Privacy Notice

1. Who we are

Spacefield Transformation Technologies Ltd is a company registered in England and Wales under company number 17368270.

Our registered office is 71–75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom.

For the personal information described in this notice, Spacefield Transformation Technologies Ltd is the data controller. This means that we decide why and how that information is used.

Privacy enquiries may be sent to [email protected]. Our website is spacefieldtech.com.

We have not appointed a Data Protection Officer because our current activities do not require one. Privacy and data-protection enquiries should be sent to the address above.

2. Scope of this notice

This notice explains how we collect, use, store, disclose and protect personal information when you:

• visit the Spacefield website;
• contact us by email;
• enquire about research, software, evaluation, licensing or collaboration;
• communicate with us as a researcher, adviser, supplier, contractor, investor, prospective partner or representative of another organisation;
• exercise your data-protection rights; or
• otherwise interact with Spacefield in a professional or business context.

This notice applies to information relating to an identifiable person. It does not apply to information that has been anonymised so that no individual can reasonably be identified.

3. Personal information we may collect

Contact and identity information

This may include your name, job title, organisation or institution, professional email address, telephone number, business address and publicly available professional information.

Communications and enquiry information

This may include the contents of emails and other communications, research or technical enquiries, collaboration proposals, meeting notes, correspondence history, documents or attachments you choose to send, and records of how we respond.

Please do not send confidential, highly sensitive, patient-related or special-category personal information unless this has been agreed in advance and suitable safeguards are in place.

Technical website information

When you visit the website, limited technical information may be processed automatically by the services used to deliver, secure and measure the website. This may include:

• Internet Protocol address;
• browser, device and operating-system information;
• requested pages and files;
• date and time of requests;
• referring pages;
• approximate location derived from network information;
• website-performance measurements; and
• security, routing and diagnostic information.

Business relationship information

Where you or your organisation works with us, we may also process contractual and administrative information, project roles and responsibilities, meeting records, due-diligence information, payment or invoicing information, and records required for legal, regulatory or accounting purposes.

4. How we collect personal information

We may collect personal information:

• directly from you when you email or otherwise contact us;
• during meetings, discussions or professional correspondence;
• from the organisation you represent;
• from publicly available professional and organisational sources;
• from providers involved in website delivery, security, analytics, email hosting or business administration; and
• automatically when you access the website.

Where information is obtained from another source, we provide appropriate privacy information where required.

5. Why we use personal information and our lawful bases

Responding to enquiries

We use contact details and correspondence to respond to questions, discuss research or technical matters, consider collaboration proposals, arrange meetings and provide requested company or platform information.

Lawful basis: our legitimate interests in communicating with people who contact the company and developing appropriate professional relationships.

Research, technical evaluation and collaboration

We may use professional information to assess potential collaborations, discuss software or platform evaluation, communicate with scientific organisations and manage agreed research or technical work.

Lawful basis: legitimate interests and, where applicable, steps taken at your request before entering into a contract or performance of a contract.

Operating, measuring and protecting the website

We process limited technical information to deliver pages, maintain availability and performance, understand general website use, detect malicious activity, investigate errors, and protect the website and supporting infrastructure.

Lawful basis: our legitimate interests in operating a secure, reliable, measurable and accessible company website.

Managing professional and commercial relationships

We may process information to administer contracts and projects, maintain business records, manage suppliers, contractors, advisers and partners, handle invoicing and protect our intellectual property and legal rights.

Lawful basis: performance of a contract, steps taken before entering into a contract, legitimate interests and compliance with legal obligations.

Legal and regulatory compliance

We may use or retain information to meet company, tax, accounting, data-protection or other legal duties; respond to lawful requests; establish, exercise or defend legal claims; or investigate suspected unlawful activity.

Lawful basis: compliance with a legal obligation and our legitimate interests in protecting the company and its legal rights.

Company updates and professional communications

We will not add you to a marketing mailing list merely because you contact us. If we introduce newsletters or direct marketing in the future, we will provide appropriate information and obtain consent where required. You will be able to unsubscribe at any time.

6. Our legitimate interests

Where we rely on legitimate interests, those interests may include:

• responding to professional enquiries;
• operating, measuring and securing the website;
• developing research and commercial relationships;
• evaluating collaboration opportunities;
• improving company communications and services;
• protecting confidential information and intellectual property;
• maintaining appropriate business records; and
• establishing, exercising or defending legal rights.

We consider whether the processing is necessary and whether our interests are overridden by your rights and interests.

7. Information sharing

We do not sell or rent personal information.

