Last Updated: 19/03/2025
This privacy notice tells you what to expect us to do withyour personal information when you make contact with us or use one of ourservices. It explains:
TETRA AI LTD (‘Tetra’) is registered as a limited company (Companies House No. 16286167) in the United Kingdom. To enable us to offer services that process personal data in the UK we have registered with the Information Commissioner’s Office (ICO) under registration number ZB872271.
We obtain information about you when you use our website, when you contact us about products and services, for example by email or telephone, or during business with you or an organisation you represent.
Most of the personal information we process is provided to us directly by you for one of the following reasons:
• You have made an enquiry to us.
• You have initiated or completed a commercial transaction with us.
• We are providing services to you or the organisation or entity you work for or represent.
• You have made a complaint to us.
• You wish to attend or have attended, an event we have organised or attended alongside you.
• You have subscribed to our e-newsletter.
• You have applied for a job with us.
• You work with or for us.
• You visit our website and consent to our use of cookies.
We also receive personal information indirectly, in the following scenarios:
• Where we are providing services to the organisation or entity you work for or represent and they have provided your information to us.
• Where you have made your contact information available on your organisation’s website and we use this to contact you and your organisation.
• Where you have made your contact information available via a social media platform and we use this to contact you and your organisation.
• You have applied for a job with us and we seek a reference from an organisation or individual you have previously worked for or with.
• An employee of ours gives your contact details as an emergency contact or a referee.
In cases where we indirectly receive personal data as a data controller, we’ll contact you to let you know we are processing your personal information if it is not disproportionate or prejudicial to do so.
Our SaaS products support hospitals to optimise their elective theatres operations as well as support other healthcare operations. When providing this service, we act as a data processor, with NHS clients as the data controllers. We only process data under their instructions, ensuring compliance with UK GDPR. Patient data we process never leaves the UK and is stored on servers located in the UK.
The list below describes the personal data we collect and our lawful basis for processing this data. When we process data on the basis of legitimate interests, we apply the following test to determine whether it is appropriate:
• Purpose – is the purpose of processing personal data legitimate?
• Necessity – is the processing necessary to fulfil that purpose?
• Balance – do the individual’s interests, rights or freedoms override the legitimate interest?
The following purposes for the collection of personal data will arise via the use of our website:
1. When providing appropriate information via email, video conferencing, or telephone about products and services that you have requested via subscribing to our newsletter, the lawful basis that will apply is consent.
2. To provide further, related, information via email, video conferencing, or telephone about the identified area of interest, the lawful basis that will apply is legitimate interests.
3. To enable data subjects to exercise their rights over personal data, the lawful basis that will apply is compliance with a legal obligation.
Organisations such as Tetra that provide services to the NHS will likely seek to rely on the following lawful bases to process data:
• To support the processing of data in support of the provision of NHS services, legal powers such as those provided within:
o The National Health Service and Community Care Act 1990
o The NHS Act 2006
o The Health and Social Care Act 2012
• To support the processing of personal data and special categories of data in accordance with the UK GDPR:
o Art. 6(1)(e) – Public task
o Art. 9(2)(h) – healthcare purposes
• To support the processing of personal data in accordance with the Data Protection Act 2018:
o Condition 2 of Schedule 1 – Health and Social Care Purposes.
• To support the processing of confidential information in accordance with the Common Law Duty of Confidentiality:
o Implied consent
Our software includes AI-powered scheduling optimisation tools. However, these do not involve automated decisions that significantly affect individuals, as NHS staff retain full oversight and control over scheduling decisions.
Personal and special category data processed within Tetra will be retained for as long as necessary to provide our services.
• For NHS patient-related data: We do not retain patient-identifiable data once a contract ends. Any patient data processed on behalf of NHS clients is securely deleted or returned in accordance with contractual agreements and NHS England Records Management Code of Practice, as relevant.
• For other business data (e.g., client communications, contracts, billing records): We retain this information for up to 7 years after the end of the business relationship, unless a longer period is required by law.”
The rights available to you depend on our reason for processing your information. Under data protection law, you have rights including:
• Your right of access – You have the right to ask us for copies of your personal information.
• Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond.
You can contact us, including our Data Protection Officer (DPO) to take up any of these rights via email: support@tetratech.uk.
If you are an NHS patient requesting access to your personal data, please contact the NHS organisation responsible for your care. We act as a Data Processor and cannot provide direct access to patient data.
We will not share your information with any third parties for the purposes of direct marketing.
We use data processors, which are third parties that provide services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information such as share it with other organisations unless we have instructed them to do it. They will hold your personal data securely and retain it for the period we instruct. When it is necessary for us to transfer your personal data outside of the UK, this will only be done in accordance with the UK GDPR and the Data Protection Act 2018 (DPA 2018).
In some circumstances, we are legally obliged to share information. For example, to comply with/under a court order. In any scenario, we’ll satisfy ourselves that we have a lawful basis on which to share the information and document our decision-making.
When personal data is transferred outside of the UK, the appropriate technical and organisational safeguards will be in place. All international transfers will only occur if it complies with the relevant legislation.
We use Google Analytics to collect information and details of visitor behaviour patterns on our website. We do this to understand things such as the number of visitors to the different areas of the website. This information is only processed in a way which does not identify anyone. We do not make and do not allow Google to make, any attempt to discover the identities of those visiting our website. Details of Google’s Privacy Policy can be found here: https://www.google.com/policies/privacy.
Where we do want to collect personally identifiable information through our website, we will make this clear at the point personal information is collected and we will explain what we intend to do with it.
Like many other websites, our website uses cookies. ‘Cookies’ are small pieces of information sent by a website to your device and stored to enable that website to recognise you when you visit in the future. They can also be used to collect statistical data about your browsing activity and patterns of behaviour but do not identify you as an individual. This helps us to understand how people who visit our website use it, enabling us to improve the layout and content for visitors.
It is possible to switch off cookies by setting your browser preferences and settings. Turning cookies off may result in a loss of functionality when using our website.
Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.
We strive to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we may receive about this very seriously. We encourage people to inform us if they think that any collection or use of information by us is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. You can do this by emailing us at info@tetratech.uk.
If you remain dissatisfied, you have the right to make a complaint to the Information Commissioner’s Office (ICO). Please see the ICO’s website for more information: www.ico.org.uk
You can contact the Information Commissioner’s Office at the following address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
We reserve the right to modify this Privacy Notice at any time, so please make sure to review this frequently. Our most updated Privacy Notice is posted on our website. All changes will apply with immediate effect.