Effective Date: August 30th 2026
About Us
WoundCafe is a trading name of WoundCafe Ltd ("WoundCafe", "we", "our", "us"), a company incorporated in England and Wales with company number 17338310 and registered office at Woodspeen West, Woodspeen, Newbury, RG20 8BU, United Kingdom. WoundCafe connects businesses and professionals across global niche MedTech markets — initially focusing on wound care — to facilitate collaboration in product design, development, commercialisation, regulatory approvals, and related services.
WoundCafe has created this Privacy Notice to explain our privacy practices: how we collect, use, disclose and otherwise process personal information in connection with operating our business, and the choices available to individuals regarding that personal information.
Our services are not intended for personal or household use. Accordingly, we treat all personal information covered by this Privacy Notice, including information about visitors to our website, as pertaining to individuals acting as business representatives rather than in their personal capacity.
If you are using our services on behalf of one of our enterprise customers, or in connection with an event organised by a third party, WoundCafe's processing of personal information is governed by our agreement with that customer or organiser. In the event of any conflict between this Privacy Notice and a customer agreement, the customer agreement will control to the extent permitted by applicable law.
If you are located in the United Kingdom, the European Economic Area or Switzerland, please also read the section headed "Notice to Users in the United Kingdom, European Economic Area and Switzerland" below, which contains important additional information about our legal bases, your rights, how long we keep your information, and how to complain.
Information We Collect
Information you provide to us when you use our services.
This may include personal information that you provide when you:
Register for an account or create a user profile (such as first and last name, email address, telephone number(s), employer name, department and job title, device ID, and profile picture)
Upload content to the services
Participate in a chat when using the services
Provide feedback on our product
Comment on our blog
Participate in a competition, promotion or survey
Register for or attend an event
Contact customer support or otherwise correspond with us by phone, email or other means
Information provided to us by other users of our services. Other users may provide certain information, including contact information, about you and other users, to facilitate connections and communications.
Third parties or publicly available sources. We may receive personal information about you — such as identity and contact information — from various third parties and public sources, including analytics providers, search information providers and professional networking platforms.
Automatic data collection. We, our service providers and our business partners may automatically log information about you, your computer or mobile device, and your interaction over time with our website, our communications and our other online services, such as:
Device data, such as operating system type and version, manufacturer and model, browser type, screen resolution, device type, IP address, unique identifiers, language settings, mobile carrier, network information, and general location information such as city, state or geographic area.
Online activity data, such as pages or screens you viewed, how long you spent on a page or screen, the website you visited before browsing to our service, navigation paths, information about your activity on a page or screen, access times, and duration of access.
We may also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from personal information but is not considered personal information by law, as it does not directly or indirectly reveal a person's identity. If we combine or connect aggregated data with personal information so that it can identify a specific person, we treat the combined data as personal information and use it in accordance with this Privacy Notice.
Cookies and Similar Technologies
Like many online services, we use the following technologies:
Cookies — small text files that websites store on a visitor's device to identify the visitor's browser or to store information or settings, helping you navigate between pages efficiently, remembering your preferences, enabling functionality, and helping us understand user activity and patterns.
Local storage technologies, which provide cookie-equivalent functionality but can store larger amounts of data.
Web beacons, also known as pixel tags or clear GIFs, used to record that a webpage or email was accessed or opened, or that certain content was viewed or clicked.
We use the following categories:
Category | Purpose | Set without consent? |
|---|---|---|
Strictly necessary | Log you in, keep your session secure, remember your cookie choices, load-balance our services | Yes — required for the service to work |
Functional | Remember your preferences and settings | No |
Analytics | Understand how the Platform is used so we can improve it | No |
Marketing | Measure the effectiveness of our communications and campaigns | No |
Non-essential cookies are set only with your consent. When you first visit our website or the Platform, you will be asked to make a choice. You can change your preferences at any time using the cookie settings link in the footer of our website.
Most browser settings also let you delete and reject cookies. If you do not accept cookies, you may not be able to use all functionality of the service. For more information about cookies, including how to see what cookies have been set on your browser and how to manage and delete them, visit www.allaboutcookies.org.
Do Not Track and opt-out preference signals. Some browsers can be configured to send "Do Not Track" signals. We do not currently respond to Do Not Track signals. Where required by applicable law, we honour opt-out preference signals such as Global Privacy Control.
How We Use Information
We use your personal information for the following purposes, and as otherwise described in this Privacy Notice or at the time of collection:
To offer and operate our services
To enable users to access and use our services
To enable users to communicate and collaborate with other WoundCafe users
To provide information about our services, such as important updates, changes to the services, and security alerts
To customise the user experience, such as personalising content and features to better match interests and preferences
To market our products and services to you
To administer events and manage event registrations
To improve our services and develop new products and services
To respond to enquiries, complaints and requests for customer support
We may also use personal information as we believe necessary or appropriate to (a) comply with applicable law; (b) enforce the terms and conditions that govern the service; (c) protect our rights, privacy, safety or property, and/or that of you or others; and (d) protect, investigate and deter against fraudulent, harmful, unauthorised, unethical or illegal activity.
