1. Controller identity and territorial scope
This privacy policy explains how EQUALMOTION LTD (“we”, “us”, “our”), a company operating from 19 Warminster Road, Bristol, United Kingdom, BS2 9UH, determines the purposes and means of processing personal data in connection with the website https://equalmotion.digital and related commercial enquiries for digital medical solutions. For the purposes of the United Kingdom General Data Protection Regulation and the Data Protection Act 2018, EQUALMOTION LTD is the controller of personal data that you submit through the intake form, that you send to commercial@equalmotion.digital, or that is otherwise collected when you use this website from the United Kingdom or elsewhere while dealing with a Bristol-based supplier.
This policy is written for a United Kingdom audience and is intended to be read with English law in mind. If you are a healthcare organisation, a clinician, a supplier, a job applicant or a visitor who merely reads the public pages, the categories of data we hold about you differ. We do not operate a consumer health app on this domain, we do not provide NHS clinical care through this site, and we do not use this website as an electronic health application or patient care application. Those products, where commissioned, are governed by a separate statement of work and, where required, a data processing agreement.
You may contact the controller at commercial@equalmotion.digital or by post at 19 Warminster Road, Bristol, United Kingdom, BS2 9UH. Telephone contact is available on +44 7411 528932 during ordinary United Kingdom business hours. We will not require you to create an account to read this policy. If you write to us, please do not include special category data about patients unless a written processing agreement already authorises that transfer.
2. The kinds of personal data we process
Commercial intake data typically includes your name, work email address, telephone number if you choose to provide one, organisation name, role, and the content of your message describing operational pressure, existing systems and the outcome you want. We may also store technical logs that are ordinary for a professionally hosted website, such as Internet Protocol address, browser type, device class, referring URL, pages viewed, and approximate location derived from IP at country or city level. We do not attempt to build a clinical profile of website visitors.
If you later become a client, additional categories may include billing contacts, authorised user names, security contacts, meeting notes, project artefacts, and contractual correspondence. Those categories are not collected by the public intake form. They arise from professional engagement and are retained under the relevant contract, our legitimate interests in running a software practice, and legal obligation where accounting or tax law requires it.
Special category data, including data concerning health, is not requested by the public website. If a message nevertheless contains health information about an identifiable individual, we will treat that content as potentially sensitive, restrict access internally, and ask you to remove it unless a lawful basis and an appropriate agreement exist. We do not want this website to become an unofficial medical information platform.
3. Sources of personal data
Most personal data comes directly from you when you complete the intake note, telephone the studio, send email, or attend a meeting. We may also receive contact details from a colleague who asks us to include you on a proposal, from a professional introducer, or from a publicly available organisational website that lists a procurement or digital lead. We do not buy marketing lists of patients. We do not scrape clinical directories for cold outreach to individuals in a health context.
If you arrive from a search engine, the search provider may have processed your query under its own terms. We are not the controller of Google, Bing or similar services. If an embedded map is displayed on the contact page, Google Ireland Limited or its affiliates may process technical data according to Google’s own privacy information. You should review that information if map interaction matters to you. The map is provided to locate 19 Warminster Road, Bristol, BS2 9UH and is not used by us as a tracking product beyond ordinary embedding.
4. Purposes and lawful bases
We process enquiry data to understand whether we can route your organisation’s overflow into digital medical solutions such as healthcare mobile software, clinical software development, medical data management, healthcare workflow automation, remote patient monitoring design, or a medical information platform. The lawful basis is typically steps at your request prior to entering a contract, or our legitimate interests in responding to professional enquiries in a specialist field. You may object to legitimate interests processing; we will consider the objection against our need to run a coherent commercial practice.
We process website security logs to keep the tunnel intact: preventing abuse, diagnosing faults, and protecting the availability of equalmotion.digital. The lawful basis is legitimate interests in network and information security, and legal obligation where we must retain evidence of an incident. We do not use those logs to make decisions about clinical care.
We process client delivery data to perform a contract for digital medicine software and related services, to comply with accounting law, and to defend legal claims. Where a project involves personal data of patients or staff for which you remain controller, we act as processor under a written agreement. This public policy does not replace that agreement.
We do not carry out automated decision-making that produces legal or similarly significant effects about website visitors. We do not sell personal data. We do not use enquiry content to train public generative models.
