Privacy Policy

PRIVACY POLICY (Version 2.0 – Effective 18-08-2025)

Important information and who we are

This privacy policy gives you information about how Numed Holdings Ltd (trading as Numed Healthcare and The Vet Channel) collects and uses your personal data:

  • through your use of the following websites:
    • www.numed.co.uk
    • www.envisagecoda.co.uk
    • www.envisage-system.co.uk
    • www.envisage-media.info
    • www.envisagedental.net
    • www.codasign.co.uk
    • www.thevetchannel.co.uk
    • www.vetchannel-media.co.uk
    • http://vets4pets.tv
    (“Websites”);
  • when you register with us;
  • make an enquiry in respect of a product or service either directly to us, including through:
    • our social media channels:
      • Facebook: Numed Healthcare; Envisage Dental TV; The Vet Channel
      • LinkedIn: Numed Healthcare; CodaSign; Envisage Dental TV; The Vet Channel
      • X: @NumedHealthcare; @Envisage_Dental; @CodaSignDS; @thevetchannel
      • Instagram: @thevetchannel
    • WhatsApp on 07795 078 876; or
    • a third party such as Optum Ltd or Cegedim Healthcare Solutions;
  • supply us with a product or service;
  • request technical support in respect of a product or service;
  • when you supply a product or service as a distributor, sub-distributor or subcontractor on our behalf;
  • provide us with feedback or contact us;
  • purchase a product or service; or
  • through qualifying marketing campaigns carried out by us.

This website and the Websites are not intended for children and we do not knowingly collect data relating to children.

Controller

Numed Holdings Ltd is the controller and responsible for your personal data (collectively referred to as “Numed”, “we”, “us” or “our” in this privacy policy).

If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact our Data Protection Lead on dpl@numed.co.uk. Please note that the Data Protection Lead is not the same role as that of a Data Protection Officer pursuant to Article 37 of the retained EU law version of the General Data Protection Regulation (EU) 2016/679. Alternatively, please contact us using the information set out in the contact details section below.

The types of personal data we collect about you

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, last name, any previous names, username or similar identifier, photographs, job title and specialities, marital status, title and electronic signatures.
  • Contact Data includes billing address, delivery address, email address and telephone numbers.
  • Financial Data includes bank account and payment card details.
  • Transaction Data includes details about payments to and from you (or us) and other details of products and services you have purchased from us or us from you.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, internet service provider used, time zone setting and location, location and region details, browser plug-in types and versions, operating system and platform, device ID and information, unique ID assigned to you from the use of the Website, and other technology on the devices you use to access the Websites.
  • Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
  • Usage Data includes information about how you interact with and use our Websites, products and services.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our Websites to help improve the website and our service offering.

How is your personal data collected?

We use different methods to collect data from and about you including through:

  • Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, WhatsApp, email, social media, in person (such as at trade shows) or otherwise. This includes personal data you provide when you:
    • apply for or make an enquiry in respect of our products or services (or system licensing);
    • communicate with us at a trade show;
    • request technical support;
    • create an account on any of our Websites or otherwise register with us;
    • request marketing to be sent to you;
    • respond to our request for a product or service from you or your company;
    • enter into an agreement with us to act as a distributor or our subcontractor either yourself or on behalf of your company;
    • enter a competition, promotion or survey; or
    • give us feedback or contact us.
  • Automated technologies or interactions. As you interact with our Websites, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies, including through Site24x7 RUM beacon script where a cookie is stored on your desktop. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy on one of our Websites for further details. You can opt out of optional cookies at any time.
  • Third parties or publicly available sources. We will receive personal data about you from various third parties as set out below:
    • Technical Data is collected from analytics providers such as Google (including Google Ads and Google Analytics 4) based outside the UK and through the use of Site 24x7 RUM beacon script (hosted by Site 24x7 which is also based outside of the UK);
    • Identity and Contact Data may be collected from your company if your company is a supplier to us;
    • Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services such as:
      • PayPal / Braintree;
      • Elavon;
      • Go Cardless,
      based inside the UK.
    • Identity, Contact and Profile Data is collected from third party providers such as Optum Ltd and Cegedim Healthcare Solutions in respect of prospective enquiries for products or services.

