Mimica Privacy Policy

Mimica (operated by MIMICA LAB LTD, “we”, “us”, “our”) is the data controller responsible for your personal data on mimicalab.com.

This notice explains what you can expect us to do with your personal information when you use our site.

  • Contact details

  • What information we collect, use, and why

  • Lawful bases and data protection rights

  • Where we get personal information from

  • How long we keep information

  • Who we share information with

  • Sharing information outside the UK

  • Our use of cookies

  • How to complain

Contact details

  • Full legal name: MIMICA LAB LTD

  • Registered address: Pipers Barn 63a Station Road, Dullingham, Suffolk, England, CB8 9UP

  • Company number: 10724944

  • Email: info@mimicalab.com

What information we collect, use, and why

1. Website analytics

We collect or use the following information for website performance monitoring:

  • Broad location data (derived from IP addresses)

  • IP addresses

  • Website user journey information

2. Newsletter sign-up

If you sign up for our newsletter, we collect or use:

  • Name and email address

  • Marketing preferences

  • Records of consent

3. General contact & inquiries

We collect or use the following personal information for handling general inbound user queries, business inquiries, or claims via our website contact form (mimicalab.com):

  • Your name (first name, last name), company/organisation name, email address, and any personal information you choose to provide within your message text.

4. Pilot and product requests

We collect or use the following personal information for processing business evaluation requests via our Pilot Request Form (mimicalab.com):

  • Your name (first name, last name), company/organisation name, job title, purpose of enquiry, relevant food category, annual estimated quantity, email address, phone number, reason(s) for your interest.

5. Recruitment purposes

We collect or use the following information for recruitment purposes when you apply to work with us:

  • Contact details (e.g., name, email, phone number, CV/Resume, work history, cover letters).

Providing this information is voluntary. However, if you don’t provide the details requested in a given form, we may not be able to respond to your enquiry, process your pilot request, or consider your job application, as applicable.

We do not use automated decision-making, including profiling, that produces legal effects concerning you or otherwise significantly affects you. Every enquiry, pilot request, and job application is reviewed by a person.

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. Which lawful basis we rely on affects your specific data protection rights, which are set out in brief below:

  • 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 correct or delete personal information you think is inaccurate or incomplete.

  • Your right to erasure – You have the right to ask us to delete your personal information.

  • Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information.

  • Your right to object to processing – You have the right to object to the processing of your personal data.

  • 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.

  • Your right to withdraw consent – When we use consent as our lawful basis, you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using our contact details above.

Our lawful bases for the collection and use of your data

  • Website Analytics (Consent): We rely on your explicit consent to deploy analytical tracking cookies (Squarespace and Google Analytics). You have the right to withdraw your consent at any moment via our cookie banner.

  • Newsletter Marketing (Consent): We rely on your explicit consent, given when you sign up, to send you newsletter marketing campaigns via Mailchimp. You have the right to withdraw your consent at any time via the unsubscribe link in our emails.

  • General Contact Form (Legitimate Interests): Our legitimate interest is to provide efficient customer service and resolve user queries. The benefit to both parties is a direct, clear communication channel where the individual receives a response and we can fulfill our business support duties. The impact on individuals is minimal because they actively initiate the interaction, and we secure this data safely within Google Drive.

  • Pilot Request Form (Performance of a Contract): Processing this data is necessary to take specific exploratory, pre-contractual steps at your direct request before entering into a formal business pilot agreement.

  • Recruitment (Legitimate Interests for initial application review; Consent for retaining your data in our talent pool for future roles): We process applicant information to evaluate job candidates. Candidate data will only be retained beyond the standard period for future roles with your explicit consent.

Where we get personal information from

  • Directly from you (via our online forms and email signups).

  • Automated tracking technologies (via website cookies) when you interact with our site.

How long we keep information

We only keep your personal information for as long as is strictly necessary to fulfill the purposes outlined in this notice:

  • Analytics Tracking Profiles: Google Analytics 4 user-level data is deleted after 2 months; non-identifying aggregated traffic metrics are retained indefinitely. (The underlying browser cookie can persist for up to 2 years — this is separate from how long we retain the data itself.)

  • Contact and Pilot Form Entries: Stored securely within our database for up to 2 years following our last operational contact with you, and for 7 years after a commercial contract is signed, for legal and tax record-keeping.

  • Newsletter Subscriptions: Retained continuously in Mailchimp until you explicitly choose to click “unsubscribe” or withdraw consent.

  • Recruitment Applications: Unsuccessful applicant CVs are deleted as part of our annual data review, and in any event no later than 12 months after the role’s closing date, unless you consent to stay in our talent pool. Successful applicant data is kept for 7 years from the end of employment, in line with UK record-keeping requirements for National Minimum Wage compliance and standard limitation periods for employment-related claims.

Who we share information with

Data processors

We utilize trusted third-party data processors to provide website operations, cloud storage, tracking analytics, and marketing automation:

  • Squarespace Analytics: Acts as our website hosting infrastructure platform. It processes technical tracking metrics, device identifiers, and site interaction data to ensure performance stability, site security, and general traffic monitoring.

  • Google Workspace (Google Drive): Serves as our primary cloud data storage provider. It securely ingests, logs, and processes structural contact entries submitted by individuals via our general contact form and our product pilot request forms.

  • Mailchimp (The Rocket Science Group LLC, an Intuit company): Acts as our automated email marketing communications platform. It securely holds subscriber names and email addresses to manage our distribution lists, track user opt-outs, and deploy corporate newsletters.

  • Google Analytics 4 (GA4): Functions as our user behavior analytics system. It processes anonymous online identifiers, device setups, and user journey paths to help us evaluate site engagement and support future digital lead generation.

Others we share personal information with

  • Professional or legal advisors

  • Relevant regulatory authorities (e.g., HMRC or the ICO)

  • Organisations we are legally obliged to share personal information with under UK law

Sharing information outside the UK

Because our technical infrastructure relies on global cloud platforms, personal data collected via our website is transferred to, and processed in, the United States. We implement strict legal safeguards with each of our third-party data processors to ensure your data receives an equivalent level of protection as it does under UK GDPR:

  • Squarespace, Inc.: Data transfers are secured via Standard Contractual Clauses (SCCs) incorporating the UK International Data Transfer Addendum, alongside Squarespace's active certification under the UK-U.S. Data Bridge framework.

  • Google LLC (Google Drive, GA4 & Google Maps): All form submissions, analytics metrics, and embedded content stored or served via Google Cloud utilize Google’s standard data processing terms, which rely on the UK-U.S. Data Bridge and approved SCC frameworks.

  • Mailchimp (The Rocket Science Group LLC / Intuit Inc.): Data transfers are protected under Intuit's global Data Processing Addendum and certified under the UK Extension to the EU-U.S. Data Privacy Framework (UK-U.S. Data Bridge), backed by Standard Contractual Clauses (SCCs).

Our use of cookies

Our website uses cookies to help it run smoothly and to understand how visitors use our site. For a full list of the cookies we use, their purpose, duration, and how to manage your preferences, see our Cookie Policy.

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint directly to us at info@mimicalab.com.

If you remain dissatisfied with how we handle your data, you also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator.

  • The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

  • Helpline number: 0303 123 1113

  • ICO Website: ico.org.uk