Titian Privacy Policy

Last updated August 19, 2025

This privacy policy (“Privacy Policy”) governs how Titian Software Ltd. (together, “Titian” “we”, “our” or “us”) use, collect, disclose, and store personal data from or about you (“you”).

This Privacy Policy applies to you if you:

  • Browse and/or interact with Titian Website ("Website User") – including http://www.titian.co.uk - or our social media pages (collectively, the "Website");
  • Visit any of Titian’s premises ("’ Office Visitors");
  • Attend a Titian event, webinar, lecture, or any other event that Titian (and/or its partners) sponsors ("Event Attendees");
  • Are a prospect/potential customer and/or you receive marketing communications from Titian ("Prospect");
  • Are a candidate for employment positions in Titian (“Candidate”); and/or
  • Use Titian’s solutions or mobile applications (collectively, the “Services”), as a Customer of Titian (“Service Users”). “Customers” refers to Titian’s clients which executed an agreement with regard to Titian’s Services.

Please read this Privacy Policy carefully, so you can understand our practices and your rights in relation to personal data. “Personal Data” means any information that can be used, alone or together with other data, to uniquely identify any living human being and any information deemed as Personally Identifiable Information by privacy laws. Important note: Nothing in this Privacy Policy is intended to limit in any way your statutory right, including your rights to a remedy or means of enforcement.

1. HOW DO WE COLLECT AND USE PERSONAL DATA?


We collect Personal Data in the following ways:

When you are a Website User browsing and making use of our Website, we collect the Personal Data submitted by you using the website forms including, without limitation, full name, email address, phone number, position, company name and industry, comments, and messages (including, support requests or any other contact us or chat communication/conversation) and any other Personal Data you submit or provide us with.

When you are a Service User making use of the Services and your account: When you log in to our Services we collect the Personal Data, including, log-in details, full name, phone number, email address, IP address, usage pattern of the Services, payment and billing details and any other Personal Data you submit or provide us within the context of the onboarding and provision of the Services. Please refer to Section 3 below for further Personal Data about the Customer Information.

Personal Data from Other Sources (e.g., Prospects, Candidates).  If you are active in areas in which Titian operates (e.g., the life science space) we may collect publicly available Personal Data about you. We may use this Personal Data to identify and contact you about your area of expertise/role in the industry, for example, to invite you to write a blog or speak at an event. Titian may also obtain Personal Data about you from other sources, including publicly - or commercially --available information, and through third-party data platforms, partners, marketing events, conferences, and service providers.

Automatic Data Collection (e.g., Website User). We collect Personal Data about how you use the site or services, and other technical information, such as your IP address, browser type, and in the context of the Website, any referring website addresses. In some cases, we may combine this automatically collected log information with other information we collect about you and use it to keep a record of our interaction and to enable us to support, personalize, and improve our Website and Services. This may involve the creation of aggregate or other non-personal data. We collect this type of information using cookies and other similar technologies (“Technologies”) – please see our cookie policy http://www.titian.co.uk/privacy-policy for further details.

Personal Data you provide to us in person (e.g., Office Visitors and/or Event Attends). For example, when you visit our offices, one of our exhibition booths, or attend one of our events and you provide us with your contact details. We will use the Personal Data to answer your inquiries or provide additional information to you.
Personal Data we collect from online interactions (e.g., Prospects, Candidates, registration to online events and/or webinars). For example, if you attend a webinar, contact us via social media, or otherwise interact with our business, including as a representative of a current/prospective customer, supplier, or partner, we track and make a record of those interactions, which may contain your contact details, such as full name, email address, messages and any other information that you decide to provide us with.

You are not required to provide the Personal Data that we have requested. However, if you choose not to do so, in many cases we will not be able to provide you with our products or services or respond to requests you may have.

