Privacy Notice
Last updated: 25 August 2026
1. About this Privacy Notice
This Privacy Notice explains how ClinCore Systems Ltd (“ClinCore”, “we”, “us” or “our”) collects, uses, stores and protects personal information when you use our public website, contact us, request a demonstration, submit a support request, subscribe to ClinCore Updates or otherwise communicate with us.
It also explains your rights under UK data protection law and how to contact us about privacy matters.
This notice primarily covers our public website and direct interactions with ClinCore. Separate contractual, data-processing and privacy arrangements may apply where an organisation uses ClinCore software or services.
2. Who we are
ClinCore Systems Ltd is a company registered in England and Wales under company number 17342096.
Registered office:
88 Moorfield Avenue
Blackburn
BB1 9BU
United Kingdom
Privacy contact: hello@clincoresystems.co.uk
For personal information covered by this Privacy Notice, ClinCore Systems Ltd acts as the data controller where we determine why and how that information is processed.
Where ClinCore processes information on behalf of a customer organisation under a separate agreement, the customer may instead be the data controller and ClinCore may act as a data processor. Those arrangements fall outside the scope of this public website notice unless expressly stated.
3. Scope of this notice
This Privacy Notice applies to personal information handled through:
- our public website;
- contact and demo enquiries;
- support requests;
- ClinCore Updates subscriptions and unsubscribe requests;
- direct business correspondence with ClinCore; and
- information needed to operate, protect and administer the website.
Our public website forms are not intended to receive patient-identifiable information, sensitive clinical information, passwords or authentication credentials. Please do not submit that information through our public contact or support forms.
4. Information we collect
4.1 Contact and demo enquiries
When you contact us or request information about ClinCore products or services, we may collect:
- your full name;
- work email address;
- organisation;
- role, where provided;
- telephone number, where provided;
- enquiry type;
- the content of your message; and
- the page or source through which the enquiry was submitted, where recorded.
4.2 Support requests
When you submit a support request, we may collect:
- your full name;
- work email address;
- organisation;
- telephone number, where provided;
- the product selected;
- support category; and
- the details you provide about the issue.
Please do not include patient-identifiable information, sensitive clinical information, passwords or authentication credentials in a support request.
4.3 ClinCore Updates
When you subscribe to ClinCore Updates, we may collect:
- your full name;
- work email address;
- organisation;
- role, where provided;
- your consent status;
- the date and time consent was recorded;
- evidence of the wording/version of the consent presented to you;
- your subscription status; and
- unsubscribe information where applicable.
If you unsubscribe, we minimise the profile information we retain and keep only the information reasonably necessary to honour the opt-out and maintain appropriate evidence of the preference.
4.4 Direct business correspondence
If you contact ClinCore directly by email or through another legitimate business communication channel, we may process the information you choose to provide, such as your name, contact details, organisation and the content of your correspondence.
4.5 Website and technical information
Like most websites and online services, the technology used to operate our website may generate limited technical information needed for delivery, administration, reliability and security. Depending on the platform and request, this may include information such as IP address, date and time, browser or request information and security or diagnostic logs.
We do not use the public website to create advertising profiles or to conduct behavioural advertising.
5. How we use your information and our lawful bases
We process personal information only where we have a lawful basis to do so.
Purpose: to respond to enquiries, arrange demonstrations and discuss ClinCore products or services.
Lawful basis: our legitimate interests in responding to business enquiries and developing customer relationships, and/or taking steps at your request before entering into a contract, depending on the circumstances.
Purpose: to respond to and manage support requests.
Lawful basis: our legitimate interests in providing support and maintaining our services, and/or performance of a contract where relevant.
Purpose: to send occasional ClinCore product, company and laboratory-technology updates that you have requested.
Lawful basis: consent.
Purpose: to operate, maintain and protect the website; prevent misuse; investigate technical or security issues; and maintain appropriate business records.
Lawful basis: our legitimate interests in operating a secure and reliable business website.
Purpose: to comply with applicable laws, regulatory requirements, court orders or other lawful requests.
Lawful basis: legal obligation where applicable.
Where we rely on legitimate interests to process your personal information, you have the right to object to that processing in certain circumstances. To exercise this right, contact hello@clincoresystems.co.uk.
6. ClinCore Updates and marketing
ClinCore Updates is an opt-in email update service.