How we use your personal data

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

  • Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
  • Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
  • Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
  • Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/UseType of dataLegal basis
To enter discussions with you, deal with your enquiries or register you as a new customer, supplier, or distributor (a) Identity
(b) Contact		 (a) Performance of a contract with you (for example the rental of a product, where you contract with us directly for such product, or to provide technical support)
(b) Necessary for our legitimate interests (for example, to be able to enter discussions in respect of the supply (to us or from us), or distribution of goods or services where the contract is with your company)
To enter into a new contract with you as a supplier to us, or as our distributor, or subcontractor, and manage such contract, including:

(a) Manage delivery (to us or from us) of goods or services
(b) Manage payments, fees and charges
(c) Collect and recover money owed to us or from us		 (a) Identity
(b) Contact
(c) Financial
(d) Transaction		 (a) Performance of a contract with you (for example, to enter into a contract with you to receive a supply or to supply to you as a distributor directly or for you to act as our subcontractor)
(b) Necessary for our legitimate interests (to contact you and be able to enter into a supply contract, distribution contract or subcontract with your company, or recover or pay debts)
To process and deliver your order including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us		 (a) Identity
(b) Contact
(c) Financial
(d) Transaction		 (a) Performance of a contract with you (for example the rental of a product)
(b) Necessary for our legitimate interests (to recover debts due to us or process and deliver an order to your company)
To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy policy
(b) Dealing with your requests, complaints and queries
(c) Entering into written agreements and contracts		 (a) Identity
(b) Contact
(c) Profile		 (a) Performance of a contract with you
(b) Necessary to comply with a legal obligation (such as the right for you to be informed in respect of changes to our privacy policy)
(c) Necessary for our legitimate interests (to keep our records updated and manage our relationship with you or your company)
To administer and protect our business and the Websites (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Identity
(b) Contact
(c) Technical		 (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
To provide technical support and assistance as part of our contract (a) Identity
(b) Contact		 (a) Performance of a contract with you (for example, where the technical support or assistance relates to a product or service we have supplied under our contract)
(b) Necessary for our legitimate interests (for example, where we must provide services to your company under our contract with them and we take instructions from you or provide technical support to you as a result of that)
To provide technical support and assistance outside of our contract (a) Identity
(b) Contact		 (a) Consent (for example, where we do not have a contract directly with you)
To use data analytics to improve the Websites, products/services, customer relationships and experiences and to measure the effectiveness of our communications and marketing (a) Technical
(b) Usage		 (a) Necessary for our legitimate interests (for example, to define types of customers for our products and services, to keep our Websites updated and relevant, to develop our business and to inform our marketing strategy)
To provide system or services messages and system upgrade notifications in respect of our systems (a) Identity
(b) Contact
(c) Technical
(d) Usage		 (a) Performance of a contract with you (for example, where the upgrade relates to a product or service you have purchased)
(b) Necessary for our legitimate interests (for example, to comply with a contract with your company where we are required to provide you with system or services messages as a result of such contract)
To create digital content for a welcome video (a) Identity
(b) Contact		 (a) Performance of a contract with you (for example, where the contract specifies that we will be creating digital content for you)
(b) Necessary for our legitimate interests (for example, where we need to comply with a contract with your company and that includes the processing of your personal data to ensure we comply with such contract)
To send you relevant marketing communications and make personalised suggestions and recommendations to you about goods or services that may be of interest to you based on your Profile Data (a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
(f) Marketing and Communications		 Necessary for our legitimate interests (to carry out direct marketing, develop our products and services and grow our business)
To carry out market research through your voluntary participation in surveys (a) Identity
(b) Profile
(c) Transaction
(d) Contact		 Necessary for our legitimate interests (for example, to study how customers use our products/services and to help us improve and develop our products and services)

Direct marketing

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving such marketing communications.

We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.

Third-party marketing

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Opting out of marketing

You can ask to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us or using the contact details specified further down this privacy policy.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to order confirmations for a product/service (including training services), product installation reminders, updates to our Terms and Conditions, system update or service messages, and checking that your contact details are correct.

