Welcome to Chenzara’s privacy policy.
We own and operate a clinical governance platform (“Platform”) which can be accessed via a web-based site at www.chenzara.com (the “Site”) and which provides an online checks and audits service tailored to your clinic (“Service”).
We respect your privacy and are committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our Platform or Site; or where we provide you with Services; or when you have other interactions with us.
Important information about who we are
Chenzara Ltd (company number SC881697) is the controller and responsible for your personal data (collectively referred to as "Chenzara", "we", "us" or "our" in this privacy policy).
We have a team who are responsible for overseeing questions relating to this privacy policy and our data protection practices. If you have any questions about this privacy policy, please contact us using the details set out below.
Contact Details
Full name of legal entity: Chenzara Ltd
Email address: hello@chenzara.com
Postal address: 4.4.1, Turnberry House 175 West George Street, Glasgow, United Kingdom, G2 2LB
UK’s Information Commissioner’s Office Registration Number: ZC208253
Complaints
You have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). However, before doing so please make sure you have first made your complaint to us or asked us for clarification if there is something you do not understand. You can write to us at hello@chenzara.com. The ICO will expect you to have done this before reviewing your complaint.
Changes to the privacy policy
We keep our privacy policy under regular review and reserve the right to update this privacy policy from time to time. This privacy policy was last updated on October 2026.
Third-party links
Our Platform or Site 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 Platform, we encourage you to read the privacy policy of every website you visit.
2. The data we collect about you
General
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 collect personal data about you in a variety of ways. Sometimes we collect the personal data directly from you and at times we may receive personal data about you from other sources and third parties. We also collect personal data automatically when you interact with our Platform or Site.
Categories of personal data
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Contact Data includes name, email address, postal address and telephone numbers.
Financial Data includes bank account and payment card details.
Transaction Data includes details of goods you have purchased via our Platform.
Technical Data includes internet protocol (IP) address, your browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access the Platform or Site or any newsletters we issue.
Profile Data includes your username and password, interests, preferences, feedback and survey responses.
Usage Data includes information about how you use our Platform, Site, products and Services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will 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 in accordance with this privacy policy.
We do not knowingly collect data relating to children under 13 years old, special category data or information relating to criminal convictions.
Keeping data up to date
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. You can do this by logging into your account on our Platform and updating certain information or contacting us directly to update on your behalf.
If you fail to provide personal data
Where we need to collect personal data by law or contractual terms, 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 service you have with us, but we will notify you if this is the case at the time.
3. How is your personal data collected?
We use different methods to collect data from and about you. The main way we will collect your personal data is through your direct interactions with us, but we will also collect data through automated technologies and third parties or other publicly available sources.
Direct interactions. You may give us Contact, Profile, Financial and Transactional Data by interacting directly with us through our Platform, including when you sign up or register for our Platform or Site. It also might include any information you give us when you request marketing information is sent to you or where you give us feedback or otherwise contact us.
Automated technologies or interactions. As you interact with our Platform and Site, we will automatically collect Technical Data. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy [LINK] for further details.
Third Parties and publicly available sources. We may collect some personal data about you from you from various third parties and public sources. Additionally, Technical Data may be received from third party analytics providers or advertising networks (see our cookie policy for further details).
4. How we use your personal data
We will only use your personal data when the law allows us to. This includes UK data protection rules (under the UK GDPR and Data Protection Act 2018) and other applicable laws in countries where we collect and process information.
We will not collect and use your personal data without letting you know. Most commonly, we will use your personal data in the following circumstances:
Where you have provided consent. We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter. You have the right to withdraw consent at any time, including in relation to marketing, by contacting us or by clicking the “unsubscribe” link provided in any communication.
Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party). We make sure we consider and balance any potential impact on you and your rights (both positive and negative) 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).
Where we need to comply with a legal obligation.
Principles of processing
We will not process personal data in a way that is incompatible with the purposes for which it has been collected or subsequently authorised by you. We also will not collect any personal data that is not needed for the mentioned purposes.
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.
Purposes for which we will use your personal data
Below, we explain how we use your personal data and the lawful bases we rely on. Where we rely on legitimate interests, we also explain what those interests are.
We may rely on more than one lawful basis, depending on the specific purpose for which we use your data. Please contact us if you would like details of the particular lawful basis we rely on for a specific activity.
Registering you and providing access
We use your Contact and Profile data to register you as a customer and provide access to our Platform and Site.
Lawful bases: Performing our contract with you; complying with a legal obligation; and our legitimate interests in meeting our obligations efficiently and providing good customer service.
Managing orders and payments
We use your Contact, Profile, Financial, Transaction, and Marketing and Communications data to process and deliver your order, manage payments, fees and charges, and collect money owed to us.
Lawful bases: Performing our contract with you and our legitimate interests in recovering debts owed to us.
Managing our relationship with you
We use your Contact, Profile, Marketing and Communications, and Technical data to notify you about changes to our terms or privacy policy, invite you to leave a review or complete a survey, and respond to requests for support or information.
Lawful bases: Performing our contract with you; complying with a legal obligation; and our legitimate interests in keeping our records up to date, understanding how customers use our Platform and Services, developing customer relationships and growing our business.
Running and protecting our business
We use your Contact, Technical and Profile data to administer and protect our business, Platform and Site. This includes troubleshooting, data analysis, testing, system maintenance, support, reporting and data hosting.
