Privacy Policy
PRIVACY POLICY (Version 3.0 – Effective 01-06-2026)
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 ;
- 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 at dpl@numed.co.uk. Numed also has access to external data protection officer support where required. The Data Protection Lead is responsible for coordinating data protection matters within Numed and may seek advice from the appointed external DPO service where appropriate.
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, telephony identifiers, caller line identification, call metadata, authentication data, unique ID assigned to you from the use of the Website, and other technology on the devices and systems you use to access the Websites, products and services. 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.
When we act as controller and when we act as processor
For the personal data described in this Privacy Notice, Numed Holdings Ltd acts as controller where we decide why and how the information is used. This includes personal data used for customer contact management, supplier contact management, website use, enquiries, sales, billing, marketing, support administration, call recordings, business relationship management.
Where we provide products or services to an NHS organisation, GP practice, dental practice, veterinary practice or other customer, we may process personal data on that customer’s behalf as their processor. In those circumstances, the customer remains responsible for deciding why and how the personal data is used, and our use of the data is governed by our contract or data processing agreement with that customer. Individuals should usually contact the relevant healthcare provider or customer organisation if they wish to exercise rights in relation to records held in that organisation’s system.
Special category data
We do not ask individuals to provide health information or other special category data when contacting us for general sales, billing, account management or support purposes. However, such information may occasionally be provided to us incidentally, for example during a support call, recorded telephone call or service communication.
Where this happens, we will only use the information where necessary for the purpose for which it was provided, and we will apply appropriate confidentiality, access controls and minimisation measures. Where the information is not required, we will avoid recording it, minimise it or delete it where appropriate.
Where Numed processes special category data as controller, the applicable Article 6 lawful basis and Article 9 condition will depend on the circumstances, such as where processing is necessary for legal claims, compliance with legal obligations, or another applicable condition. Where we process special category data on behalf of a customer, we do so as processor under that customer’s documented instructions.
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. 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;
- 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 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, improve our products and services, maintain customer relationships and enable us to give you the best and most secure customer experience. This may also include business-to-business marketing or other marketing activities where consent is not required under the Privacy and Electronic Communications Regulations (PECR). 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 where we have obtained your active agreement to use your personal data for a specified purpose, including where PECR requires consent for electronic direct marketing or where we otherwise choose to rely on consent. You can withdraw your consent or opt out of direct marketing at any time.
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/Use | Type of data | Legal basis |
|---|---|---|
|
To enter discussions with you, deal with your enquiries or register you as a new customer, supplier, or distributor |
(a) Identity |
(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) |
|
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) Identity |
(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) |
|
To process and deliver your order including: |
(a) Identity |
(a) Performance of a contract with you (for example the rental of a product) |
|
To manage our relationship with you which will include: |
(a) Identity |
(a) Performance of a contract with you |
|
To administer and protect our business and the Websites (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) |
(a) Identity |
(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 |
(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) |
|
To respond to support enquiries or requests where there is no direct contract with you. |
(a) Identity |
(a) Necessary for our legitimate interests in responding to support enquiries, managing customer relationships, maintaining system security and resolving service issues. Where the request relates to a contract with your organisation, processing may also be necessary for the performance of that contract. |
|
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 |
(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 |
(a) Performance of a contract with you (for example, where the upgrade relates to a product or service you have purchased) |
|
To create digital content for a welcome video |
(a) Identity |
(a) Performance of a contract with you (for example, where the contract specifies that we will be creating digital content for you) |
|
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 |
Necessary for our legitimate interests (to carry out permitted business-to-business marketing, develop our products and services and grow our business) where consent is not required under PECR; or consent, where PECR or other applicable law requires consent for electronic direct marketing. |
|
To carry out market research through your voluntary participation in surveys |
(a) Identity |
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) |
|
To record and manage telephone calls and support interactions for quality assurance, safeguarding, audit, security, diagnostics, troubleshooting, staff training and service improvement purposes. |
(a) Identity |
Necessary for our legitimate interests (for example, to maintain service quality, support staff training, investigate incidents, maintain audit trails, improve customer service and ensure the security and integrity of our systems and services) |
Direct marketing
We may send marketing communications about our products and services where permitted by data protection law and the Privacy and Electronic Communications Regulations. This may include marketing to business contacts where we have a legitimate interest in promoting relevant products and services, or electronic marketing where consent has been obtained or where the soft opt-in applies.