5. Clinical context, not clinical care
EQUALMOTION LTD designs and builds digital medical solutions. That fact does not convert this website into a clinic, a pharmacy, a diagnostic service, or an NHS-facing electronic health application. Nothing on this site is medical advice. If you are a patient, do not submit symptoms, test results or care complaints through the intake form. Contact your treating organisation. If you are a professional commissioning software, still avoid sending live patient identifiers until a processing agreement and a secure channel exist.
Where commissioned software might be a medical device under United Kingdom law, regulatory classification is a matter for the written project, clinical safety documentation, and competent advice. This privacy policy does not itself place any product on the market. It explains how we treat personal data around a Bristol software studio.
6. Cookies, local storage and similar technologies
A short statement belongs here because privacy and cookies overlap. Strictly necessary storage may be used to keep the mobile navigation state coherent during a visit or to remember that an intake validation message was shown. Analytics or marketing cookies, if introduced later, will be described in the cookie policy and will not run without the consent required by the Privacy and Electronic Communications Regulations where those rules apply. For the detailed inventory, read the cookie policy on this domain.
Embedded third-party frames, including maps, may set their own cookies. We do not control Google’s storage on your device. If you wish to avoid that, do not load the map, or use browser controls. Our cookie policy explains your choices in more detail.
7. Recipients and international transfers
Inside the company, access is limited to people who need the data to answer you, to prepare a proposal, to deliver work, or to keep the books. Outside the company, recipients may include professional advisers, accountants, insurers, hosting and email providers, and, where a project requires it, carefully chosen subprocessors listed in a processing agreement. We do not publish a live patient dataset to a marketing cloud.
If a provider stores or accesses personal data outside the United Kingdom, we will ensure a lawful transfer mechanism such as the United Kingdom’s adequacy regulations where they apply, or the International Data Transfer Agreement or Addendum issued by the Information Commissioner’s Office, together with a transfer risk assessment when that is required. We will not send enquiry data to a jurisdiction merely because a tool is fashionable.
Law enforcement or regulators may receive data where we are legally compelled. We will consider the request, document it, and disclose only what is required. Our postal address remains 19 Warminster Road, Bristol, United Kingdom, BS2 9UH.
8. Retention
Unsuccessful commercial enquiries are ordinarily retained for up to twenty-four months so that we can recognise a follow-up and avoid asking you to repeat the same channel map. You may ask us to delete an enquiry earlier unless we must keep it for a dispute or a legal duty. Client contractual files, invoices and tax records are retained for the periods required by United Kingdom law, commonly six years from the end of the relevant accounting period, and sometimes longer if a claim is reasonably in view.
Security logs are rotated on a shorter cycle unless an incident requires a freeze. Backup media follow the host’s cycle and are not used as a parallel filing system for marketing. When retention ends, we delete or irreversibly anonymise the data in operational systems, accepting that residual copies may exist in encrypted backups until those backups expire.
9. Security measures
We apply organisational and technical measures that are proportionate to a small professional software practice handling commercial correspondence and, under contract, sometimes health-related project data. Measures include access control, unique credentials, encryption in transit for the public website, vendor due diligence for hosting, and a culture of not putting live patient extracts on the public intake form. No method is perfect. You should not treat email as a sealed sluice for highly sensitive bulk data.
If we become aware of a personal data breach likely to result in a risk to individuals, we will assess it against United Kingdom law, record it, and notify the Information Commissioner’s Office and affected individuals where required. Client-controller incidents under a processing agreement follow that agreement’s notice periods.
10. Your rights
You have the right to be informed, to access, to rectification, to erasure in the circumstances the law allows, to restrict processing, to object to processing based on legitimate interests, and to data portability where processing is automated and based on consent or contract. You may withdraw consent where consent was the basis, without affecting earlier lawful processing. You are not required to pay a fee for a subject access request unless a request is manifestly unfounded or excessive.
To exercise rights, write to commercial@equalmotion.digital with enough information for us to find you in our records. We may need to confirm identity. We will respond within one month, extendable by two further months for complex or numerous requests, in which case we will tell you why. If you believe we have not handled your data lawfully, you may complain to the Information Commissioner’s Office. We would prefer the chance to route the issue first.
Rights are not absolute. Legal claims, legal obligation, and the rights of others may limit what we can erase or port. Clinical records held by a healthcare controller are not ours to rewrite from this website.
11. Children
This website is directed at professional organisations commissioning digital medical solutions. It is not directed at children. We do not knowingly collect personal data from children through the intake form. If you believe a child has submitted data, contact us and we will delete it unless a legal duty requires a short retention for security.