Lawful bases: Performing our contract with you or your employer, and our legitimate interests in running our business, providing administration and IT services, maintaining network security and preventing fraud.
Understanding usage and making improvements
We use your Technical and Usage data to improve our Platform, Site, Services, marketing, customer relationships and customer experience.
Lawful basis: Our legitimate interests in keeping our Platform relevant and up to date, developing our business and informing our marketing strategy.
Recommending services
We use your Contact, Technical, Profile, and Marketing and Communications data to suggest services available on our Platform that may interest you.
Lawful bases: Performing our contract with you or your employer, and our legitimate interests in developing our Services and growing our business.
Providing relevant content and advertising
We use your Contact, Profile, Technical, and Marketing and Communications data to deliver relevant Platform or Site content and advertisements, and to measure or understand the effectiveness of our advertising.
Lawful basis: Our legitimate interests in understanding how customers use our Services, developing those Services, growing our business and informing our marketing strategy.
Communicating with you
We use your Contact and Profile data to communicate with you about our Platform, Site, Services or wider business.
Lawful basis: Our legitimate interests in developing our Services and growing our business.
Marketing
You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving the marketing. We will process your Contact, Profile and Technical Data to form a view on what we think you may want or need or what may be of interest to you.
Third-party marketing
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
Opting out
You can ask us or third parties to stop sending you marketing messages at any time 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 use of the Platform or Site, or as a result of a product/service purchase.
5. Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. You can find more information about the cookies used on our website and the choices available to you in our Cookie Policy. For more information about the cookies we use, please see https://ico.org.uk/for-the-public/online/cookies/.
6. Disclosures of your personal data
We may require to share your personal data with the parties set out below for the purposes set out in section 4 above:
Third party
Detail
Third party service providers, including Shopify:
Where we appoint third parties to provide services on our behalf and as our processors, like payment, systems administration, web hosting, marketing and support services.
Professional advisers:
including lawyers, bankers, auditors and insurers who provide banking, legal, insurance and accounting services.
Authorities:
regulatory, government and industry bodies, like ICO, HM Revenue & Customs, fraud prevention organisation or law enforcement bodies who require reporting of processing activities in certain circumstances, especially in the prevention of money laundering and fraud.
Corporate partners:
includes third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
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.
7. International transfers and Data Security
As we provide an online service through our Platform and Site, we may (a) need to transfer your personal data outside the United Kingdom or European Economic Area (EEA) to enable us to provide our Services or (b) receive your data from outside the United Kingdom or EEA.
Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the ICO or other appropriate regulatory body; or
Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK (like the International Data Transfer Agreement approved by the ICO); or
We may rely on another ground or exemption to allow us to transfer the personal data internationally. For example, where you are based out with the United Kingdom and have engaged us for Services, we will rely on your consent to transfer data from our UK entity to you in another country.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
8. Data Security
We know that it is incredibly important to protect and manage personal data appropriately, but unfortunately the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted online or through the Platform or Site.
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.
9. Data retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may keep your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
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, regulatory, tax, accounting or other requirements.
In some circumstances you can ask us to delete your data. In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
10. Your legal rights
The legal rights you have will depend on the country in which you access our Platform/Site and receive the Services. The rights detailed below apply to UK data subjects. Where you are based out with the UK, you may have different or additional rights in respect of your personal data. If this is the case, please contact us and we will confirm any additional rights which may apply.
UK Rights
Under the UK data protection laws, you have certain rights in relation to your personal data. We have set these out in the below:
Your Right
What it means
Right to be informed
You have the right to be told how we will use your personal data
We provide this privacy policy to explain how we use your personal data.
Right of access
You can ask us to receive a copy of your personal data, commonly known as a SAR.
If you ask, we will confirm how we process your personal data and, in certain cases, provide you with a copy of the personal data we hold about you. There are some exemptions where we do not need to provide copies (like communications we have had with our legal advisers), and we can’t give you any personal data about other people or personal data which is linked to ongoing investigations, and we are prevented by law from sharing.
Right to rectification
You can ask us to correct your personal data if you think it is wrong or complete if it is incomplete
You can have incomplete or inaccurate personal data corrected. Before we update your file, we may need to check the accuracy of the new personal data you have provided, and we will restrict processing while we verify the accuracy.
Right to erasure
You can ask us to delete personal data in certain circumstances
If we do not have a reason for holding your personal data and continue to use it, if you gave us consent and have now withdrawn that consent, you have objected to us using your personal data or we are using it unlawfully, you can ask us to delete it.
Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Right to restrict processing
In certain circumstances, you can ask us to restrict or suspect use of your personal data.
You can ask us to suspend the processing of your personal data in the following scenarios:
· If you want us to establish the data's accuracy.
· Where our use of the data is unlawful but you do not want us to erase it.
· Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
· You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Right to object
You can object to us processing your personal data for (i) direct marketing or (ii) our own legitimate interests.
If you object to direct marketing, we must stop using your personal data for that reason.
If we are using legitimate interest, you can object to us using your personal data. But if there is an overriding reason why we need to use your personal data, we do not need to accept your request to stop and can continue to use your personal data.
If you object to us using personal data which we need in order to provide our Services, we may need to close your account as we won’t be able to provide the Services.
Right to data portability
You can ask us to transfer your personal data to you or another company
We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
If you wish to exercise any of the rights set out above, please contact us on the details above.
No fee usually required
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 could refuse to comply with your request in these circumstances.
What we may need from you
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.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.