The soft opt-in may apply where we obtained your contact details during a sale, or negotiation for a sale, of our products or services, the marketing relates to similar products or services, and you were given a clear opportunity to opt out when your details were collected and in every subsequent message.
We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view about which products, services and offers may be of interest to you so that we can send you relevant marketing communications.
We will obtain your express consent before we share your personal data with any third party for their own direct marketing purposes.
You can opt out of marketing at any time by using the unsubscribe link in our marketing messages or by contacting us using the contact details in this Privacy Notice.
If you opt out of receiving marketing communications, you may still receive service-related communications that are essential for administrative or customer service purposes, for example relating to order confirmations, product installation reminders, updates to our Terms and Conditions, system updates, service messages, or checking that your contact details are correct.
We may keep a suppression record to ensure that we respect your marketing preferences.
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.
Call recording
We may record telephone calls and retain call metadata for quality assurance, staff training, audit, security, diagnostics, troubleshooting, complaint handling, incident investigation and service improvement. Where relevant, call recordings may also assist with safeguarding or regulatory matters.
Callers should avoid providing patient information or special category information unless it is necessary for the purpose of the call. Access to call recordings is restricted to authorised staff and service providers who need access for the purposes described in this Privacy Policy.
Call recordings are retained for 90 days unless they need to be kept for longer for complaint handling, legal claims, regulatory purposes or incident investigation.
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 party | Purpose/Use | Type of data | Legal basis |
|---|---|---|---|
|
Zoho Corporation |
To manage customer and sales information through our CRM system, including communication history and service interaction |
(a) Identity |
(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) |
|
Telemarq Ltd; Switchstance Ltd; DLS Health Ltd |
To support the design, development, and maintenance of our customer-facing software platforms, which may include access to limited user data |
(a) Identity |
(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 |
To design, develop, and maintain our Websites, which may involve access to user data for testing, optimisation, or issue resolution |
(a) Identity |
(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) |
|
Leap Design |
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 |
To carry out the installation of systems and hardware on our behalf, which may involve access to customer premises and contact information |
(a) Contact |
(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) |
|
Global 4 Communications Ltd |
To provide hosted telephony, communications and related services, including call recordings. |
|
|
- 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
Some of our service providers and business partners may process personal data outside the UK.
Where this involves a restricted transfer under UK data protection law, we will ensure that an appropriate safeguard is in place. This may include an adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another lawful transfer mechanism.
Where required, we will also carry out a transfer risk assessment to consider whether the protection for personal data is materially lower in the destination country and whether supplementary measures are needed.
Details of safeguards can be provided on request.
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
We will only retain personal data for as long as reasonably necessary to fulfil the purposes for which it was collected, including for legal, regulatory, tax, accounting, audit, complaint handling and reporting requirements.
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.
The table below provides a summary of our standard retention periods and retention criteria.
| Record type | Retention Period/ Criteria |
|---|---|
|
Customer account and contract records |
For the duration of the relationship and then normally up to 6 years after the relationship ends, unless a shorter period is appropriate or a longer period is required for legal, regulatory, complaint or contractual reasons. |
|
Financial and transaction records |
Normally 6 years after the end of the relevant financial year, unless a longer period is required by law. |
|
Enquiry records |
Normally 6 months where the enquiry does not progress, unless there is a business, legal or regulatory reason to retain the record for longer. |
|
CRM relationship records |
For the duration of the relationship and then for a defined review period, subject to periodic review. |
|
Support tickets and service desk records |
For the contract term and then normally up to 6 years where needed for audit, service continuity, complaint handling, contractual management or legal claims. Routine low-risk support records may be reviewed and deleted sooner where no longer required. |
|
Call recordings |
90 days unless required for longer for complaint handling, legal claims, regulatory purposes or incident investigation. |
|
Marketing records |
Until the person opts out or the information is no longer required for marketing. Suppression records may be kept for as long as needed to respect opt-out choices. |
|
Website analytics and cookies |
For the period stated in the cookie policy and cookie management tool. |
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 1st June 2026.
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.
| Version | Date | Summary of Changes |
|---|---|---|
|
3.0 |
01-06-2026 |
|
