Website Privacy Notice

1. Who we are

This Privacy Notice explains how personal data is processed in connection with ilof.tech and related communications.

The website is operated by:
ILOF – INTELLIGENT LAB ON FIBER LIMITED
124 City Road, City Road, 124
London, England, EC1V 2NX
United Kingdom
Email: privacy@ilof.tech
Email: info@ilof.tech

ILOF – INTELLIGENT LAB ON FIBER LIMITED (“iLoF UK”, “iLoF”, “we”, “us” or “our”) is the controller of personal data processed in connection with the general operation of ilof.tech where it determines the purposes and essential means of that processing.

The operational administration of the website and certain Group functions is carried out from Portugal with support from iLoF – Intelligent Lab on Fiber, Unipessoal Lda (“iLoF Portugal”). iLoF Portugal may process website and communications data on behalf of iLoF UK.

Where an enquiry or other interaction relates specifically to an activity for which another iLoF Group company is responsible, that company may process the relevant personal data as a separate controller for that activity.

Recruitment is covered by our separate Recruitment Privacy Notice.

2. Personal data we collect

Information you provide to us

Depending on how you use the website or interact with us, this may include:

• your name;
• email address and other contact details;
• organisation and professional role;
• information submitted through our Contact form;
• the subject and content of your enquiry;
• information provided when requesting reports, application notes or other materials;
• newsletter or communications preferences;
• information provided when registering for an event or other iLoF activity; and
• correspondence and other communications with us.

Please do not submit patient data, health information or other sensitive personal data through the general Contact form unless we have specifically requested that information through an appropriate channel.

Technical information

Our website infrastructure may generate limited technical information required to deliver, secure and troubleshoot the website, such as IP address, browser or device information, date and time of access, and security or server logs.

3. How and why we use personal data

Website operation and security

We may process technical information where necessary to operate and maintain the website, protect the security of the website and our systems, identify and address technical problems, prevent misuse or malicious activity, and maintain appropriate security and operational records.

We generally rely on our legitimate interests in operating and protecting our website and information systems.

Contact enquiries

We use information submitted through the Contact form or otherwise provided to us to respond to your enquiry, provide information you request, identify the appropriate person or iLoF Group company to respond, discuss potential services, projects, collaborations or other business relationships, and manage subsequent communications.

We generally rely on our legitimate interests in managing business and professional communications. Where your enquiry concerns a possible contract, we may also process your information where necessary to take steps at your request before entering into that contract.

Requests for materials

Where you request an application note, report or other material, we use the information you provide to fulfil that request and, where appropriate, communicate with you concerning the material requested.

Requesting material does not automatically subscribe you to unrelated marketing communications.

Business and professional relationships

We may process contact and professional information relating to customers, prospective customers, suppliers, collaborators, research institutions, investors and other professional contacts to establish and manage business relationships, communicate about our activities, manage projects and collaborations, and maintain appropriate business records.

We generally rely on our legitimate interests in conducting and developing our business.

News and marketing communications

Where permitted by applicable law, we may use contact information to send news, invitations and updates about iLoF. Where consent is required, we will obtain it before sending the relevant communications.

You may unsubscribe from electronic marketing communications at any time using the unsubscribe mechanism provided in the relevant communication.

Legal and compliance purposes

We may process personal data where necessary to comply with legal or regulatory obligations, respond to lawful requests from competent authorities, establish, exercise or defend legal rights, protect the rights, property or interests of iLoF or others, or investigate suspected unlawful activity.

4. Sharing personal data within the iLoF Group

Companies within the iLoF Group provide operational and other services to one another.

In particular, personnel of iLoF Portugal may access or process website and communications information in providing operational support to iLoF UK.

Where your enquiry relates to an activity for which another iLoF Group company is responsible, we may share the relevant information with that company so that it can respond to or manage the relevant relationship. Where another Group company processes your information for its own purposes, it will act as a controller in respect of that processing.

5. Sharing personal data with other organisations

Where necessary, personal data may also be disclosed to:

• website hosting and infrastructure providers;
• IT and cybersecurity providers;
• communications and email service providers;
• CRM and business-management providers;
• professional advisers, including lawyers, accountants and auditors;
• business or research partners where disclosure is necessary for the relevant interaction and legally appropriate;
• courts, regulators, law-enforcement bodies or other competent authorities; and
• potential investors, purchasers or advisers in connection with a financing, investment, restructuring, acquisition or similar corporate transaction, subject to appropriate safeguards.