How We Share Information
We share the information we collect:
With customers and event organisers, to the extent the information pertains to their end users or event delegates
With third-party service providers that help us manage and improve the services
With subsidiaries and corporate affiliates
You may also direct us to share certain information with other users of the services in connection with features we offer. Please keep in mind that whenever you make your personal information available for viewing by third parties or the public on or through our service, that information can be seen, collected and used by others. We are not responsible for any use of such information by others.
We may also share personal information with government or law enforcement officials, or private parties, as required by law or where we believe disclosure is necessary or appropriate to (a) comply with applicable law; (b) enforce the terms and conditions that govern the services; (c) protect our rights, privacy, safety or property, and/or that of you or others; and (d) protect, investigate and deter against fraudulent, harmful, unauthorised, unethical or illegal activity.
Business transactions. If we are involved in a merger, acquisition, financing, reorganisation, sale of assets or insolvency proceeding, personal information may be transferred as part of that transaction or in contemplation of it. We will take reasonable steps to ensure the recipient continues to handle personal information in a manner consistent with this Privacy Notice, and will notify you of any material change in how your information is used.
Your Choices
You have the following choices with respect to your personal information. Users in the United Kingdom, EEA and Switzerland have additional rights, set out below.
Cookies and local storage. See the Cookies section above.
Marketing. You can ask us to stop sending marketing messages at any time by contacting us or by clicking the "unsubscribe" link at the bottom of the communication. If you opt out of marketing messages, we may still send you important service communications, such as responses to your requests, security alerts and notices of changes to our terms.
Your profile. You can review and update most of the information in your profile at any time through your account settings.
Security
We employ reasonable technical and organisational measures to keep personal information safe and to prevent loss, misuse and unauthorised access. These measures include encryption, firewalls and password protection. It is, however, your responsibility to ensure that any device which you and your staff use is adequately secured and protected. Please note that no security measures are failsafe and we cannot guarantee the security of your personal information.
Personal data breaches
If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority within 72 hours where required to do so, and will notify you directly where the breach is likely to result in a high risk to you.
Children
Our services are not intended for use by anyone under 18 years of age, and you must be at least 18 to register for an account. If we learn that we have collected personal information through the services from a child, we will delete it.
Cross-Border Data Transfer
We are headquartered in the United Kingdom and use service providers that operate in other countries, including the United States. Your personal information may be transferred to the United Kingdom or to other locations where privacy laws may not be as protective as those in your state, province or country. Where we transfer personal information internationally, we apply appropriate safeguards, as described in more detail in the section below.
NOTICE TO USERS IN THE UNITED KINGDOM, EUROPEAN ECONOMIC AREA AND SWITZERLAND
This section applies to you if you are located in the United Kingdom, the European Economic Area or Switzerland, and provides the additional information required by the UK General Data Protection Regulation ("UK GDPR"), the EU General Data Protection Regulation ("EU GDPR") and the Swiss Federal Act on Data Protection.
Controller
WoundCafe Ltd, Woodspeen West, Woodspeen, Newbury, RG20 8BU, United Kingdom (company number 17338310) is the controller of personal information processed as described in this Privacy Notice. You can contact us at privacy@woundcafe.com.
Where we provide the Platform as an event application or community space on behalf of an event organiser or other customer, that organiser or customer is the controller of the personal information you provide in that context, and we act as their processor. Their own privacy notice will apply to that processing.
Legal bases for processing
We rely on the following legal bases:
What we do | Legal basis |
|---|---|
Create and administer your account; provide the Platform and its features; enable you to appear in and search the member and company directories | Performance of a contract with you, or steps taken at your request before entering into a contract |
Send service communications (security alerts, changes to the Platform, support responses) | Performance of a contract, and our legitimate interests in operating the Platform safely |
Administer event registrations and attendance | Performance of a contract, or our legitimate interests in running events |
Send marketing communications about WoundCafe to existing members and to business contacts at organisations in our sector | Our legitimate interests in promoting our services to relevant business audiences, or your consent where required by law. You can opt out at any time |
Non-essential cookies and similar technologies, and analytics | Your consent |
Improve and develop the Platform; understand how it is used | Our legitimate interests in improving our services |
Prevent fraud, abuse and unauthorised access; enforce our Terms; keep the Platform secure | Our legitimate interests in protecting the Platform, our members and our business |
Respond to legal requests, comply with regulatory obligations, and establish, exercise or defend legal claims | Compliance with a legal obligation, and our legitimate interests in protecting our legal position |
Where we rely on legitimate interests, we have assessed that our interests are not overridden by your interests or fundamental rights and freedoms, taking into account that our Platform is directed at individuals acting in a professional capacity. You may ask us for further information about that assessment, and you have the right to object as described below.
