Privacy Policy

Privacy Policy 

Oncology Systems Limited | Last updated: April 2026 

Protecting Your Privacy 

At OSL, we are committed to protecting the privacy and security of our customers and site visitors. The OSL team members all appreciate and respect how important privacy is. If you have any questions about how we protect your privacy, please send us an email at gdpr@osl.uk.com. 

For all our services, the data controller responsible for your privacy is Oncology Systems Limited, 14 Longbow Close, Shrewsbury, Shropshire, SY1 3GZ. 

 

How We Use Your Information 

We use your information in a number of different ways – what we do depends on the information. The tables below set this out in detail, including the lawful basis on which we process each category of data. 

Your Contact Details 

OSL’s database will store the following personal data: Title, Full Name, Email Address, Phone Number, Mobile Number and Job Title.

How we use your contact details Why? Lawful basis
Deliver your purchases to you For OSL to perform our contract with you we need these details to complete the delivery. Contract performance
Send you service messages by email, such as order updates or contract and quote expiries For OSL to perform our contract with you we need to be able to inform you of important details of when to expect deliveries or when existing services are soon to end. Contract performance
Sending you information by email or post about our new products and services, OSL News and Events (including new equipment & technologies, updates to existing products, special offers, rental options for urology products, room shielding, latest innovations, clinical trials and studies, new staff, newsletters, user meetings, training webinars, clinical & scientific meetings, conferences and exhibitions attended). To keep you up to date. We only send this with your permission after you have opted in. OSL will only send relevant information that we are sure will be of interest to you, based on your opt-in preferences and our contact history with you. Consent

 

Your Contact History with Us 

How we use your contact history Why? Lawful basis
Provide customer service and support We do this to perform our contract with you, and so we can offer the best service. Contract performance
Train our staff So that when you contact us, you get the best possible customer service, everyone at OSL can understand our relationship and history with each customer. Legitimate interests

 

Purchase History and Quoted Items 

What you’ve purchased from OSL in the past.

How we use your purchase history and quoted items Why? Lawful basis
Sell products to you We store the quotation and order information so they can be processed to fulfil the orders you want. Contract performance
Provide customer service and support, and handle returns We do this to perform our contract with you. Contract performance
Finding out what you, and other customers, like To ensure we are giving you what you want, and to stay ahead of our competitors. Legitimate interests

 

Your Responses to Surveys, Competitions and Promotions 

How we use your responses Why? Lawful basis
Run the survey, competition or promotion We will only send surveys, competitions and promotions if you have told us it is okay to do so. Your responses are stored for our market research and to make sure you are able to benefit from the related benefits. Consent

 

You don’t have to give us any of this personal information but if you don’t, you may not be able to acquire sales and support from OSL, and you are unlikely to receive our optimal overall customer experience. It is always your choice, and we will respect that choice. 

 

Sharing Your Information 

We do not, and will not, sell any of your personal data to any third party – including your name, work address, email address or phone number. We want to earn and maintain your trust, and we believe this is absolutely essential in order to do that. 

However, we share necessary elements of your data with the following categories of companies as an essential part of being able to provide our services to you, as set out in this statement: 

  • Logistics companies that we employ to ensure your delivery arrives. 
  • Our suppliers when there is a problem with a product you have purchased in order for us to work together to find the best possible solution. 
  • Our suppliers if they need to register their products to you as part of their licensing or own Quality Systems. 

Where we share your data with third parties who process it on our behalf (data processors), we ensure that appropriate data processing agreements are in place requiring them to handle your data securely and only in accordance with our instructions. 

 

International Transfers of Data 

Some of our third-party service providers (such as cloud platforms and communication tools) may process data on servers located outside the UK. Where this is the case, we ensure that appropriate safeguards are in place, such as UK-approved International Data Transfer Agreements or transfers to countries covered by a UK adequacy decision. 

 

Marketing Messages 

If you have said we can, we’ll send you marketing messages by email to keep you aware of what events OSL are running, what the latest news is, and what new product offerings we have. 