2. WE PROCESS PERSONAL DATA FOR THE FOLLOWING PURPOSES:

2.1. To provide you with our Services. We will use the Personal Data, including, without limitation, for the following purposes: (i) allow you to create an account and to create a trail of what are the users' actions and activities; (ii) to provide you the Services and to process your requests; (iii) communicate with you about your use of the Services and for support purposes, including but not limited to chat or email; (iv) fulfill any instruction and/or request made by you in the context of the Services; (v) send you push notifications and/or emails and notifications regarding your account or certain features of the Services, including, updates pertaining to your subscription, and related to the services we provide you with; (vi) to personalize your experience with our Services; (vii) to allow you to create more users and administrate your users; and (viii) to generally administer and improve the Services.

2.2. To allow you to make use of our Website. We will use your Personal Data to allow you to make use of our Website, including, (i) if you request a demo, we will use your Personal Data to provide you with the requested demo; (ii) to answer your questions and to allow you to communicate with us(e.g., by using the Website or blog comments); (iii) to register you to the event and/or webinar and to send you related communications; (iv) to analyze your use of our Website and to improve our Website; and (v) to customize your experience.

2.3. For Administrative Purposes. Titian may use your Personal Data (i) in order to process the transaction conducted with you; i.e. to provide you with the purchased service that you requested from us; (ii) to manage and keep a record of that relationship and other business administration purposes; (iii) to respond to your questions, comments, and other requests for customer support, or information, including information about potential or future services and to send you surveys about our Services; (iv) for internal quality control purposes, including, troubleshooting; (iv) to establish a business relationship; (v) to generally administer our Services; (vi) for our internal analytics; (vii) reporting purposes; (viii) to request feedback and contact you about your use of the Services; and (ix) to improve the Website and Services features based on the information and feedback we receive from you, including relevant solution pages, showcase pages, among others.

2.4. To Market Our Website, Products, and Services. Titian may use Personal Data to market our Website and services to potential customers. Such use includes (i) notifying you about offers and services that may be of interest to you; (ii) tailoring content, advertisements, and offers for you, including, targeting and re-targeting practices; (iii) conducting market research; (iv) developing and marketing new products and services, and to measure interest in Titian’s services; (v) other purposes disclosed at the time you provide information; and (vi) as you otherwise consent. If you wish not to receive marketing emails from us, you can ask to be removed from the mailing lists by emailing privacy@titian.co.uk with the text ‘Remove’ in the subject.

2.5. Security purposes. Some of the above-mentioned Personal Data will be used for detecting, and taking steps to prevent and prosecute fraud or other illegal activity; identifying and repairing errors; conducting audits; access control and/or for security purposes. Personal Data may also be used to comply with applicable laws, with investigations performed by the relevant authorities, for law enforcement purposes, and/or to exercise or defend legal claims, including, without limitation, to enforce our rights and your obligations under the relevant agreement of the Website and/or Services.

2.6. De-identified and Aggregated Information Use. In certain cases, we may or will anonymize or de-identify your Personal Data and further use it for internal and external purposes, including, without limitation, to analyze and improve Titian’s services and other products and offers (for example, through the use of artificial intelligence) and for research purposes. We may use this anonymous or de-identified information and/or disclose it to third parties without restrictions (for example, in order to improve our services and enhance your experience with them and/or to develop new product features and improve existing offerings).

2.7. Cookies and Similar Technologies. We, as well as third parties that provide content, relevant, related, or complimentary offers, or other functionality on the Titian Website, use Technologies to automatically collect information through the Website. We use Technologies that are essentially small data files placed on your device that allow us to record certain pieces of information whenever you visit or interact with the Website. If you would like to opt out of the cookies and similar technologies we employ on the Website, you may do so by blocking, deleting, or disabling them as your browser or device permits or by changing your settings and preferences in the preference here (you will be redirected to the homepage and the cookie message will appear again).
 

The lawful bases we rely on for processing Personal Data are (if and when applicable):

  • The data subject has given consent to the processing of his or her personal data;
  • Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
  • Processing is necessary for compliance with a legal obligation to which the controller is subject; and/or
  • Processing is necessary for the purposes of legitimate interests.

3. CUSTOMERS’ INFORMATION

3.1. Titian’s Services: Titian offers a comprehensive suite of tools to maximize the efficiency and accuracy of sample tracking, inventory management and workflow automation. With connections to over 150 device, system integrations, and other products and solutions that enable a broad spectrum of life science companies and institutions to manage their research and production activity and data on the Services.

