Privacy Policy
How Symaptics uses personal information when you visit our website, request a SyMAP demonstration or contact us about a project.
Last reviewed: 22 September 2026.
Who we are
Symaptics Ltd is the controller of the personal information described in this notice. We are registered in England and Wales, company number 16011248, at 124–128 City Road, London, EC1V 2NX, United Kingdom.
For privacy questions, requests or complaints, email info@symaptics.com or write to us at that address.
This notice covers symaptics.com and enquiries made through the website, by email or by telephone. Processing of customer datasets within the SyMAP application and information handled during client projects is subject to the arrangements for the relevant service or engagement.
Information we collect
Enquiries and correspondence
Our website form requires your first name, last name and email address. A message is optional. We also receive the source page and its URL, the submission time and any selected enquiry interest, such as a demonstration or project discussion. The URL may contain referral or campaign information.
When you contact us or reply, we receive the information you choose to provide. This may include your organisation, role, telephone number and details of your enquiry. Please do not include patient-identifiable information, passwords or confidential datasets in an initial enquiry.
You can browse without sending an enquiry. The required form fields enable us to identify and reply to your request; without them, the form cannot be submitted. You can also contact us directly by email.
Website use and technical information
The website and its service providers process technical information to deliver and protect the service, including IP addresses, requested pages, browser information and access times. The cookies and analytics section explains website measurement.
Email delivery and spam prevention
Accepted enquiries are emailed to our business inbox. The custom form handler does not create a separate database entry containing the accepted message body. It does keep delivery-attempt records: the recipient, time, email subject, message length, status and any error. The subject includes the sender’s name.
Rejected submissions can leave a diagnostic record containing the submitted name and email address, up to 200 characters of the message, its length, the source page title, IP address, browser information, time and rejection reason. Access-controlled tools retrieve these records to investigate delivery problems and incorrect blocking. Operational reports are designed to show aggregate counts rather than enquiry details.
How we use your information
- Answering enquiries and arranging discussions
- We use your details to respond, arrange a requested demonstration and discuss potential work. For business contacts, we rely on our legitimate interests in responding to people who approach us and managing those relationships. Where you personally are a party to a proposed contract, necessary steps taken at your request before entering that contract may instead use the contractual basis.
- Protecting the website and communications
- We use technical information and diagnostic records for our legitimate interests in preventing abuse, maintaining the service and investigating failures. Automated spam checks can reject a submission. If you have difficulty using the form, email us directly.
- Understanding website use
- Google Analytics helps us understand visits and interactions, including whether an enquiry was submitted. Consent is the basis for optional analytics; sending an enquiry does not itself give that consent. See cookies and analytics for the installed features and available controls.
Direct replies, without mailing-list enrolment
Website enquiries stay in our business inbox and are used for direct replies. We do not add these contacts to a CRM or mailing list, or use their enquiry details for subsequent marketing. Acknowledging this notice is not consent to future marketing emails.
How long we keep information
Retention depends on the record and its purpose. A browser cookie’s lifetime is separate from the retention of an email or an analytics record.
- Inactive enquiries: our policy is to review these 12 months after the last substantive exchange and delete them unless there is an active discussion or a documented reason to retain them.
- Client correspondence: where an enquiry becomes a project, retention depends on the relevant contract and applicable record-keeping requirements. The inactive-enquiry schedule does not automatically apply.
- Website email-delivery records: the current system retains the latest 200 mail attempts, replacing older records as new ones are recorded.
- Rejected-submission records: the current system retains the latest 100 records, replacing older records as new ones are recorded.
- Rate-limit state: an IP-derived identifier supports a ten-minute spam-prevention window. This does not determine how long IP addresses remain in other diagnostic records.
The two log limits are record-count limits, not fixed deletion periods. A record can remain until enough later activity replaces it. Copies held in email recovery, provider backups or provider security records are subject to the relevant service’s retention processes and account settings.
Analytics cookie lifetimes are described below. Google’s separate retention settings govern individual analytics records; cookie expiry does not itself delete those records. Aggregate website-performance reports may be kept for longer-term comparison.
Your rights
Depending on the circumstances and the lawful basis, you can ask for access to your personal information, correction, erasure, restriction of processing or a portable copy. These rights are subject to the conditions and exceptions in data-protection law.
Your right to object
You can object to processing based on legitimate interests on grounds relating to your circumstances. You can object to the use of your information for direct marketing at any time.
Where processing relies on consent, you can withdraw it at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.
To exercise a right, email info@symaptics.com or write to our registered address. You do not need to use the website form. We may request proportionate information to confirm your identity before disclosing or changing a record.
Questions and complaints
Our owner monitors info@symaptics.com for privacy questions, rights requests and complaints. You can also write to Symaptics Ltd, 124–128 City Road, London, EC1V 2NX, United Kingdom.
We will acknowledge a data-protection complaint within 30 days, investigate it and explain the outcome to you.
You also have the right to complain to the UK Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint for its complaint routes.
Changes to this notice
We will update this notice when our information-handling practices change and show the latest review date. If we plan to use information for a new purpose, we will provide the relevant information before starting that use. Updating a notice does not, by itself, obtain consent.