UK-based medical device manufacturer Our Privacy Policy
Privacy Statement
Oxylitre (a division of Oxylitre Holdings Limited)
Key points
- We only collect information that is necessary, relevant and adequate for the purpose you provide it for.
- We do not sell your information to third parties.
- You can withdraw consent or object to marketing at any time.
- You have the right to access, correct or erase the information we hold about you.
These highlights are a summary only and are subject to the full statement set out below.
About this statement
The contents of this statement may change from time to time so you may wish to check this page occasionally to ensure you are still happy to share your information with us. Where possible, we will also contact you directly to notify you of these changes.
This version of our Privacy Statement was issued on the 28th October 2026.
Oxylitre Holdings Limited are committed to protecting and respecting any personal information you share with us. This statement describes what types of information we collect from you, how it is used by us, how we share it with others, how you can manage the information we hold and how you can contact us.
Our business trades as Oxylitre (a division of Oxylitre Holdings Limited). Oxylitre Holdings Limited is the controller of the personal information described in this statement.
We will always give you the option not to receive marketing communications from us. We will never send you unsolicited ‘junk’ email or communications, or share your data with anyone else who might. We do not sell your information to third parties.
We may collect contact information about you when you engage with our website. We only collect information which is necessary, relevant and adequate for the purpose you are providing it for.
We collect information about you use our websites, and contact our customer service department or members of our sales teams. Some of this information does not identify you personally, but provides us with information about how you use our products and engage with us (we use this information to improve our services and make them more useful to you).
The information we collect includes some or all of the following:
- Name (including title);
- Address;
- Phone number;
- Email address;
- Product requests and if provided, reason for these requests;
- The date and time you used our services;
- The pages you visited on our website and how long you visited us for;
- Your IP address;
- The Internet browser and devices you are using;
- The website address from which you accessed our website;
- Details of any transactions between you and us or any authorised service provider such as our CRM system.
- Where you engage with us in a business context, we may collect your job title, company contact details (including email addresses), and company details.
- Any information within correspondence you send to us.
Oxylitre Holdings Limited will only process information that is necessary for the purpose for which it has been collected. You will always have the option not to receive marketing communications from us (and you can withdraw your consent or object at any time).
There are various ways in which we may use or process your personal information. We list these below:
Consent
Where you have provided your consent, we may use and process your information to contact you from time to time about promotions, events, products, services or information which we think may be of interest to you (don’t worry, we won’t bombard you). You can withdraw your consent at any time by contacting us on the details provided within the ‘How can I manage the information we hold about you’ section below or, in relation to any marketing messages you receive, by using the unsubscribe option included in those messages.
Contractual performance
We may use and process your personal information where this is necessary to perform a contract with you and to fulfil and complete your orders, purchases and other transactions entered into with us).
Legitimate interests
We may use and process your personal information as set out below where it is necessary for us to carry out activities for which it is in our legitimate interests as a business to do so.
Processing necessary for us to support customers with sales and other enquiries:
- To respond to correspondence you send to us and fulfil the requests you make to us (for example: brochure requests, product sample requests or information about specific products);
- To provide customer support and services.
Processing necessary for us to respond to understanding customers’ needs:
- To analyse, evaluate and improve our products and services so that your visit and use of our website, and customer service department are more useful and enjoyable (we will generally use data amalgamated from many people so that it doesn’t identify you personally);
- To undertake market analysis and research (including contacting you with customer surveys) so that we can better understand you as a customer and provide tailored offers, products and services that we think you will be interested in. We will only send marketing communications to you if you have provided your consent for us to do so or which we have obtained in the ways mentioned in the paragraphs above;
- For product development purposes (for example to improve product quality, performance and safety);
- To send you marketing information from time to time after you have purchased a product or service from us or made a purchasing enquiry, closed your browser with items in your shopping basket or requested a test drive, brochure or other information of interest. We will only contact you with information about our own products and services (and in ways the law allows), which we hope you will like. You have the right to object to us sending you this information at any time;
- To contact you from time to time with marketing information (unless you object) if you have expressly indicated to us that you are acting on behalf of a business or where we have obtained your business contact details an online or public business directory. In relation to any such information we send by email or SMS, we will include an option allowing you to object to receiving future messages by unsubscribing;
- To identify and record when you have received, opened or engaged with our website or electronic communications (please see our Cookie Policy for more information);
- To administer competitions and promotions that you enter with us from time to time and to distribute prizes;
- To contact you when we close or moves premises.
Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively:
- To verify the accuracy of information that we hold about you and create a better understanding of you as a customer;
- For network and information security purposes i.e. in order for us to take steps to protect your information against loss, damage, theft or unauthorised access;
- To comply with a request from you in connection with the exercise of your rights (for example where you have asked us not to contact you for marketing purposes, we will keep a record of this on our suppression lists in order to be able to comply with your request);
- To inform you of updates to our terms and conditions and policies.
Legal obligation
We may process your personal information to comply with our legal requirements.
Vital interest
Sometimes we will need to process your personal information to contact you if there is an urgent safety or product recall notice and we need to tell you about it.
We do not sell your information to third parties, but we do work closely with our authorised provider network and with third party suppliers who fulfil business activities for us (like our CRM system.)
We do not sell your information to third parties. However, we may from time to time disclose your information to the following categories of companies or organisations to which we pass the responsibility to handle services on our behalf: CRM service provider, market research and market analytics service providers, our legal and other professional advisors.
