Privacy Notice

Last updated: 07 September 2026

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PeptiMatrix Limited ("PeptiMatrix", "we", "us" or "our") respects your privacy and is committed to protecting your personal information.

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This Privacy Notice explains how we collect, use, store and share personal information when you visit our website, contact us, use our products or services, work or collaborate with us, apply for a role with us, or otherwise interact with PeptiMatrix.

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PeptiMatrix Limited is the controller of the personal information described in this notice.

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1. Who we are

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PeptiMatrix Limited
Biodiscovery Institute
Nottingham
NG7 2RD
United Kingdom

Email: info@peptimatrix.com

Website: www.peptimatrix.com

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If you have any questions about this Privacy Notice or how we use your personal information, please contact us using the details above.

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2. Personal information we collect

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The personal information we collect depends on how you interact with us and may include:

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• your name;

• work email address and telephone number;

• job title and organisation;

• postal or billing address;

• information you provide when making an enquiry or completing a form;

• correspondence and records of our communications with you;

• information relating to quotations, orders, invoices and payments;

• information about your relationship or interactions with PeptiMatrix;

• meeting and appointment information;

• marketing preferences and records of consent;

• CVs and other information supplied as part of a job application; and

• technical information about your use of our website, such as your IP address, browser type, device information and website usage data.

 

We generally collect personal information directly from you. We may also receive business contact information from your organisation, referrals, professional networking platforms or other publicly available business sources.

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We do not conduct research using personally identifiable patient, participant or donor information. Biological materials and associated research data used by PeptiMatrix are not linked by us to identifiable individuals.

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3. How we use your personal information and our lawful bases

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Under UK data protection law, we must have a lawful basis for processing your personal information. The lawful basis we rely upon depends on why we are using the information.

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Enquiries and business relationships

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We use personal information to:

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• respond to enquiries;

• discuss our products, technology and services;

• prepare quotations and proposals;

• manage relationships with prospective and existing customers;

• provide customer support;

• communicate with collaborators, partners and suppliers; and

• maintain appropriate records of our business relationships.

 

We normally process this information because it is necessary for our legitimate interests in operating and developing our business and maintaining relationships with customers, prospective customers, collaborators, partners and suppliers.

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Where processing is necessary to enter into or perform a contract with you personally, we may instead rely on contractual necessity.

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Orders, payments and accounting

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We use personal information to process orders, issue and pay invoices, maintain financial records and meet our accounting, tax and other legal obligations.

Depending on the circumstances, we process this information because it is necessary to perform a contract, comply with a legal obligation, or for our legitimate interests in managing PeptiMatrix's finances and business records.

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Meetings

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We may process your name, contact details and meeting information when arranging meetings with you.

We use Microsoft 365 for email and calendar management and may use Calendly to allow you to select and book an available meeting time.

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We process this information as necessary for our legitimate interests in communicating and arranging meetings with customers, prospective customers, suppliers, collaborators and other business contacts.

Marketing communications

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We may occasionally send newsletters, company updates or other marketing communications.

Where we ask you to subscribe to marketing communications, we rely on your consent. You can withdraw your consent and unsubscribe at any time using the unsubscribe link contained in our marketing emails or by contacting us.

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We may retain limited information about an unsubscribe request so that we can ensure that we respect your preferences in the future.

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Recruitment

If you apply for a role with PeptiMatrix, we use the information you provide, including your CV and contact details, to assess your application and manage the recruitment process.

We normally process this information because it is necessary for our legitimate interests in recruiting employees and, where relevant, to take steps at your request before entering into an employment contract.

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We normally delete information relating to unsuccessful applications once the relevant recruitment process has concluded and the information is no longer reasonably required.

With your explicit consent, we may retain your CV and contact details for longer so that we can contact you about suitable future opportunities. You can withdraw this consent at any time.

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Legal and regulatory purposes

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We may process personal information where necessary to comply with applicable laws, regulations, court orders or other legal requirements, or to establish, exercise or defend legal claims.

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4. Our website

When you visit our website, certain technical information may be collected automatically, including your IP address, browser and device information, pages visited, the date and time of your visit and information about how you interact with the website.

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We use this information to operate our website, understand how it is used, maintain its security and improve its performance and content.

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Our website also contains forms provided through HubSpot. When you submit one of these forms, the information you provide is transferred to HubSpot and may be added to our customer relationship management system so that we can respond to your enquiry and manage our relationship with you.

Submitting an enquiry does not automatically subscribe you to marketing communications.

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5. Cookies and analytics

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Our website uses cookies and similar technologies.

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Some cookies are essential for the website to operate. We may also use non-essential cookies for analytics and to understand how visitors interact with our website.

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We currently use Google Analytics to help us understand website usage and HubSpot technologies to support website forms, customer relationship management and, where applicable, marketing activities.

