Privacy Policy

Evolve Bio Ltd (trading as EvolveBio Dental)
Company number: 16823131
Website: www.evolvebiodental.com
Privacy contact: info@evolvebiodental.com
Orders/sales contact: orders@evolvebiodental.com
Last updated: 30 January 2026

This Privacy Policy explains how Evolve Bio Ltd (“we”, “us”, “our”) collects, uses, stores and shares personal data when you interact with EvolveBio Dental, including through our website, by email/phone, when you request quotes, place orders, receive deliveries, ask for documentation, attend training, or report product quality issues or suspected adverse events.

We sell and supply products business-to-business to dentists, surgeons, practices and professional organisations. Our products are intended for professional use only.

1) Who we are (data controller)

For the purposes of UK data protection law, Evolve Bio Ltd is the “data controller” for the personal data described in this policy.

If you have any questions or requests about your personal data, contact: info@evolvebiodental.com.

2) Personal data we collect

We may collect the following categories of personal data:

A. Professional identity and contact details

Name, job title, professional role and specialty
Work email address, work phone number
Practice/organisation name and address
Professional registration details (e.g., GDC/GMC) where needed to verify eligibility to purchase

B. Quotes, orders and account management

Quote requests, order details, delivery addresses and delivery contacts
Invoice details, payment status and credit-control information (where applicable)
Communications with us (emails, call notes, meeting notes)

C. Website and technical data

IP address, device/browser type, operating system
Pages visited, session time, referral sources
Cookie identifiers and event/usage data (see Cookie Policy)

D. Marketing and preferences

Communication preferences and opt-out/consent records
Professional interests relevant to our products (where you provide them)

E. Product quality, complaints and vigilance
If you contact us about product quality, a complaint, or a suspected adverse event, we may collect:

Reporter name, role, organisation and contact details
Product identifiers (e.g., product name, lot/batch number, expiry date)
Details of the issue/event and outcomes
Any information necessary to support safety investigation and traceability

Important: Please do not send us unnecessary patient identifiers. Where patient-related information is required for safety and traceability, share the minimum necessary and, where possible, use anonymised or pseudonymised information.

3) How we use your personal data

We use personal data for the following purposes:

A. To respond to enquiries and provide information

Responding to product enquiries, documentation requests, availability and pricing
Providing IFUs and professional product information

B. To provide quotes, supply products and manage accounts

Issuing quotes, processing orders, coordinating deliveries
Invoicing, receiving payments, credit control and account administration
Customer service and relationship management

C. To support product safety, traceability and compliance

Handling product complaints and suspected adverse events
Supporting traceability records and any recall/field safety actions
Communicating safety notices or urgent product updates where necessary

D. To improve our website and communications

Understanding website performance and usage through analytics
Security monitoring, fraud prevention and misuse detection
Measuring effectiveness of communications and campaigns (where enabled)

E. Business-to-business marketing (professional audiences)

Sending relevant product updates, education/event information and service communications to professional contacts
You can opt out at any time (see “Your rights”).

4) Lawful bases for processing (UK GDPR)

We rely on one or more of the following lawful bases:

Contract: to take steps at your request and to perform our contract (quotes, orders, delivery, invoicing).
Legitimate interests: to run and grow our B2B business, respond to enquiries, manage customer relationships, improve services, and send relevant professional communications where appropriate. We balance our interests against your rights and expectations.
Legal obligation: for tax, accounting, regulatory and safety-related obligations (including product safety/traceability where applicable).
Consent: where required (for example, for non-essential cookies and certain types of electronic marketing in specific circumstances). You can withdraw consent at any time.

If we receive any special category data (such as limited patient health information contained in a vigilance report), we will process it only when necessary and with an appropriate additional condition under the Data Protection Act 2018/UK GDPR (for example, substantial public interest in product safety and traceability and/or compliance with legal obligations).

5) Who we share personal data with

We may share personal data with the following categories of recipients:

A. The manufacturer (CenoBiologics Ltd)
We distribute products manufactured by CenoBiologics Ltd. Where necessary (particularly for documentation, traceability, complaints, suspected adverse events, and safety actions), we may share relevant information with the manufacturer. The manufacturer may act as an independent data controller for the information it receives.
Manufacturer website: https://cenobiologics.co.uk/

B. Service providers (processors)
We use third-party providers to run our operations, such as:

IT, email and cloud service providers
Website hosting, security and performance providers
CRM/customer support systems
Accounting and payment administration tools
Delivery/logistics partners and couriers

They are permitted to process personal data only to provide services to us and must protect it.

C. Authorities and professional/regulatory bodies
We may share information when required by law or where appropriate for safety and compliance, including responding to lawful requests.

D. Business transfers
If we sell or restructure our business, personal data may be shared as part of a transaction, subject to appropriate safeguards.

6) International transfers

We aim to keep data in the UK. Some service providers (including analytics/advertising platforms) may process data outside the UK. When this occurs, we use appropriate safeguards such as adequacy regulations or approved transfer mechanisms (e.g., the UK Addendum to EU SCCs or the UK International Data Transfer Agreement).

7) Data retention

We retain personal data only as long as necessary for the purposes described above, including legal, accounting, and safety obligations.

Typical retention periods include:

Sales, invoicing and contract records: typically up to 6 years after the end of the relevant financial year (or longer where needed for legal claims).
Product quality, complaints, traceability and vigilance: retained for as long as necessary to support patient safety, traceability, audits, and potential safety actions. In sectors involving human-derived materials, traceability records may require long retention periods.
Marketing preferences: retained until you opt out or we no longer have a legitimate reason to contact you.
Website analytics/cookie data: retained according to cookie type and settings (see Cookie Policy).

8) Your rights

You have rights under UK data protection law, including:

Access, rectification and (in certain circumstances) erasure
Restriction of processing and objection (including objection to direct marketing)
Data portability (in certain circumstances)
Withdrawal of consent (where we rely on consent)

Direct marketing: you can opt out at any time by using the unsubscribe link (where provided) or emailing info@evolvebiodental.com.

9) Security

We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse or alteration.

10) Children

Our website and services are intended for professional audiences. We do not knowingly collect personal data from children.

11) Third-party links

Our website may contain links to third-party sites. We are not responsible for their privacy practices. Please review their policies.

12) Complaints

If you have concerns, contact info@evolvebiodental.com first.

You also have the right to complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/make-a-complaint/

13) Related policies

Please also see our Cookie Policy and Terms & Conditions.