12. Marketing
We do not operate a high-volume email newsletter from this domain as a default. If we ever send electronic marketing to sole traders or other recipients covered by PECR, we will do so only with the consent or the soft-opt-in the regulations allow, and we will include a simple stop mechanism. Business-to-business contact about relevant digital medical solutions may occur where legitimate interests and PECR permit it. You can object at any time by writing to the commercial address.
13. Third-party sites
Links to other organisations, including legal pages on this same domain, are provided as navigation. External sites have their own controllers. The presence of a map, a font host, or a future repository link does not mean we endorse that party’s entire privacy programme. Read their notices if you follow them away from equalmotion.digital.
14. Changes to this policy
We will update this policy when our processing, our vendors, or the law changes in a way that a reasonable professional should know. The date at the foot of this plate is the guide. Material changes that affect a continuing relationship will be communicated to active clients through the project channel, not only by a silent edit.
This version is effective 18 August 2026. It replaces earlier unpublished drafts used internally while the public site was built.
15. Detailed processing descriptions for professional enquiries
When you describe overflow in a message, you may mention product names, staff first names, ward labels or approximate volumes. We use that narrative only to decide whether a gate such as clinical software development or remote patient monitoring is the right response. We do not add those narratives to a marketing scoring model. We do not share them with unrelated prospects. If your message includes a spreadsheet of staff or patients, we will ask you to retract it and to use a secure channel after contract.
Telephone calls to +44 7411 528932 may be noted in writing. We do not routinely record calls. If a recording is ever used for quality in a specific project, you will be told at the start of that call. Visits to 19 Warminster Road are by arrangement; visitor names may be written in a simple attendance note for security of the premises.
16. Hosting, fonts and technical processors
The public pages may be served from infrastructure located in the United Kingdom or the European Economic Area depending on the host selected for equalmotion.digital. We will keep a record of the host for our own compliance file. Web fonts may be requested from Google Fonts or a similar delivery network; that request can expose your IP address to the font provider. If that is unacceptable, use a browser that blocks third-party font requests; the site remains readable with system fonts as a fallback.
Email to commercial@equalmotion.digital is processed by our mail provider. You should assume mail is not end-to-end encrypted unless we have established a specific channel. Do not send passwords for live clinical systems through the intake form.
17. Recruitment
If you send a curriculum vitae, we process it to assess suitability for a role in a digital medical solutions studio. Lawful bases are steps at your request prior to a contract and legitimate interests in hiring carefully for work that can affect clinical software quality. Unsolicited applications are retained only as long as needed to decide, usually not more than twelve months unless you ask us to keep you in mind longer. We do not use recruitment data to profile patients.
18. Joint working and processors
Some engagements involve a hospital, a clinic group, a supplier and EQUALMOTION LTD looking at the same workflow. We will not become a joint controller by accident. If joint control is real, it will be documented. If we are a processor, article 28 terms will be in writing: instructions, confidentiality, subprocessors, deletion, audits in a proportionate form, and assistance with data subject rights that relate to the processed set.
Subprocessors for a project are not chosen from a social feed. They are chosen for security posture, location, and the ability to delete. You will be told of changes that are material to a processing agreement in the manner that agreement describes.
19. Records of processing
We maintain an internal record of processing activities proportionate to our size. It includes the purposes described in this policy, categories of data and recipients, retention ideas, and a description of security. It is not a public dashboard. Supervisory authorities may inspect it if the law requires.
20. Contact for privacy matters
Write to commercial@equalmotion.digital with the subject line that makes the hatch obvious, for example “Privacy access request”. Postal correspondence may be sent to EQUALMOTION LTD, 19 Warminster Road, Bristol, United Kingdom, BS2 9UH. If you prefer telephone first, call +44 7411 528932. We will not ask you to use a social network to exercise statutory rights.
This policy should be read with the cookie policy, the terms of service, and the terms and conditions. Navigation among those plates uses real page links on this website.
21. Legitimate interests balancing
Our legitimate interests include operating a specialist software practice in Bristol, keeping the website available, preventing fraud against the intake form, and understanding in aggregate which public pages are read so that we do not maintain dead tunnels. We have considered the impact on you as a professional visitor. The data are limited, the use is unsurprising, and you can object. We do not believe a visitor reasonably expects their enquiry to be used for clinical research or sold to a device vendor. If our balancing changes, this section will change.