Cookies

For more information about the cookies we use and how to change your cookie preferences, please see our cookie policy, which is available to view on the relevant Website.

Disclosures of your personal data

We may share your personal data where necessary with the parties set out below for the purposes set out below.

  • External Third Parties, as follows:

    Third partyPurpose/UseType of dataLegal basis
    Zoho Corporation
    (CRM System Provider)    		 To manage customer and sales information through our CRM system, including communication history and service interaction (a) Identity
    (b) Contact
    (c) Technical
    (d) Usage
    (e) Marketing and Communications    		 (a) Performance of a contract with you (for example, the delivery of agreed products or services, providing technical support, arranging installations and training, collecting payment information, processing digital signatures, and capturing customer feedback)
    (b) Necessary for our legitimate interests (for example, activities essential for business development and service enhancement, to carry out direct marketing, collecting customer information at trade shows, and responding to customer feedback or enquiries)
    Telemarq Ltd; Switchstance Ltd
    (Software Development)    		 To support the design, development, and maintenance of our customer-facing software platforms, which may include access to limited user data (a) Identity
    (b) Technical    		 (a) Performance of a contract with you (for example, providing technical assistance where a development fix is required for one of our product platforms. This may involve access to limited user or technical data which is necessary to diagnose, implement, and verify the resolution of the issue)
    Evoluted New Media Ltd; Vets Digital Ltd
    (Web Development)    		 To design, develop, and maintain our Websites, which may involve access to user data for testing, optimisation, or issue resolution (a) Identity
    (b) Contact
    (c) Technical
    (d) Usage    		 (a) Performance of a contract with you (for example, to design, develop, and maintain our Websites. This may require access to user data for the purposes of testing, optimising, or resolving issues, and ensuring the Websites function effectively and securely in line with agreed service commitments)
    (b) Necessary for our legitimate interests (for example, responding to customer feedback or enquiries)
    Leap Design
    (Content Creation)    		 To create digital content, such as marketing materials or patient-facing communications, that may involve personal data (a) Identity (a) Performance of a contract with you (for example, to create digital content for users who have a bespoke media service included within their subscription. This may involve processing personal data necessary to design, produce, and deliver the agreed content in line with your subscription terms and service expectations)
    Brimalk Ltd; Audio Light Systems Ltd
    (Installation Subcontractor)    		 To carry out the installation of systems and hardware on our behalf, which may involve access to customer premises and contact information (a) Contact
    (b) Technical    		 (a) Performance of a contract with you (for example to carry out the installation of systems and hardware on our behalf. This process may involve access to customer premises and the use of customer contact information)
  • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International transfers

We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.

Whenever we transfer your personal data out of the UK to service providers, we ensure a similar degree of protection is afforded to it by ensuring that safeguards are in place.

We may transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data which are covered under the adequacy decisions in place between the UK and the EEA. This would cover any third party country which is within the EEA. We will also ensure that we have an agreement in place with the service providers in these countries.

We may also transfer your personal data outside of the UK to service providers in countries which are not covered by an adequacy decision, such as the US. We may use specified standard contractual terms approved for the use in the UK which provide for the same protection for personal data as in the UK, namely International Data Transfer Agreements. Please contact us for further details or a copy of the International Data Transfer Agreements we have in place.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see ‘Your legal rights’ below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your legal rights

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

  • Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
  • You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see ‘Opting out of marketing’ above for details of how to object to receiving direct marketing communications).
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your personal data (see the table under the heading ‘Purposes for which we will use your personal data’ for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
    • If you want us to establish the data’s accuracy;
    • Where our use of the data is unlawful, but you do not want us to erase it;
    • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
    • You have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us using the contact details provided, below.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Contact details

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact our Data Protection Lead in the following ways:

  • Email address: dpl@numed.co.uk
  • Postal address: F.A.O Data Protection Lead, Numed Healthcare, Alliance House, Roman Ridge Road, Sheffield, S9 1GB
  • Telephone number: 0114 243 3896 (ask for the Data Protection Lead)

Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated on 18 August 2025.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

Third party links

The Websites may include links to third party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third party websites and are not responsible for their privacy statements. When you leave one of our Websites, we encourage you to read the privacy policy of every website you visit.