How to Stop Marketing Messages from OSL 

You can stop receiving marketing messages from us at any time. You can do this: 

  • By clicking on the ‘unsubscribe’ link in any email 
  • By contacting OSL head office on 01743 462694 

Once you do this, we will update your entry in our database appropriately. Please note that it might take a few days for all our systems to be updated, so you might get messages from us while we process your request. 

Stopping marketing messages will not stop service communications necessary for us to perform our contractual obligations to you (such as order updates, service contracts and logs or where you have expressed an interest in an activity at OSL, for example an event you have registered for). 

 

Keeping Your Information 

We will retain your personal data for as long as is necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting or reporting requirements. Specifically: 

  • Customer contact and purchase data is retained for the duration of our relationship with you and for 7 years thereafter, to meet contractual and legal obligations (including tax and financial record-keeping requirements). 
  • Marketing opt-in data is retained until you withdraw your consent or ask us to remove you from our database. 
  • Survey and competition responses are retained for up to 2 years unless you ask us to delete them sooner. 

If you would like to know more about our retention practices for a specific category of data, please contact us at gdpr@osl.uk.com. 

 

Your Rights 

You have a number of rights relating to your personal information: 

  • The right to be informed about how your personal information is being used. 
  • The right to access the personal information we hold about you. 
  • The right to rectification - request the correction of inaccurate personal information we hold about you. 
  • The right to erasure - request that we delete your data, or stop processing it or collecting it, in some circumstances. 
  • The right to restriction - ask us to limit the way we use your data. 
  • The right to data portability - receive your data in a structured, commonly used format. 
  • The right to object to how we process your personal information, including for direct marketing. 
  • The right to safeguards in relation to automated decision-making, particularly where special category data is involved. 
  • The right to complain directly to OSL about how your personal data has been handled (see below). 
  • The right to complain to the ICO - the UK’s data protection regulator. 

If you want to exercise your rights, have a complaint, or just have questions, please contact us at gdpr@osl.uk.com. 

 

How to Make a Complaint 

If you have a concern about the way we have handled your personal data, you have the right to raise a complaint directly with us. 

To raise a complaint with OSL: 

  • Post: Data Protection Compliance, Oncology Systems Limited, 14 Longbow Close, Shrewsbury, Shropshire, SY1 3GZ 

We will acknowledge your complaint within 30 days of receipt and will aim to respond fully as soon as possible. 

If you are not satisfied with our response, you also have the right to complain to the Information Commissioner’s Office (ICO): 

  • Helpline: 0303 123 1113 

 

Cookies 

The OSL website uses cookies to help improve your browsing experience. Cookies are small text files placed on your device when you visit our site. 

We use the following categories of cookies: 

Cookie type Purpose Consent required?
Strictly necessary Essential for the website to function (e.g. security, session management) No
Performance / analytics Help us understand how visitors use our website so we can improve it No — but you can opt out at any time
Functional Remember your preferences to improve your experience No – but you can opt out at any time
Marketing / targeting Used to serve relevant advertising Yes

 

You can opt out of non-essential cookies at any time by contacting us at gdpr@osl.uk.com or by adjusting your browser settings. Please note that disabling cookies may affect the functionality of parts of our website. 

A full list of cookies used on the OSL website is available on request. 

 

Changes to How We Protect Your Privacy 

We may change this page from time to time to reflect how we are processing your data. If we make significant changes, we will make that clear on the OSL website or other OSL services, or by some other means of contact such as email, so that you are able to review the changes before you continue to work with OSL. 

 

How to Contact Us 

OSL always want to hear from our customers. If you have any questions or feedback about this notice, would like us to stop using your information, or want to exercise any of your rights as set out above, please contact us: 

Email: gdpr@osl.uk.com
Telephone: 01743 462694
Post: Oncology Systems Limited, 14 Longbow Close, Shrewsbury, Shropshire, SY1 3GZ