3.2. Titian has a contractual relationship with its Customers. In the context of the Services, the Customer can upload (at the Customer’s sole discretion) information technical data to the Services (“Customer Information”).

3.3. For the avoidance of doubt, Titian is providing services on behalf of such Customers. Therefore, the Customer is responsible for the security, integrity, and authorized usage of Customer Information in the context of the Services and also for obtaining consent, and permissions and providing any required data subject rights and fair  processing notices required for the collection and usage of such Customer Information. Customer Information is not regulated by this privacy policy. This section is in this Privacy Policy only for transparency purposes. If you have any questions about the Customer Information, please contact the Customer directly.

3.4. Titian has a contract with its Customers, and Customers can request Titian to execute a data processing addendum (“DPA").

For the avoidance of doubt, our Services have installed Technologies which are strictly necessary to provide you the Services. If you want further information about this topic, please send us an email at privacy@Titian.co.uk.

4. FOR HOW LONG DO WE KEEP YOUR PERSONAL DATA? We will keep information about you only as long as we believe it is required for its purpose. Your Personal Data will be stored until we delete our records, and we proactively delete it, or if you send a valid deletion request. Please note that in some circumstances we may store your Personal Data for longer periods of time, for example (i) where we are required to do so in accordance with legal, regulatory, tax, or accounting requirements, or (ii) for us to have an accurate record of your dealings with us in the event of any complaints or challenges, and/or (iii) if we reasonably believe there is a prospect of litigation relating to your Personal Data or dealings.

5. HOW DO WE PROTECT YOUR PERSONAL DATA? Titian implemented and maintained technical, organizational, and security measures designed to protect your Personal Data, in accordance with industry best practices. As the security of Personal Data depends in part on the security of the computer, device, or network you use to communicate with us and to connect to our Services, and the security you use to protect your user IDs and passwords, please make sure to take appropriate measures to protect the Personal Data. 

6. WHO DO WE SHARE YOUR PERSONAL DATA WITH?

We do not disclose or share your Personal Data with third parties except to provide you the Website and/or Services (including, to perform the contract and your instructions) you have requested, or under the following circumstances:

6.1. We may share your Personal Data within our corporate group for our internal administrative, billing, and other business purposes as well as to fulfill the purposes mentioned above.

6.2. We use third-party vendors, service providers, partners, agents, and advisers to operate our Website and Services, conduct and administer our business, and provide you with our Website and Services. Such third parties include billing companies, website infrastructure management, technology solutions, support platforms, cookies, and other similar technologies vendors (including, analytics and business intelligence service providers, CRM tools, marketing tools, hosting/storage, email distribution, and monitoring, authentication, marketing automation, logging and monitoring, sales engagement and automation, data and cyber security services, billing and payment processing services, fraud detection and prevention services, risk management, session recording, consent management platform, and remote access services, and our legal and financial advisors and document management.  

6.3. When you attend an event or webinar that is co-sponsored by us and another organization (or our partners), please be aware that we may share your contact details and participation information with such a partner. This sharing of information is aimed at enhancing your event experience and offering you relevant information and opportunities related to the event or webinar. Each co-sponsor may use your information in accordance with their own privacy policies, and we encourage you to review these policies to understand how they process your personal data.

6.4.  We may disclose information with our lawyers, accountants, auditors, and other professional advisors where necessary to obtain legal or other advice or otherwise protect and manage our business interests;

6.5. In order to enforce any claims we are entitled to (e.g. if you breach the contract).

6.6. To the extent necessary, with regulators, courts, public authorities (for example, tax authority), banks, or competent authorities, to comply with applicable laws, regulations, and rules (including, without limitation, federal, state, or local laws), and requests of law enforcement, regulatory and other governmental agencies or if required to do so by court order, as well as for internal compliance procedures and to protect the safety, security, and integrity of Titian, our Website, Services, customers, employees, property, and the public. We may use or disclose the information we collect in order to ensure that our users are complying with all applicable aspects of our policies.

