Cookie Policy

1. Introduction

This Cookie Policy explains how Maia Vision Ltd uses cookies and similar technologies in connection with VisionSuite, the web-based platform available at https://visionsuite.maiavision.co.uk.

This Cookie Policy applies to VisionSuite only. It does not necessarily apply to the general Maia Vision Ltd website at https://maiavision.co.uk, which may have separate cookie notices, privacy notices, or website terms.

VisionSuite uses cookies and similar technologies to provide core platform functionality, maintain secure login sessions, protect user accounts, support authentication, remember limited preferences where applicable, and help operate the service safely and reliably.

This Cookie Policy should be read together with the VisionSuite Privacy Policy and any project-specific privacy notice, participant information sheet, consent form, contract, Data Processing Agreement, or institutional documentation that applies to your use of VisionSuite.

2. What Cookies Are

Cookies are small text files placed on your device when you visit a website or use an online service. They allow the website or service to recognise your browser or device and store limited information about your visit, session, preferences, or actions.

Cookies may be temporary or persistent:

• Session cookies are usually deleted when you close your browser or when your login session ends.
• Persistent cookies may remain on your device for a defined period, or until you delete them.

Similar technologies may include local storage, session storage, device identifiers, pixels, scripts, software development tools, or other technologies that store information on your device or access information from your device.

In this Cookie Policy, references to "cookies" include cookies and similar technologies unless the context requires otherwise.

3. Cookies We Use

The cookies and similar technologies used by VisionSuite may vary depending on the features enabled for a particular project, portal, account, or organisation. VisionSuite may use the categories described below.

Essential cookies

Essential cookies are required for VisionSuite to work properly. They support core functions such as secure login, authentication, session management, account access, form protection, request validation, and platform security.

Without essential cookies, VisionSuite may not be able to keep you signed in, verify that requests are genuine, protect restricted areas, or provide access to authorised project information.

Security cookies

Security cookies and related technologies help protect VisionSuite, user accounts, project data, and participant information. They may support secure sessions, prevention of unauthorised access, protection against cross-site request forgery, abuse detection, and account security.

Preference cookies

VisionSuite may use preference cookies or similar technologies to remember limited choices you make when using the platform, such as interface preferences or settings that improve your experience. These cookies are used only where the relevant feature is enabled.

Analytics cookies

VisionSuite is not intended to use non-essential analytics cookies unless they are clearly explained and, where required, appropriate consent has been obtained.

If analytics cookies are introduced in future, they may be used to understand how users interact with VisionSuite, identify technical issues, improve usability, monitor performance, and support service improvement. Any such use will be reviewed for privacy, security, and data protection impact.

Advertising and tracking cookies

VisionSuite is not intended to use advertising cookies, behavioural advertising cookies, or third-party marketing tracking cookies.

We do not use identifiable participant health data for advertising or behavioural marketing.

4. Why We Use Cookies

We use cookies and similar technologies where necessary to provide, secure, operate, and support VisionSuite.

This may include using cookies to:

• authenticate users and keep authorised users signed in during a session;
• apply role-based and project-level access controls;
• protect forms and requests from misuse or unauthorised activity;
• prevent unauthorised access and support security monitoring;
• remember limited user preferences where a relevant feature is enabled;
• maintain service reliability and diagnose technical issues; and
• improve the safety, stability, and usability of the platform.

Where cookies are strictly necessary to provide VisionSuite or to protect a service requested by the user, they may be used without asking for separate cookie consent. We still provide information about these cookies so users understand how VisionSuite works.

Where cookies are not strictly necessary, such as optional analytics or preference cookies that are not essential to the service, we will only use them where permitted by law and, where required, after obtaining appropriate consent.

5. Third-Party Cookies

Third-party cookies are cookies set by a domain or provider other than the website or service you are visiting.

VisionSuite may rely on third-party infrastructure, hosting, certificate, security, backup, communication, or technical services to operate and secure the platform. These services may process limited technical information where necessary to provide their services.

VisionSuite is not intended to include third-party advertising cookies, behavioural tracking cookies, or embedded marketing trackers.

If VisionSuite introduces third-party analytics, embedded content, external media, support tools, or other third-party features that use cookies or similar technologies, we will update this Cookie Policy and provide appropriate information and consent controls where required.

Third-party services may have their own privacy notices or cookie policies. Where relevant, you should review those notices to understand how those providers use cookies and similar technologies.

6. Managing Cookies

You can usually manage cookies through your browser settings. Depending on your browser, device, and operating system, you may be able to:

• block cookies;
• delete existing cookies;
• refuse certain types of cookies;
• receive alerts before cookies are stored; or
• review site-specific cookie settings.

You should check your browser's help section or settings menu for instructions on how to manage cookies.

Blocking or deleting essential cookies may prevent VisionSuite from working correctly. For example, you may not be able to sign in, remain signed in, access protected areas, submit forms securely, or use project-specific functionality.

Where VisionSuite uses non-essential cookies that require consent, we will provide a way for you to accept, reject, or manage those cookies where required. You may be able to change your cookie preferences at any time using the relevant cookie controls made available on the platform.

If you are using VisionSuite through an institution, university, research organisation, healthcare organisation, or managed device, your organisation may also apply its own browser, security, device, or network settings.

7. Cookie Retention

Cookies are retained for different periods depending on their purpose.

• Session cookies are usually deleted when you close your browser or when your login session ends.
• Persistent cookies may remain on your device for a defined period unless you delete them earlier.
• Security, authentication, and operational records associated with cookies or sessions may be retained in VisionSuite logs for a reasonable period where needed for security, audit, troubleshooting, legal, contractual, or operational purposes.

Where project-specific requirements, contracts, research governance arrangements, institutional policies, or Data Processing Agreements apply, retention of related technical and operational records may also be governed by those documents.

8. Changes to This Cookie Policy

We may update this Cookie Policy from time to time to reflect changes to VisionSuite, legal requirements, cookie usage, security arrangements, platform functionality, or operational practices.

When we update this Cookie Policy, we will change the "Last updated" date at the top of this page.

If we make significant changes to how VisionSuite uses cookies or similar technologies, we may take reasonable steps to notify affected users, customer organisations, or project administrators. Where required, we may also request renewed cookie consent.

You should review this Cookie Policy periodically to understand how VisionSuite uses cookies and similar technologies.