Where a service provider processes personal data on our behalf, it is required to process the information in accordance with applicable data protection requirements.

6. International transfers

The iLoF Group operates in more than one jurisdiction and some of our service providers may also process personal data internationally.

Personal data processed through ilof.tech may therefore be transferred between the United Kingdom and the European Economic Area or to other countries where this is necessary for the relevant processing activity.

Where applicable data protection law requires safeguards for an international transfer, we use an appropriate lawful transfer mechanism. Transfers of personal data from the European Economic Area to the United Kingdom may rely on the applicable European Commission adequacy decision. Where personal data is transferred to another country that is not covered by an applicable adequacy decision, we will use appropriate safeguards or another transfer mechanism permitted by applicable law.

7. How long we keep personal data

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected and to comply with relevant legal, regulatory and business requirements.

• ordinary website and business enquiries will normally be retained for up to 24 months following the last substantive interaction, unless the enquiry develops into an ongoing business, contractual or other relationship;
• information relating to an ongoing business or professional relationship may be retained for the duration of that relationship and afterwards where necessary for legal, regulatory, tax, accounting or dispute-management purposes;
• marketing information may be retained while you remain subscribed; where you unsubscribe, we may retain limited information on a suppression list to ensure that your preference continues to be respected;
• security and technical information will be retained only for as long as necessary for its security or operational purpose; and
• information relevant to a legal claim, investigation or regulatory matter may be retained for as long as reasonably necessary for that purpose.

Where possible and appropriate, information may instead be anonymised so that it no longer identifies an individual.

8. Your rights

Depending on the law applicable to the relevant processing, you may have the right to:

• obtain confirmation as to whether we process your personal data and request access to it;
• request correction of inaccurate or incomplete information;
• request deletion of personal data in certain circumstances;
• request restriction of processing;
• object to processing based on legitimate interests;
• object at any time to the use of your personal data for direct marketing;
• withdraw consent at any time where processing is based on consent; and
• receive certain personal data in a portable format where the applicable legal requirements are met.

These rights are subject to the conditions and exceptions provided by applicable law.

Where processing is subject to UK data protection law, you may lodge a complaint with the Information Commissioner’s Office (ICO). Where processing is subject to the EU GDPR in Portugal, you may lodge a complaint with the Comissão Nacional de Proteção de Dados (CNPD).

9. Where we obtain information from other sources

Most personal data covered by this Privacy Notice is obtained directly from you. In some circumstances, we may obtain professional contact information from another person within your organisation, a business partner, publicly available professional information or another legitimate business source. Where required by applicable law, we will provide the relevant privacy information within the applicable period.

10. Automated decision-making

We do not currently use personal data collected through the general website to make decisions about individuals based solely on automated processing that produce legal or similarly significant effects. If this changes, we will provide the information required by applicable data protection law.

11. Cookies and similar technologies

We have been advised that ilof.tech does not currently use cookies or similar technologies for analytics, advertising or user tracking. Limited technical information may nevertheless be generated by the website infrastructure where necessary to deliver and secure the website.

If the technologies used on the website change, we will update this Privacy Notice and, where required, implement appropriate information and consent controls before using non-essential technologies.

12. Third-party websites

The website may contain links to websites or services operated by third parties. We do not control those third parties and are not responsible for their privacy practices. You should review the privacy information provided by the relevant third party before submitting personal data to it.

13. Changes to this Privacy Notice

We may update this Privacy Notice to reflect changes to our activities, technologies, Group structure or legal obligations. The current version will be published on this website and the “Last updated” date will be amended accordingly.

14. Contact us

For questions or requests concerning personal data processed through ilof.tech, please contact:

ILOF – INTELLIGENT LAB ON FIBER LIMITED
124 City Road, City Road, 124
London, England, EC1V 2NX
United Kingdom
Email: privacy@ilof.tech
Email: info@ilof.tech

Please identify your message as a Privacy enquiry where possible.