
• publicly available profile information
• messages or enquiries sent to our accounts
• engagement with content such as comments or responses

Individuals should be aware that information shared on public platforms may also be subject to the privacy policies of those platforms.

9. CCTV and premises security

CCTV is used at Thermoteknix premises for security, safety and crime prevention purposes. This may involve the processing of:

• video images
• still images
• date and time of recordings
• vehicle registration numbers where visible

CCTV is used to protect staff, visitors and property and to investigate incidents where necessary. Clear signage is displayed in areas where CCTV operates.

10. Lawful bases for processing

Under UK GDPR we must have a lawful basis for processing personal data.

Depending on the situation we rely on one or more of the following lawful bases.

Contract

Processing necessary to perform a contract or take steps before entering into a contract.

Legal obligation

Processing necessary to comply with legal requirements.

Legitimate interests

Processing necessary for legitimate business purposes where those interests are not overridden by individual rights.

Consent

Where individuals choose to receive marketing communications or engage in optional activities.

The specific lawful basis used will depend on the nature of the interaction and the purpose of processing.

11. Who we share personal data with

Thermoteknix does not routinely transfer personal data outside the United Kingdom. However, some service providers that support our business operations may process or store data in other countries.

Where personal data is transferred internationally, we ensure appropriate safeguards are in place to protect the information.

These safeguards may include

• countries recognised by the UK Government as providing an adequate level of protection
• approved international data transfer agreements
• contractual safeguards designed to protect personal data

These measures ensure that personal data receives an appropriate level of protection wherever it is processed.

12. How we keep personal data secure

We use a combination of technical, organisational and physical measures to protect personal data.

These measures include:

• restricted access based on job role
• secure authentication and password controls
• multi factor authentication where supported
• encryption of data in transit and at rest where possible
• audit logs and monitoring of system access
• staff training in confidentiality and information security
• clear policies and training for handling personal information
• secure storage of paper records
• controlled physical access to buildings and offices
• due diligence and security checks on relevant third party providers

13. How long we keep personal data

We only keep personal data for as long as necessary.

More detailed information is available in our retention schedule. Please ask us for a copy.

14. Your data protection rights

Under UK GDPR you have several rights regarding your personal data.

These include the right to:

• access personal data held about you
• request correction of inaccurate information
• request deletion of data in certain circumstances
• request restriction of processing
• object to certain processing activities
• receive your data in a portable format where applicable
• challenge decisions based solely on automated processing where applicable
• withdraw consent where consent is relied upon

These rights are subject to certain legal limitations. Please contact our Internal Data Protection Lead via dataprotection@thermoteknix.com to exercise your rights.

15. Complaints

If you have concerns about how your personal data has been handled, you should first raise this with Thermoteknix using the contact details provided above.

We will review your concern and aim to acknowledge your complaint within 30 days and respond as soon as reasonably possible. Where appropriate we may seek advice from data protection specialists to assist in resolving the issue.

If you remain dissatisfied, you have the right to raise a complaint with the Information Commissioner’s Office, the UK’s data protection regulator.

16. Updates to this notice

This notice was last updated on:18 August 2026. We may update this notice from time to time to reflect changes in law, technology or organisational practices.

Where significant changes occur, we will notify individuals if possible and publish the updated notice internally.