This privacy statement is made by Oxford Instruments plc and its subsidiaries (“we” or “us”).
We respect your privacy and are committed to protecting your personal data.
This privacy statement tells you how we look after your personal data when you visit our website (regardless of where you visit it from), confirms your privacy rights and summarises how the law protects you. Please take the time to read this privacy statement carefully to understand how we will use your personal data.
Please use the Schedule to understand the meaning of some of the terms used below.
This privacy statement aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through it when you sign up to our newsletter, purchase a product or service, take part in a competition, complete a contact support form, request pricing or a quote or download an asset.
This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy statement together with any other privacy notice, policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.
This privacy statement supplements the other notices and is not intended to override them.
Oxford Instruments plc is made up of different legal entities, details of which can be found here.
Our legal entities located outside the UK who offer goods and services to data subjects within the UK have each appointed a UK representative for the purposes of the UK General Data Protection Regulations (GDPR). Our legal entities located outside the EU who offer goods and services to data subjects within the EU have each appointed an EU representative for the purposes of the EU GDPR. Further details are in the Schedule.
This privacy statement is issued on behalf of the Oxford Instruments Group so when we mention “Oxford Instruments”, "we", "us" or "our" in this privacy notice, we are referring to the relevant company in the Oxford Instruments Group responsible for processing your data.
Oxford Instruments plc is the data controller for this website. The Oxford Instruments legal entity that is the data controller and responsible for collection and use of your personal data, determines what data to collect, how to use it, for how long to store it, and with whom to share it, depends on your relationship with us. For example, if you are or work for one of our customers, suppliers, agents or distributors, or business partners, the data controller is the Oxford Instruments legal entity you are doing business with. This information can be found on our quotations, order acknowledgements, invoices or purchase orders you receive or in the agreement you have entered into with us, or can be obtained from your contact person at Oxford Instruments.
We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy statement. If you have any questions about this privacy statement, including any requests to exercise any legal rights you may have, please contact the data privacy manager using the details set out below.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature.
However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used only in accordance with this privacy statement.
We do not collect any Special Categories of Personal Data about you (this includes details about race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about health and genetic and biometric data). We also do not collect any information about criminal convictions and offences.
We use different methods to collect data from and about you including:
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Generally, we do not rely on your consent as a legal basis for processing your personal data other than in relation to some direct marketing communications to you from ourselves and/or third parties – see below. You have the right to withdraw consent to that form of marketing at any time by contacting us.
We have set out below, in a table format, a description of all the ways we can to use your personal data, and which of the legal bases permit us to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your personal data. Please contact us you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|Purpose/Activity||Type of data||Lawful basis for processing including basis of legitimate interest|
|To register you as a new customer||(a) Identity
|Performance of a contract with you|
|To process and deliver your order including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(c) Provide customer service
(d) Carry out repairs
(e) Marketing and Communications
|(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due to us)
|To manage our relationship with you which will include:
(b) Asking you to leave a review or take a survey
(d) Marketing and Communications
|(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
|To enable you to partake in a prize draw, competition or complete a survey||(a) Identity
(e) Marketing and Communications
|(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
|To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)||(a) Identity
|(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
|To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you||(a) Identity
(e) Marketing and Communications
|Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)|
|To use data analytics to improve our website, products/services, marketing, customer relationships and experiences, and to forecast stock management||(a) Technical
|Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)|
|To make suggestions and recommendations to you about goods or services that may be of interest to you||(a) Identity
|Necessary for our legitimate interests (to develop our products/services and grow our business)|
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service order you have with us but we will notify you if this is the case at the time.
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
You will receive marketing communications from us if you have requested information from us or purchased goods or services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.
You can ask us or third parties to stop sending you marketing messages at any time by checking or unchecking relevant boxes on any email we send to adjust your marketing preferences or by following the opt-out links on any marketing message sent to you or by contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.
We may have to share your personal data with the parties set out below for the purposes set out in the table above.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Some of our Internal Third Parties and External Third Parties are based outside the European Economic Area (EEA) and/or the UK so their processing of your personal data will involve a transfer of data outside the EEA and/or the UK. We comply with applicable legal requirements to safeguard EU personal data transferred outside of the EEA and/or the UK.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will use technical and organisational measures to safeguard your personal data.
In particular, we:
While we will use commercially reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data transferred from you or to you via the internet.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances:
We may monitor and record communications with you (such as emails) for the purpose of quality assurance, training, fraud prevention and compliance.
To enable us and other companies in our group to make credit decisions about you and the organisation(s) you work for, and for fraud prevention and money laundering purposes, we may search the files of credit reference and fraud prevention agencies (who will record the search).