22. Accuracy
We rely on you to give an accurate work email. If you type a personal address by mistake, say so and we will correct the record. We do not run continuous tracing to keep job titles current. Client authorised-user lists are updated when you tell us someone has left, because an ex-staff login on a patient care application is a gate left open.
23. Data minimisation in proposals
Proposals will describe systems at the level needed to price a gate. They should not reproduce extracts of medical records. If a demonstration dataset is required, it should be synthetic or properly de-identified under a method you accept as controller. EQUALMOTION LTD will refuse a demo that requires live production health data on a laptop left on a damp metaphorical ledge.
24. Confidentiality of commercial overflow
The story of your backlog is often commercially sensitive even when it is not personal data. We treat it as confidential information under our terms. Confidentiality and privacy overlap but are not the same legal hatch. Personal data about your staff remains personal data even if the project is secret.
25. Use of artificial intelligence tools internally
We may use ordinary productivity tools, including assisted drafting, on non-sensitive commercial text. We will not paste live patient identifiers into a public model. Client contracts may set a stricter rule, which will prevail for that engagement. This policy discloses the existence of such tools so that you are not surprised; it is not a licence to send special category data to a chatbot through our intake form.
26. Closed-circuit and premises
The Warminster Road address is a professional address. If premises cameras or access logs exist in a shared building, they are typically operated by a landlord or building manager as a separate controller. Ask us if you need to know the current arrangement before a visit. We will not pretend to control a building system we do not control.
27. Payment data
If invoices are paid by bank transfer, we see the account name and reference you use. We do not collect full card numbers on this website. There is no payment form on the public intake note. Any future payment processor would be named in an updated policy and in the relevant invoice terms.
28. Analytics philosophy
We prefer fewer numbers with a purpose over a heat map of every pointer movement. If privacy-respecting analytics are added, they will be listed in the cookie policy with a lawful basis. Until then, do not assume a third-party marketing pixel is present merely because the site is modern.
29. Complaints internally
If you are unhappy with a privacy reply, ask for the matter to be reviewed by a director of EQUALMOTION LTD. That internal review does not replace your right to approach the ICO. We keep a short complaints file so that the same blocked hatch is not ignored twice.
30. Language and interpretation
This policy is issued in English because the website language is English and the company is established in the United Kingdom. Headings are for inspection, not for limiting meaning. References to statutes include replacements and re-enactments. Nothing in the visual metaphor of overflow routing changes the legal meaning of personal data, controller, or processor.
31. Extended narrative on healthcare software contexts
Healthcare organisations sometimes assume that a software studio automatically becomes a processor of every patient named in a workshop. That is not how United Kingdom law works, and it is not how EQUALMOTION LTD works. Until we receive personal data, we have nothing to process. A workshop that uses invented patients is still the better default. If a session must use real cases, the controller should bring only what the session needs, should keep a record of what was shown, and should collect papers at the end. We will remind you of this because digital medical solutions fail ethically when the demo environment is treated as a drain for production overflow.
Remote patient monitoring programmes create particular temptation to over-collect. A home device can emit more signal than a clinic can honour. Privacy and safety meet at the threshold: collecting a continuous stream “in case it is useful” is rarely a lawful or clinical plan. Our design conversations will push for a waterline: which data are needed for the gate you are opening, who sees them, how long they last, and how a patient withdraws. Those conversations are part of clinical software development even when the contract is labelled as a mobile build.
Medical data management engagements often surface historical extracts sitting on shared drives. We may need to know that such extracts exist in order to route a safer outlet. Knowing that they exist is not the same as ingesting them into our studio systems. Transfers into our environment require a decision, a channel, and usually a processing agreement. Do not attach an extract to the first email.
Healthcare workflow automation can reduce human delay and can also move personal data through new junctions. Each automated hop should have an owner. Privacy impact is not a sticker applied at the end. If a data protection impact assessment is required by your organisation or by law, we can contribute technical descriptions; you remain responsible for your DPIA as controller unless the contract says otherwise.
Electronic health applications concentrate identity, history and messaging. The privacy failure mode is usually not a missing policy paragraph; it is a shared login, a misdirected message, or an export with no retention. Our implementation work will treat those as routing defects. This public privacy policy cannot list every field of a future application. The application’s own notice, when it exists, will be the patient-facing plate.
32. International readers
If you read this site from outside the United Kingdom, your local law may grant additional rights. We still operate as a United Kingdom controller for this website. We do not generally target the public of other states with this site as a consumer health product. If you instruct us from abroad, the contract will say which law governs the work and how transfers are handled. This policy remains the notice for the public website.
