Privacy Policy – Cryo Medical Logistics 

Effective Date: 23.13.24

This Privacy Policy explains how Cryo Medical Logistics  Ltd, a company registered in the United Kingdom (“we”, “us”, “our”), collects and processes personal information in accordance with:

• UK General Data Protection Regulation (UK GDPR)

• EU General Data Protection Regulation (EU GDPR) (for EU-based clients or EU data subjects)

• The Data Protection Act 2018

• PECR (Privacy and Electronic Communications Regulations) where applicable

 

This Privacy Policy applies to visitors of our website, clients, clinics, laboratories, partner organisations, applicants, and anyone who interacts with our cryogenic and medical logistics services.

 

1. Personal Data We Collect

We collect personal data only when necessary for service delivery, legal compliance, legitimate interests, or when you give clear consent.

 

1.1 Information You Provide Directly

You may give us personal information when you:

• Submit a quotation or transport request

• Download content or request educational materials

• Fill out our contact form

• Subscribe to newsletters or updates

• Communicate with our team

• Apply for employment or contractor roles

• Provide details for the carriage of biological samples

• Request laboratory–clinic–patient liaison services

 

This may include:

• Full name

• Job title

• Company/clinic details

• Email address

• Phone number

• Postal/collection address

• Details about your enquiry

• Documentation required for shipment

• CV or employment information (if applying)

 

1.2 Special Category Data (Article 9 GDPR)

Special category data is only collected when strictly necessary, and only with explicit consent.

 

This may include:

• Medical information relating to IVF, fertility, gametes, embryos, or cryogenic samples

• Information relating to treatment cycles

• Biological sample identifiers

• Patient or donor ID numbers provided for shipment

Such data is processed under:

• Article 9(2)(a) – explicit consent

• Article 9(2)(h) – healthcare/diagnostic purposes, where applicable

• Article 9(2)(f) – establishment, exercise, or defence of legal claims

We never process special category data without a lawful legal basis.

 

1.3 Information Collected Automatically

When you browse our website, we may collect:

• IP address

• Browser type and version

• Device information

• Pages visited and time spent

• Cookies and analytics data (see Cookies section below)

This helps us enhance website performance and security.

 

2. Lawful Bases for Processing (Article 6 GDPR)

We process your personal data on one or more of the following legal bases:

 

2.1 Consent (Art. 6(1)(a))

For:

• Newsletters

• Marketing communications

• Processing special category data

• Optional form submissions

Consent is freely given, specific, informed, and unambiguous.

You may withdraw consent at any time.

 

2.2 Contract (Art. 6(1)(b))

When processing is necessary:

• To provide a quote

• To fulfil cryogenic shipping services

• To communicate about logistics or transport schedules

 

2.3 Legal Obligation (Art. 6(1)(c))

To comply with:

• Customs and border requirements

• Regulatory and medical transport laws

• Financial, audit, and tax obligations

• Compliance with court orders or law enforcement requests

 

2.4 Legitimate Interests (Art. 6(1)(f))

Where balanced against your rights, such as:

• Website optimisation

• Service improvement

• Security monitoring

• Fraud prevention

• Internal training

A Legitimate Interest Assessment (LIA) is conducted where required.

 

3. How We Use Your Data

We use your information to:

• Provide cryogenic transport, logistics, and support services

• Assess and respond to enquiries

• Communicate with clinics, labs, and clients

• Issue invoices, quotes, and documentation

• Track and monitor shipments

• Improve our services

• Provide customer support

• Maintain regulatory and safety records

• Protect the security and integrity of our operations

We do not sell your personal data.

 

4. Sharing Your Data

We only share data when necessary and always under GDPR-compliant agreements.

 

4.1 Third parties we may share with:

• Clinics, laboratories, and medical professionals involved in your shipment

• Partner logistics providers and courier networks

• Insurers, legal advisers, or accreditation bodies

• IT, hosting, and software providers

• Border, customs, or regulatory authorities

• Auditors and compliance bodies

 

All third parties must:

• Comply with UK GDPR/EU GDPR

• Sign data processing or confidentiality agreements

• Implement appropriate security measures

 

4.2 No Unauthorised Third-Party Marketing

We never allow third parties to use your information for their own marketing.

 

5. International Data Transfers

Because we provide international medical logistics, your data may be transferred outside the UK/EU.

We ensure lawful safeguards, including:

• UK/EU Standard Contractual Clauses (SCCs)

• Approved International Data Transfer Agreements (IDTAs)

• Adequacy regulations

• Explicit consent, where applicable

All transfers meet GDPR requirements.

 

6. Data Security Measures

We implement robust physical, technical, and organisational controls, including:

• Encrypted storage and transfers

• Role-restricted access

• Secured documentation handling

• Cybersecurity monitoring

• Confidentiality obligations for all staff

• Secure GPS and shipment tracking systems

• Regular testing of security processes

Although no system is entirely risk-free, we take all reasonable steps to keep your information safe.

 

7. Data Retention

We retain personal data only for as long as necessary for:

• Service delivery

• Legal and regulatory obligations

• Clinical documentation requirements

• Transport record retention laws

• Accounting and tax compliance

 

General retention periods:

Type of DataRetention Period

Transport records7 years (regulatory requirement)

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Special category (medical) dataOnly for the duration of the service + required legal period

Marketing consent recordsUntil consent withdrawn

Employment/CV data12 months unless hired

Backups are deleted on a rolling schedule.

 

8. Your GDPR Rights

You have the following rights under UK/EU GDPR:

• Right to access

• Right to rectification

• Right to erasure (“right to be forgotten”)

• Right to restrict processing

• Right to object

• Right to data portability

• Right to withdraw consent at any time

• Right not to be subject to automated decision-making

To exercise your rights, contact our Data Protection Officer using the details below. Identification may be required.

 

9. Cookies

Our site uses cookies to:

• Improve navigation

• Provide secure login functionality

• Analyse website performance

• Personalise your experience

You can disable cookies at any time via your browser settings.

A full Cookies Policy can be added if needed.

 

10. Complaints and Dispute Resolution

If you have concerns about how your data is handled, please contact us first—we aim to resolve all concerns quickly.

You also have the right to lodge a complaint with:

Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
Helpline: 0303 123 1113

EU residents may lodge complaints with their local Data Protection Authority.

 

11. External Links

Our website may link to external sites. We are not responsible for their privacy practices and recommend reviewing their policies before submitting any information.

 

12. Changes to This Policy

We may amend this Privacy Policy to reflect:

• Legal changes

• Operational updates

• Industry best practice

We will post all updates on our website. The “Effective Date” at the top will reflect the latest version.

 

13. Contact Us

Cryo Medical Logistics  Ltd
Email: transports@cryomedicallogistics.com
 

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