We may disclose information about how you conduct your account to such agencies. Other credit grantors may use this information to make credit decisions about you and the organisations with whom you are financially associated, as well as for fraud prevention, debtor tracing and money laundering purposes. If you provide false or inaccurate information and we suspect fraud, we will record this.
If you give us information on behalf of someone else, you confirm that the other person has appointed you to act on his/her behalf and has agreed that you can:
If you are located in the EEA or the UK, under certain circumstances, you may have rights under the applicable data protection laws in relation to your personal data:
If you wish to exercise any of the rights set out above, please contact us.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.
We may also contact you to ask you for further information in relation to your request to speed up our response.
If you wish to exercise any of these rights, you should therefore:
If you wish us to stop processing your personal data for direct marketing purposes, you should:
If you receive emails from different product lines sold by different Oxford Instruments’ business units, please use the opt-out functionality in each email to be sure you are unsubscribed from all.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
We welcome your feedback and questions.
If you wish to contact us, please send an email to email@example.com or you can write to us at Attention: Group Data Privacy Manager, Tubney Woods, Abingdon, Oxon OX13 5QX, UK.
You have the right to make a complaint at any time to the relevant supervisory authority. The supervisory authority applicable for personal data processing pursuant to the UK GDPR (EU) 2016/679 as it forms part of the law of England and Wales, Scotland and Northern Ireland by virtue of section 3 of the European Union (Withdrawal) Act 2018 and as amended by the Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019) is the Information Commissioner's Office (ICO) (www.ico.org.uk).
The details of the relevant supervisory authorities for personal data processing pursuant to the EU GDPR (EU) 2016/679 is available here.
We would, however, appreciate the chance to deal with your concerns before you approach a supervisory authority so please contact us in the first instance.
We may change this Privacy Statement from time to time. You should check this Privacy Statement occasionally to ensure you are aware of the most recent version that will apply each time you access this website. Historic versions can be obtained by contacting us.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
This section applies to our processing of personal data of individuals in Brazil pursuant to Brazilian data protection law, Federal Law No. 13,709/2018 Lei Geral de Proteção de Dados Pessoais (the “LGPD”), and supplements our privacy notice (“Brazilian Data”).
Our privacy notice explains what personal data (which includes Brazilian Data) we collect, and how and why we use it. We only process Brazilian Data when we have a legal basis for the processing, such as in order to fulfill a contract with you, where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests, or where we need to comply with a legal or regulatory obligation. Generally, we do not rely on your consent as a legal basis for processing your personal data other than in relation to some direct marketing communications to you from ourselves and/or third parties. You have the right to withdraw consent to that form of marketing at any time by contacting us.
As noted in our privacy notice, we may share Brazilian Data for the purposes set out above with Internal Third Parties and External Third Parties as set out in the Schedule. As permitted by the LGPD, we may also share Brazilian Data in connection with the sale of business assets or as required by law.
Brazilian Data may be processed outside of Brazil in countries which may not have equivalent privacy or data protection laws but will be processed with appropriate safeguards in place in compliance with the LGPD.
We retain Brazilian Data for as long as the information is needed for the purposes set forth above and for any additional period that may be required or permitted by law.
We respect the rights of Brazilian residents to access, correct and request erasure or restriction of their personal data as required by LGPD. Subject to some limitations as provided by LGPD, this means:
If you wish to exercise your rights, please send an email to firstname.lastname@example.org or you can write to us at Attention: Group Data Privacy Manager, Tubney Woods, Abingdon, Oxon OX13 5QX, UK.
The data protection authority in Brazil for Brazilian Data is the Autoridade Nacional de Proteção de Dados or the “ANPD”.
INTERNAL THIRD PARTIES
Companies in the Oxford Instruments Group (acting as joint controllers or processors) provide various services to each other, including sales and support services and IT and system administration services and business analytics reporting.
EXTERNAL THIRD PARTIES
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
Oxford Instruments GmbH is the appointed EU representative for: Oxford Instruments plc, Oxford Instruments Industrial Products Limited, Oxford Instruments Nanotechnology Tools Limited, Andor Technology Limited, Oxford Instruments Overseas Marketing Limited, Oxford Instruments Asylum Research, Inc., Oxford Instruments X-Ray Technology, Inc., Bitplane AG
Oxford Instruments plc is the appointed UK representative for: Oxford Instruments Asylum Research, Inc., Oxford Instruments X-Ray Technology Inc., Bitplane AG
Last updated: 21 December 2020