We take steps to ensure that any third-party partners who handle your information comply with data protection legislation and protect your information just as we do. We only disclose personal information that is necessary for them to provide the service that they are undertaking on our behalf. We will aim to anonymise your information or use aggregated none specific data sets where ever possible. Due to the international nature of our business, there may be some instances where your information is processed or stored outside of the EU. In those instances, we will ensure that appropriate safeguards are in place for that transfer and storage as required by applicable law. There are circumstances where we share your information with other companies within our Group in order to fulfil orders, transactions, handle complaints or provide you with a service or information that you have requested.
We will not hold your personal information in an identifiable format for any longer than is necessary. If you are a customer or otherwise have a relationship with us we will hold personal information about you for a longer period than if we have obtained your details in connection with a prospective relationship.
You have the right as an individual to access your personal information we hold about you and make corrections if necessary. You also have the right to withdraw any consent you have previously given us and ask us to erase information we hold about you. You can also object to us using your personal information (where we rely on our business interests to process and use your personal information).
You have a number of rights in relation to your personal information under data protection law. In relation to most rights, we will ask you for information to confirm your identity and, where applicable, to help us search for your personal information. Except in rare cases, we will respond to you within 30 days after we have received any request (including any identification documents requested).
You have the right to:
- Ask for a copy of the information that we hold about you;
- Correct and update your information;
- Withdraw your consent (where we rely on it).
- Object to our use of your information (where we rely on our legitimate interests to use your personal information) provided we do not have any continuing lawful reason to continue to use and process the information.
- When we do rely on our legitimate interests to use your personal information for direct marketing, we will always comply with your right to object;
- Erase your information (or restrict the use of it), provided we do not have any continuing lawful reason to continue to use and process that information;
- Transfer your information in a structured data file (in a commonly used and machine readable format), where we rely on your consent to use and process your personal information or need to process it in connection with your contract.
You can exercise the above rights and/or manage your information by contacting us using the details below:
If you are unhappy, you have the right to lodge a complaint with a data protection regulator in Europe, in particular in a country you work or live or where your legal rights have been infringed. The contact details for the Information Commissioner’s Office, the data protection regulator in the UK, are below:
Our service portal (oxylitre.co.uk/portal) is run by Oxylitre Medical Services, a division of Oxylitre Holdings Limited. It is used by our staff and service engineers, and by customers we have given an account, to plan and record the servicing of medical gas equipment.
What it holds
- For people with an account: name, work email address, role, and the sites a customer account can see.
- For our staff: initials, and the dates of holidays and other absences (with the start and end time of a part-day absence), used to plan work.
- For security: when and from which internet address each person signed in, the browser used, and a record of the actions they took.
- For our service engineers, for health and safety only: the approximate location (to about 1 km) of the phone or computer they use, recorded when they sign in to the portal and updated while they have it open. We hold only two locations for each engineer, the one from their latest sign-in and their latest location since, each replacing the one before, and each is deleted 72 hours after it was recorded. Because the sign-in location is replaced at every sign-in, an engineer who uses the portal every day always has one held, often near where they start their day. Only our managers and the portal’s administrator can see these locations, and only so that they can see where an engineer last was if something goes wrong. They are never used for performance, timekeeping or disciplinary purposes, and they are never kept in our backups.
- For customers and their sites: business name and address, and the site contact’s name, department and telephone number.
- For service work: equipment records (product, serial number and location), service reports, test readings, parts and batch numbers, the name of the engineer and of the person who signed each report on the customer’s behalf, and the signature each of them wrote on screen.
Why we hold it
To provide the service we have agreed with our customers, to meet our legal duties as a manufacturer of medical devices (which require us to keep service and traceability records), to keep the portal secure and, for engineers’ locations, to protect the health and safety of engineers who work alone and travel.
Cookies
The portal uses only strictly necessary cookies, set when you sign in, to keep you signed in and to recognise devices you have used before. They are not used for advertising or tracking.
Who can see it
Only our own staff, each according to their role, and customers, who see only their own organisation’s equipment and reports. Some service providers handle portal information on our behalf, under contract: our website hosting provider, which hosts the portal; our email provider, which sends the portal’s emails; and our HR system provider, from which the portal receives staff names and holiday and absence dates. Customer, product and price records come into the portal from our own business system. We do not share portal information with anyone else unless the law requires it.
How long we keep it
- Service, equipment, test and traceability records, with the customer and site they belong to: 16 years, the longest service life of our products plus one year.
- Sign-in records: 90 days after the session ends. The record of actions taken in the portal is kept as a permanent security record.
- Staff accounts: 3 years after the person leaves our employment.
- Holiday and absence dates read from our HR system: 3 months after the date.
- Customer accounts: 3 years after the account is closed.
- Engineers’ locations: 72 hours after each was recorded. Only the latest sign-in location and the latest location are held.
Backups
We keep encrypted backups of the portal. Information deleted from the portal can remain in a backup for up to 12 months. Engineers’ locations are never included in a backup. We also keep a yearly encrypted archive of the service and traceability records for 16 years. It holds the customer and site each record belongs to, each service report as it was signed (with the names and signatures on it), and the name, initials and role of each member of staff with a portal account, to show who did the work. It holds no other portal account details, such as email addresses, passwords or sign-in records, and no customer accounts.
To ask about the information the portal holds about you, please use the contact details in section 6.