The current consent wording is:
“I'd like to receive occasional ClinCore updates about products, company news and laboratory technology.”
You can withdraw your consent at any time. Where an unsubscribe link is provided, you can use it without creating or signing into an account. You can also contact us at hello@clincoresystems.co.uk.
Withdrawing consent does not affect the lawfulness of processing that took place before the withdrawal.
After an unsubscribe request, we may retain a minimal suppression record so that we can honour your preference, prevent accidental future marketing and maintain appropriate evidence that the opt-out was recorded.
7. Who we share personal information with
ClinCore does not sell personal information.
We use a limited number of service providers to operate our website and business. Relevant providers currently include:
Base44 provides the application platform, hosting, database/backend infrastructure and related functionality used to operate the ClinCore website.
Zoho is used for ClinCore business email and for sending website enquiry and support notifications.
We may also use professional or technical suppliers where reasonably necessary to operate our business. We require service providers that process personal information on our behalf to handle it appropriately and in accordance with applicable data protection requirements.
We may disclose personal information where required by law, regulation, court order or a lawful request from a competent authority.
8. International transfers
Some of the service providers we use may process personal information outside the United Kingdom.
In particular, the platform used to host and operate the ClinCore website stores and processes application data in the United States.
Where personal information is transferred outside the UK, we seek to ensure that an appropriate transfer mechanism or safeguard recognised under UK data protection law is in place where required. Depending on the circumstances, this may include adequacy regulations, approved contractual safeguards or another lawful transfer mechanism.
You can contact us at hello@clincoresystems.co.uk for further information about the safeguards used for international transfers.
We do not state that all website data remains in the UK or EEA unless that has been specifically verified for the relevant service.
9. How long we keep personal information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, subject to legal, contractual and regulatory requirements.
Generally retained for up to 24 months after submission, unless there is an ongoing business, contractual, legal or support-related reason to retain the information for longer.
Generally retained for up to 24 months after the request is resolved or closed, unless there is an ongoing business, contractual, legal or support-related reason to retain the information for longer.
Retained for as long as you remain subscribed.
Profile information is minimised and we retain the minimum information reasonably necessary to honour the unsubscribe, prevent accidental re-marketing and demonstrate appropriate compliance/accountability.
Where information becomes part of formal contractual, accounting or legal records, it may be retained for the period required by applicable law or the relevant contractual purpose.
10. Security
ClinCore uses appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Our public website uses encrypted HTTPS connections and we use access restrictions, protected application secrets, input validation and other controls appropriate to the current website implementation.
No internet or electronic storage system can be guaranteed to be completely secure.
For more information about our approach to security and responsible vulnerability reporting, see our Security page.
11. Cookies and similar technologies
ClinCore does not currently use non-essential analytics, advertising or behavioural-marketing cookies on the public website.
Technically necessary platform or browser-storage functions may still be used where required to operate or secure the website.
Because no optional analytics or marketing technology is currently active, we do not display an “accept all” cookie banner purely for appearance.
For more information, see our Cookie Policy.
12. Your data protection rights
Under UK data protection law, you may have the right to:
- be informed about how your personal information is used;
- request access to personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to erase personal information in certain circumstances;
- ask us to restrict processing in certain circumstances;
- object to certain processing;
- request data portability where applicable; and
- withdraw consent at any time where we rely on consent.
These rights are not absolute and their application depends on the circumstances and the lawful basis for processing.
We may need to verify your identity before acting on a request.
To exercise your rights, contact: hello@clincoresystems.co.uk
We will normally respond within one month, subject to the circumstances permitted under data protection law.
13. Complaints
If you have a concern about how ClinCore uses your personal information, you can contact us at: hello@clincoresystems.co.uk
You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection, without first having to complain to us.
Official ICO information is available at: https://ico.org.uk/
14. Children
The ClinCore public website is intended for business and professional audiences and is not directed at children.
We do not knowingly design our public website forms to collect personal information from children.
15. Third-party links
Our website may contain links to websites or services operated by other organisations. We do not control how those organisations process personal information. Their own privacy notices and terms apply when you use their services.
16. Changes to this Privacy Notice
We may update this Privacy Notice where our business practices, technology or legal and regulatory requirements change.
The latest revision date will be shown at the top of this page.
17. Contact us
Company No. 17342096
88 Moorfield Avenue
Blackburn
BB1 9BU
United Kingdom
Email: hello@clincoresystems.co.uk