We may share information only where reasonably necessary with:

• website hosting, content-delivery, analytics and cybersecurity providers;
• email, communications and document-hosting providers;
• professional advisers, including solicitors, accountants and intellectual-property advisers;
• contractors, consultants or technical providers working under appropriate confidentiality obligations;
• research or commercial partners where you have requested or agreed to the relevant engagement;
• law-enforcement agencies, regulators, courts or public authorities where required by law; and
• a purchaser, investor or adviser involved in a genuine corporate transaction, subject to appropriate confidentiality and legal safeguards.

Providers acting as processors may use personal information only for the services they provide to us and in accordance with applicable agreements and legal requirements.

8. Cloudflare website delivery and analytics

We use Cloudflare for website delivery, performance, DNS, security and privacy-focused web analytics.

Website requests may pass through Cloudflare's network. For delivery and security purposes, Cloudflare may process technical information such as IP addresses, request data, traffic-routing information, system configuration and security indicators.

Cloudflare Web Analytics is enabled for our website. It provides aggregate information about page views, visits and website performance. Cloudflare describes this service as privacy-first and states that Cloudflare Web Analytics does not collect or use visitors' personal data. It uses a browser-based analytics beacon and does not rely on cookies for this service.

Further information about cookies and similar technologies is provided in our Cookie Policy.

9. Google Workspace

We use Google Workspace to provide company email and related business communication services. If you email us, your message, contact details and attachments may be processed through Google Workspace systems on our behalf.

10. International transfers

Some providers may process or store personal information outside the United Kingdom.

Where a restricted international transfer takes place, we seek to ensure that an appropriate transfer mechanism or safeguard is used. Depending on the destination and provider, this may include UK adequacy regulations, an approved UK transfer framework, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another legally permitted safeguard.

You may contact us for further information about safeguards relevant to your personal information.

11. 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, including legal, regulatory, accounting, security and dispute-resolution requirements.

• Ordinary enquiries that do not lead to an ongoing relationship: normally up to 24 months after the last meaningful communication.
• Collaboration, evaluation or commercial discussions: for the duration of the relationship and normally up to 24 months afterwards, unless a longer period is justified.
• Contracts, invoices and formal business records: for the period required by applicable legal, tax, accounting or limitation requirements.
• Data-protection requests and related correspondence: normally up to three years after the request is closed.
• Security and diagnostic records: for the period required by the relevant provider or reasonably necessary to investigate technical and security incidents.
• Information relevant to a legal dispute: until the dispute and any applicable limitation period have ended.

We may retain limited information for longer where necessary to demonstrate compliance, protect legal rights or meet a legal obligation.

12. Security

We use reasonable technical and organisational measures intended to protect personal information against unauthorised access, loss, misuse, alteration and accidental disclosure. These measures may include access controls, secure hosting, encryption in transit, account security, backups and reputable service providers.

No system connected to the internet can be guaranteed to be completely secure. Please avoid sending highly sensitive or confidential information by ordinary email unless suitable arrangements have been agreed.

13. Your data-protection rights

Depending on the circumstances and lawful basis involved, you may have the right to:

• request access to your personal information;
• request correction of inaccurate or incomplete information;
• request deletion of your information;
• request restriction of processing;
• object to processing based on legitimate interests;
• request transfer of information in a portable format;
• withdraw consent where processing relies on consent; and
• complain about how your personal information has been used.

Some rights are subject to legal conditions and exemptions.

To exercise a right, contact [email protected]. We may need to verify your identity before responding. We will respond within the period required by applicable data-protection law.

14. Automated decision-making

We do not currently use personal information collected through this website to make decisions about individuals solely through automated processing, including profiling, where those decisions produce legal or similarly significant effects.

The computational predictions described elsewhere on the website concern scientific and molecular research. They are not used through this public website to make automated decisions about identifiable visitors.

15. Children

The website and our services are intended for professional, scientific, research and business audiences. We do not knowingly collect personal information from children through this website. Anyone under 18 should not send personal information without the involvement of a parent, guardian, teacher or responsible institution.

16. Links to other websites

The website may contain links to third-party websites, services, repositories, publications or professional platforms. We do not control their privacy practices. You should review their privacy information before providing personal information to them.

17. Complaints

Please contact us first so that we can try to resolve any concern:

Email: [email protected]

You also have the right to complain to the Information Commissioner's Office (ICO), the United Kingdom's independent data-protection supervisory authority.

18. Changes to this notice

We may update this notice where our website, services, providers, data-processing activities or legal obligations change. The latest version will be published on this page with an updated effective or review date.

Where a material change affects how we use existing personal information, we will take reasonable steps to bring it to the attention of affected individuals before the new use begins.