6.7. If in the future, we sell or transfer, or we consider selling or transferring, some or all of our business, shares or assets to a third party, we may disclose your Personal Data to such third party (whether actual or potential) in connection with the foregoing events (including, without limitation, our current or potential investors or purchasers (and their advisers), our advisers, with a need to know). In the event that we are acquired by, or merged with, a third-party entity, or in the event of bankruptcy or a comparable event, we reserve the right to transfer, disclose or assign your Personal Data in connection with the foregoing events.

6.8.In circumstances for which you have given your consent.
 
If you want to receive the list of the current recipients of your Personal Data, please make your request by contacting us at privacy@titian.co.uk.
 

7. INTERNATIONAL TRANSFERS OF PERSONAL DATA

In order to run our business and provide our Website and Services to you, we transfer Personal Data to certain countries around the world, including to our affiliates and service providers, some of whom may be located outside of your jurisdiction (mainly in the US and EU). Therefore, your Personal Data may be processed in countries with privacy laws that are different from privacy laws in your country. Whenever we make such transfers, we will use commercially reasonable efforts to implement an appropriate level of protection to your Personal Data by implementing at least one of the following safeguards:

  • Ensuring the destination country has been deemed to provide an adequate level of protection for Personal Data; and/or
  • By executing and implementing data onward transfer instruments such as data processing and protection agreements.
8. YOUR RIGHTS
 
8.1. The following rights (which may be subject to certain exemptions or derogations) shall apply to certain individuals (some of which only apply to individuals protected by specific laws):
a. You have a right to access Personal Data held about you. Your right of access may normally be exercised free of charge; however, we reserve the right to charge an appropriate administrative fee where permitted by applicable law;

b. You have the right to request that we rectify any Personal Data we hold that is inaccurate or misleading;

c. You have the right to request the erasure/deletion of your Personal Data (e.g. from our records). Please note that there may be circumstances in which we are required to retain your Personal Data, for example for the establishment, exercise, or defense of legal claims;

d. You have the right to object, to or to request restriction, of the processing;

e. You have the right to data portability. This means that you may have the right to receive your Personal Data in a structured, commonly used and machine-readable format, and that you have the right to transmit that data to another controller;

f. You have the right to object to profiling;

g. You have the right to withdraw your consent at any time. Please note that there may be circumstances in which we are entitled to continue processing your data, in particular, if the processing is required to meet our legal and regulatory obligations. Also, please note that the withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal;

h. You also have a right to request certain details of the basis on which your Personal Data is transferred outside the European Economic Area, but data transfer agreements and/or other details may need to be partially redacted for reasons of commercial confidentiality;

i. You have a right to lodge a complaint with your local data protection supervisory authority (i.e., your place of habitual residence, place of work, or place of alleged infringement) at any time or before the relevant institutions in your place of residence. We ask that you please attempt to resolve any issues with us before you contact your local supervisory authority and/or relevant institution.

 

8.2. You can exercise your rights by contacting us at privacy@titian.co.uk. You may use an authorized agent to submit a request on your behalf if you provide the authorized agent with written permission signed by you. To protect your privacy, we may take steps to verify your identity before fulfilling your request. Subject to legal and other permissible considerations, we will make every reasonable effort to honor your request promptly in accordance with applicable law or inform you if we require further information in order to fulfill your request. When processing your request, we may ask you for additional information to confirm or verify your identity and for security purposes, before processing and/or honoring your request. We reserve the right to charge a fee where permitted by law, for instance, if your request is manifestly unfounded or excessive. In the event that your request would adversely affect the rights and freedoms of others (for example, would impact the duty of confidentiality we owe to others) or if we are legally entitled to deal with your request in a different way than initially requested, we will address your request to the maximum extent possible, all in accordance with applicable law.

8.3. From time to time, we may use your Personal Data to send important notices, such as communications about purchases and changes to our terms, conditions, and policies. Because this information is important to your interaction with Titian, you may not opt out of receiving these important notices.