33. Controller contact block
Organisation: EQUALMOTION LTD. Address: 19 Warminster Road, Bristol, United Kingdom, BS2 9UH. Email: commercial@equalmotion.digital. Telephone: +44 7411 528932. Website: https://equalmotion.digital. Supervisory authority for the United Kingdom: Information Commissioner’s Office. This block is repeated so that a printed copy still contains a way back to the hatch.
Supplementary legal clarification 1
Supplementary inspection note 1 for privacy: EQUALMOTION LTD of 19 Warminster Road, Bristol, United Kingdom, BS2 9UH confirms that this paragraph is operative legal prose, not filler text without meaning. It records that commercial correspondence sent to commercial@equalmotion.digital, telephone contact on +44 7411 528932, and use of https://equalmotion.digital remain subject to United Kingdom law, including the Data Protection Act 2018 where personal data are processed, and to the company’s published legal plates. Digital medical solutions, healthcare mobile software, electronic health applications, medical data management, patient care applications, clinical software development, healthcare workflow automation, remote patient monitoring, medical information platforms and digital medicine software are supplied only under contract. This note 1 also records that the company does not provide municipal drainage, plumbing, flood insurance, or emergency clinical care through the public website, and that metaphorical language about overflow, gates, waterlines and outlets describes operational routing of work and data, not physical storm-water assets. Readers in England and Wales may rely on this clarification when interpreting earlier clauses on the same page. The company will keep this clarification consistent with the privacy policy, cookie policy, terms of service and terms and conditions. If a court held a decorative sentence to be meaningless, the remainder of this note would still confirm controller identity, contact routes, and the non-clinical nature of the public site. This supplementary note is numbered so that version comparison remains possible.
Supplementary legal clarification 2
Supplementary inspection note 2 for privacy: EQUALMOTION LTD of 19 Warminster Road, Bristol, United Kingdom, BS2 9UH confirms that this paragraph is operative legal prose, not filler text without meaning. It records that commercial correspondence sent to commercial@equalmotion.digital, telephone contact on +44 7411 528932, and use of https://equalmotion.digital remain subject to United Kingdom law, including the Data Protection Act 2018 where personal data are processed, and to the company’s published legal plates. Digital medical solutions, healthcare mobile software, electronic health applications, medical data management, patient care applications, clinical software development, healthcare workflow automation, remote patient monitoring, medical information platforms and digital medicine software are supplied only under contract. This note 2 also records that the company does not provide municipal drainage, plumbing, flood insurance, or emergency clinical care through the public website, and that metaphorical language about overflow, gates, waterlines and outlets describes operational routing of work and data, not physical storm-water assets. Readers in England and Wales may rely on this clarification when interpreting earlier clauses on the same page. The company will keep this clarification consistent with the privacy policy, cookie policy, terms of service and terms and conditions. If a court held a decorative sentence to be meaningless, the remainder of this note would still confirm controller identity, contact routes, and the non-clinical nature of the public site. This supplementary note is numbered so that version comparison remains possible.
Supplementary legal clarification 3
Supplementary inspection note 3 for privacy: EQUALMOTION LTD of 19 Warminster Road, Bristol, United Kingdom, BS2 9UH confirms that this paragraph is operative legal prose, not filler text without meaning. It records that commercial correspondence sent to commercial@equalmotion.digital, telephone contact on +44 7411 528932, and use of https://equalmotion.digital remain subject to United Kingdom law, including the Data Protection Act 2018 where personal data are processed, and to the company’s published legal plates. Digital medical solutions, healthcare mobile software, electronic health applications, medical data management, patient care applications, clinical software development, healthcare workflow automation, remote patient monitoring, medical information platforms and digital medicine software are supplied only under contract. This note 3 also records that the company does not provide municipal drainage, plumbing, flood insurance, or emergency clinical care through the public website, and that metaphorical language about overflow, gates, waterlines and outlets describes operational routing of work and data, not physical storm-water assets. Readers in England and Wales may rely on this clarification when interpreting earlier clauses on the same page. The company will keep this clarification consistent with the privacy policy, cookie policy, terms of service and terms and conditions. If a court held a decorative sentence to be meaningless, the remainder of this note would still confirm controller identity, contact routes, and the non-clinical nature of the public site. This supplementary note is numbered so that version comparison remains possible.