Privacy Notice
Last updated: November 2026
The short version
This notice explains how Open Ephys Production Site (OEPS) handles personal information in connection with Open Ephys products, services, websites, events, and communications.
We use this information to respond to you, provide and support our products and services, operate our business and website, meet our legal obligations and, when you choose to hear from us, send you news and updates.
We don’t sell your personal information.
Who we are
Open Ephys Production Site (OEPS) is responsible for the personal information described in this notice.
For privacy questions or requests, contact us at info[at]oeps[dot]tech.
Full company information is available on our Legal page.
What information we collect and why
The information we collect depends on how you interact with us.
When you contact us or request a quote
If you contact us by email, through our website, through a quotation or event form, or in person at an event, we may collect information such as your name, email address, institution or company, country, the products or services you are interested in, and any other information you provide as part of your enquiry.
We use this information to answer your questions, provide requested information, prepare and follow up quotations, and manage our relationship with prospective and existing customers.
Depending on the circumstances, we process this information because it is necessary to take steps you have requested before entering into a contract, to perform an existing contract, or because we have a legitimate interest in responding to business enquiries and managing customer relationships.
When you place an order
When you make a purchase, we collect the information needed to process and fulfill the order, such as your name, contact details, billing and shipping information, products ordered, and other order and transaction information.
We use this information to process your order, invoice you, arrange delivery, communicate with you about your purchase, provide customer support, and meet our legal and accounting obligations.
Depending on the circumstances, we process this information because it is necessary to perform a contract, comply with our legal obligations, or because we have a legitimate interest in administering orders and customer relationships, including where you are acting on behalf of an institution or organisation.
Payments are handled by a payment provider. OEPS does not store your full payment-card details.
When you contact us for support
If you contact our sales, support, or other teams, we may keep relevant correspondence and information about the products or services involved.
We use this information to answer questions, troubleshoot problems, provide support, and maintain appropriate business and support records.
Depending on the circumstances, this processing may be necessary for a contract with you or for our legitimate interests in providing customer service and maintaining appropriate records.
News and updates
If you choose to sign up for Open Ephys news, we use your email address and record your choice to receive occasional news, product updates, and event announcements.
You may sign up through our website or other signup forms. Sometimes we may offer a promotional benefit for signing up. Where we do this, the offer and its conditions are explained when you sign up.
You can request information, quotations, products, or support without subscribing to marketing.
Our legal basis for sending marketing communications is your consent.
You can withdraw your consent at any time by writing to info[at]oeps[dot]tech. When you unsubscribe, we may retain a minimal record of your opt-out so that you are not accidentally added back to our mailing list.
Website, cookies and technical information
Our website and online store are hosted using Squarespace.
Some cookies are necessary to operate the website and services you request, such as shopping-cart and checkout functions.
We also use analytics and performance cookies to understand how the website is used and improve its content and performance. Where these cookies are not strictly necessary, they are used only with your consent.
You can accept, decline, or change your cookie choices through the cookie settings available on our website.
Our website provider also processes limited technical and usage information about visits, such as IP-related information, device or browser information, and pages visited. We use this information where necessary for our legitimate interests in operating, securing, maintaining, and troubleshooting the website.
You can read more about the cookies used by Squarespace in Squarespace’s cookie documentation.
Some pages may contain third-party content or links to external services. If you interact with those services, they may process information under their own privacy policies.
Who we share information with
We share personal information only where needed to operate our internal services, fulfil orders, communicate with you, or meet our legal obligations.
This may include providers of:
website and e-commerce services;
email, forms, and communications systems;
customer, quotation, and order-management systems;
payment processing;
shipping and logistics;
cloud hosting and storage; and
professional, accounting, or other business services.
We may also disclose information where required by law or where necessary to establish, exercise, or defend legal claims.
Some service providers may process personal information outside the European Economic Area. Where this happens, we use the safeguards required by applicable data-protection law.
We don’t sell your personal information.
How long we keep your information
We keep personal information only for as long as we need it for the purposes described in this notice, or for as long as required by law.
The period depends on the type of information and our relationship with you. For example, enquiry and quotation information is kept while we are following up the request and for an appropriate period afterwards; customer, order, invoice, and transaction records are retained for the periods required by applicable accounting and tax laws; and support correspondence may be kept where it remains useful for providing support, maintaining product or warranty history, or handling legal claims.
If you subscribe to Open Ephys news, we keep your subscription information while you remain subscribed. If you unsubscribe, we stop using your information for marketing and may retain a minimal record of your opt-out so that you are not accidentally added back to the mailing list.
Your rights and choices
You may have the right to access, correct or delete your personal information, restrict or object to certain processing, and request portability where applicable. Where we rely on your consent, you can withdraw it at any time.
To exercise your rights, ask a privacy question or opt out of marketing, contact info[at]oeps[dot]tech.
You also have the right to lodge a complaint with the Portuguese Data Protection Authority (CNPD).
Changes to this notice
We may update this Privacy Notice if our services, practices, or legal obligations change. The latest version will be available on our website.