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Non-essential analytics and marketing cookies are only used where you have provided the required consent. You can manage or withdraw your consent using the cookie controls available on our website.

Your cookie choices do not affect the processing of personal information that is necessary to respond to an enquiry you actively submit through our website.

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6. Social media

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PeptiMatrix maintains company accounts on social media and professional networking platforms, including LinkedIn, Bluesky and X.

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If you interact with us through these platforms, the relevant platform provider may process personal information about you in accordance with its own privacy terms. We may process information you choose to provide to us through those platforms in order to respond to you and manage our business communications.

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We encourage you to review the privacy information provided by the relevant platform.

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7. Who we share personal information with

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We do not sell your personal information.

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We may share personal information with trusted service providers where this is necessary for them to provide services to us. These currently include:

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• HubSpot, which we use for customer relationship management, website forms and marketing communications;

• Microsoft 365, which we use for email, calendars, documents and other business communications;

• Xero, which we use for accounting and financial administration;

• Calendly, which we use for meeting scheduling; and

• Google Analytics, which we use for website analytics where the appropriate cookie consent has been provided.

 

We may also share information with professional advisers, regulators, public authorities or other organisations where required by law or where reasonably necessary to protect our legal rights.

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If PeptiMatrix is involved in a merger, acquisition, investment, restructuring or sale of all or part of its business or assets, personal information may be disclosed to relevant parties and professional advisers as necessary, subject to appropriate confidentiality and data protection safeguards.

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We require organisations processing personal information on our behalf to protect it appropriately and to process it only in accordance with our instructions and applicable data protection law.

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8. International transfers

Some of the service providers we use operate internationally and may process personal information outside the United Kingdom.

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Where personal information is transferred to a country that is not recognised as providing an adequate level of data protection, we take steps to ensure that an appropriate safeguard is in place as required by UK data protection law. This may include use of approved contractual safeguards or other lawful transfer mechanisms.

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You can contact us if you would like further information about the safeguards applicable to your personal information.

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9. How long we keep personal information

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We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, accounting and reporting requirements.

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As a general guide:

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• routine enquiries that do not develop into an ongoing business relationship will normally be retained for up to 2 years;

• customer, supplier, collaborator and other business relationship records will normally be retained for the duration of the relationship and for up to 6 years afterwards where appropriate;

• accounting, transaction and invoice records will normally be retained for at least 6 years or for any longer period required by applicable law;

• marketing information will normally be retained while you remain subscribed or while it remains relevant, with suppression information retained as necessary to respect unsubscribe requests;

• information relating to unsuccessful job applications will normally be deleted after the recruitment process has concluded and any reasonable period required for recruitment administration has passed; and

• where you have consented to us retaining your details for future employment opportunities, we will periodically review whether it remains appropriate to retain them and will delete them if they are no longer reasonably required.

 

These periods are guidelines and may vary where there is a legal, regulatory or legitimate business reason to retain information for a different period.

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10. Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

However, no electronic transmission or storage system can be guaranteed to be completely secure.

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11. Your data protection rights

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Depending on the circumstances, UK data protection law gives you rights in relation to your personal information, including the right to:

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• request access to the personal information we hold about you;

• ask us to correct inaccurate or incomplete information;

• ask us to delete your personal information in certain circumstances;

• ask us to restrict the processing of your personal information in certain circumstances;

• object to processing based on our legitimate interests;

• object at any time to the use of your personal information for direct marketing;

• request the transfer of certain personal information to you or another organisation where the right to data portability applies; and

• withdraw your consent at any time where we rely on consent.

 

Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

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These rights are not absolute and may not apply in every circumstance.

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To exercise any of these rights, please contact us at info@peptimatrix.com. We may need to request information from you to confirm your identity before responding to your request.

 

You will not normally have to pay a fee to exercise your rights.

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12. Complaints

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If you have concerns about how we use your personal information, we would encourage you to contact us first so that we can try to resolve them.

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You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection.

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Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
United Kingdom

Telephone: 0303 123 1113

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Further information about your rights and how to make a complaint is available from the ICO.

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13. Children's privacy

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Our website, products and services are intended for professional, business and research use and are not directed at children.

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We do not knowingly collect personal information from children through our website.

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14. Links to other websites

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Our website may contain links to websites operated by other organisations.

We are not responsible for the privacy practices of those organisations. We recommend reviewing their privacy information when visiting third-party websites.

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15. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to our activities, service providers or legal obligations.

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The latest version will be published on this page and the "Last updated" date will be revised accordingly.

 

16. Contact us

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If you have questions about this Privacy Notice, how we use your personal information, or would like to exercise your data protection rights, please contact:

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PeptiMatrix Limited
Biodiscovery Institute
Nottingham
NG7 2RD
United Kingdom

Email: info@peptimatrix.com