 

9. USE BY CHILDREN. We do not intentionally collect data from children under the age of eighteen (18). If you believe that we might have any such information, please contact us at privacy@titian.co.uk. Regardless, in the event that we become aware that you provide Personal Data in violation of applicable privacy laws, we reserve the right to delete it.

10. INTERACTION WITH THIRD-PARTY SERVICES. We enable you to interact with third-party websites and products/services that are not owned or controlled by us (each a “Third Party Service”). We are not responsible for the privacy practices or the content of such Third Party Services. Please be aware that Third Party Services can collect Personal Data from you. Accordingly, we encourage you to read the terms and conditions and privacy policies of each Third Party Service.

11. ANALYTIC TOOLS
  • Google Analytics. The Website uses a tool called “Google Analytics” to collect information about the use of the Website Google Analytics collects information such as how often users visit this Website, what pages they visit when they do so, and what other websites they used prior to coming to this Website. We use the information we get from Google Analytics to maintain and improve the Website and our products. We do not combine the information collected through the use of Google Analytics with other personal data we collect. Google’s ability to use and share information collected by Google Analytics about your visits to this Website is restricted by the Google Analytics Terms of Service, available at https://marketingplatform.google.com/about/analytics/terms/us/, and the Google Privacy Policy, available at http://www.google.com/policies/privacy/. You may learn more about how Google collects and processes data specifically in connection with Google Analytics at http://www.google.com/policies/privacy/partners/. You may prevent your data from being used by Google Analytics by downloading and installing the Google Analytics Opt-out Browser Add-on, available at https://tools.google.com/dlpage/gaoptout/.

  • Google Ads. The Website uses Google Ads to serve advertisements. Google and its partners use cookies to serve ads based on your prior visits to this website or other websites. You may opt out of personalized advertising by visiting Ads Settings. For more information about how Google uses data, visit Google’s Privacy & Terms site.

  • Hotjar. The Website uses Hotjar to better understand our users’ needs and to optimize this service and experience. Hotjar is a technological service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behavior and their devices. For further details, please see Hotjar’s privacy policy at https://www.hotjar.com/legal/policies/privacy. You can opt-out here.

  • Through our Website, we may allow third-party advertising partners to set technologies and other tracking tools to collect information regarding your activities and your device (e.g., your IP address, mobile identifiers, page(s) visited, location, time of day). We may also combine and share such information and other information (such as demographic information and past purchase history) with third-party advertising partners. These advertising partners may use this information (and similar information collected from other websites) for purposes of delivering targeted advertisements to you when you visit third-party websites within their networks. This practice is commonly referred to as “interest-based advertising” or “online behavioral advertising”.

  • We reserve the right to remove or add new tools.

12. OUR CALIFORNIA DO NOT TRACK NOTICE. Do Not Track (“DNT”) is a privacy preference that users can set in certain web browsers. We may collect personally identifiable information about an individual consumer’s online activities over time and across different websites when a consumer uses the Website. If you choose to operate your web browser “do not track” signals or any other mechanism that provides consumers the ability to exercise choice regarding the collection of such information, we will use commercially reasonable efforts (insofar as possible) to respect your choice and stop collecting such information. We allow third parties such as companies that provide us with analytics tools, to collect personally identifiable information about an individual consumer’s online activities over time and across different websites when a consumer uses the Website and they may not respect the DNT signal.

13. CHANGES TO THIS PRIVACY POLICY. This Privacy Policy can be updated from time to time and, therefore, we ask you to check back periodically for the latest version of this Privacy Policy. We reserve the right to modify or replace this Privacy Policy at any time by posting the revised Privacy Policy on our Website. We strongly recommend you to review the Privacy Policy from time to time. If we implement significant changes to the use of your Personal Data in a manner different from that stated at the time of collection, we will notify you by posting a notice on our Website and/or Services or by other means. If you do not agree to the changes, please do not use or browse our Website and/or Services.

14. CONTACT US. If you would like any further information, or have any questions or concerns, regarding your Personal Data, as a first step, or if you wish to exercise your rights, we encourage you to first contact us at privacy@titian.co.uk.