Special category data
We do not seek to collect health data or other special category personal information, and our Platform is not intended for the sharing of patient information. Members are prohibited from posting patient-identifiable information under our Terms of Service. If such information is posted, we will remove it promptly on becoming aware and, where necessary, treat the matter as a personal data breach.
If you voluntarily disclose special category information about yourself in content you post publicly on the Platform, we process it on the basis that you have manifestly made it public, and only to the extent necessary to operate the Platform.
How long we keep personal information
We keep personal information for as long as necessary for the purposes described in this Privacy Notice. In practice:
Account and profile information: for as long as your account is active, and for 12 months after closure, after which it is deleted or anonymised. Content you posted publicly may remain visible in an anonymised form.
Marketing contact data: until you opt out, or after 24 months of no engagement, whichever is sooner.
Prospect and outreach data: for up to 24 months from collection or last engagement.
Event registration and attendance data: for 24 months after the event, unless a different period is agreed with the event organiser.
Support correspondence: 24 months from resolution.
Records needed for legal, tax or accounting purposes: for the period required by law, typically 6 years.
Suppression lists (records of people who have asked not to be contacted): retained indefinitely, because we need them in order to honour your request.
Where we have no continuing need for personal information, we delete or anonymise it.
Your rights
Subject to the conditions and exemptions in applicable law, you have the right to:
Access the personal information we hold about you and receive a copy of it
Rectify inaccurate or incomplete personal information
Erase your personal information in certain circumstances
Restrict our processing of your personal information in certain circumstances
Object to processing based on our legitimate interests. You may object to direct marketing at any time and we will always comply
Portability — receive certain personal information in a structured, commonly used, machine-readable format, and have it transmitted to another controller
Withdraw consent at any time where we rely on consent, without affecting the lawfulness of processing carried out before withdrawal
Not be subject to a decision based solely on automated processing which produces legal or similarly significant effects. We do not currently carry out such decision-making
To exercise any of these rights, contact privacy@woundcafe.com. We will respond within one month, which we may extend by up to two further months for complex requests. We may need to verify your identity before acting on a request. There is normally no charge.
Complaints
If you are unhappy with how we have handled your personal information, please contact us first at privacy@woundcafe.com so that we can try to resolve it.
You also have the right to complain to a supervisory authority:
United Kingdom: the Information Commissioner's Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF — ico.org.uk
EEA: the data protection authority in your country of residence, place of work, or the place of the alleged infringement. A list is available at edpb.europa.eu
Switzerland: the Federal Data Protection and Information Commissioner (FDPIC) — edoeb.admin.ch
International transfers
We are established in the United Kingdom. The UK has been recognised by the European Commission as providing an adequate level of protection for personal data, so transfers from the EEA to the UK do not require additional safeguards.
We use service providers located outside the UK, EEA and Switzerland, including in the United States. Where we transfer personal information to a country that has not been recognised as providing an adequate level of protection, we put appropriate safeguards in place. These will normally be:
the UK International Data Transfer Agreement, or the UK Addendum to the European Commission's Standard Contractual Clauses, for transfers from the United Kingdom; and
the European Commission's Standard Contractual Clauses for transfers from the EEA;
together with any supplementary technical and organisational measures identified as necessary by our transfer risk assessments.
You can request a copy of the safeguards we use by contacting privacy@woundcafe.com.
Categories of recipients
We share personal information with the following categories of service provider, each of which acts on our instructions under a written data processing agreement:
Community platform and hosting providers
Customer relationship management providers
Email delivery and marketing platform providers
Workflow automation providers
Website hosting and analytics providers
Scheduling, communications and productivity providers
Professional advisers (legal, accounting, insurance)
We will provide a current list of our processors on request.
Is providing personal information mandatory?
You do not have to provide personal information to browse our public website. If you choose not to provide the information we ask for when registering, we will not be able to create your account or provide the Platform to you.
Links to Other Websites
Our services may contain links to third-party websites, plug-ins and applications. This Privacy Notice applies to the WoundCafe platform and does not cover any other websites or services that we link to. If you go to another website from our services, please read their privacy policy. These links and integrations are not an endorsement of, or representation that we are affiliated with, any third party. We do not control websites or online services operated by third parties, and we are not responsible for their actions.
Changes to this Privacy Notice
We reserve the right to modify this Privacy Notice at any time. If we make material changes, we will notify you by updating the date of this Privacy Notice and posting it on our services. Where required by law, we will also provide notification of changes in another way that we believe is reasonably likely to reach you, such as by email or another manner through our services. Any modifications will be effective upon our posting the modified version, or as otherwise indicated at the time of posting. Your use of our services after the effective date of any modified Privacy Notice indicates your acceptance of it.
How to Contact Us
If you want to request any further details about this Privacy Notice, please contact us at privacy@woundcafe.com, or write to us at:
Privacy Officer WoundCafe Ltd Woodspeen West, Woodspeen, Newbury, RG20 8BU, United Kingdom