Privacy Statement

This privacy statement covers our treatment of information that we gather when you are accessing or using our websites and or services, when you contact us in any matter or when you visit our premises. We gather various types of information including information that identifies you as a person (personal information) as explained in the next paragraphs. Through this statement we want to provide transparency into what kind of personal data we process and for which purpose.

1.1 What information do we collect from you?

Personal Information
We collect and process the following information: company name, job title, given name, surname, gender, e-mail address, business interest and preference fields, function titles, contact history, IP-address, Social ID, Cookie ID and browser/ website usage.

Cookie related information
When you visit our or any website, it may store, retrieve or process information on your browser in the form of cookies. Please consult our cookie policy for further information.

Viroclinics Biosciences, Viroclinics-DDL Diagnostic Laboratory Website & Linked Websites
The scope of the privacy statement applies to our websites only: https://www.viroclinics.com and
https://www.viroclinics.com. For your convenience we may post links to other websites. We are not responsible for the privacy policies and practices of these linked websites. We do not own or control linked websites. We encourage visitors of linked websites to review their specific cookie policies and privacy statements.

1.2 Why do we collect this information?

Legal reasons
We need personal data in order to process customer and prospect enquiries and orders. We also need to process personal data to comply with local tax regulations and local and/ or EU law.

Newsletters
You can subscribe to a free newsletter service. We use newsletters to inform prospects and customers about our company and its service portfolio. We only send newsletters to persons who have agreed to do so via a double opt in system. People who have subscribed to this service can unsubscribe at any time via the unsubscribe link as described in the concerning newsletter issue or by sending an e-mail request to: marketing@viroclinics.com

Marketing
We may use your personal information to inform you about our service portfolio. Our marketing policy is based on the following principle: We only pro-actively inform suspects, prospects and customers about our service portfolio in case:

• You are already a customer or prospect of Viroclinics Biosciences, Viroclinics-DDL Diagnostic Laboratory.
• By mutual agreement, for instance by sharing your business card on a conference or through personal contact, via our business development department;
• You have taken the initiative of a call to action, by filling in a contact form on our website or by downloading brochure and/ or white paper material on our own website or affiliated websites;
• You have clearly expressed an interest in our company. For instance when you contact us by telephone to request brochure materials, information about the academic research we might be involved with, or general information.

Customer Feedback
In order to improve our services, we periodically carry out customer satisfaction research by sending out questionnaires. We will only contact our existing customers for this type of survey. We occasionally ask website visitors for feedback to improve our website user experience.

Supplier Relations
We need relevant personal data to fulfil our contractual agreements with our suppliers. We process the following personal data: first name, sur name, job title, and e-mail and / or telephone number. We retain (personal) supplier data in accordance with the applicable legal period or as long as necessary for the purpose of processing.

Visitors
Currently Viroclinics Biosciences operates 2 laboratory sites. For health, safety and security reasons, we ask visitors to leave personal data (company name, first name, and surname in a visitor’s log. We retain personal data in accordance with the applicable legal period or as long as necessary for the purpose of processing.

Human Resources & Recruitment
On a regular basis Viroclinics Biosciences, Viroclinics-DDL Diagnostic Laboratory publishes job advertisements on our own website (https://www.viroclinics.com/job-opportunities/) and/ or on external vacancy websites, job boards, etc. During the application process, personal data is gathered through e-mail, personal contact and/ or related documents, such as resumes/ CVs and/ or motivation letters. When applicants submit their CV, motivation letter and/ or any other form of personal data, we will automatically delete all related files within a period of 4 weeks. Alternatively CVs, motivation letters and / or any other form of personal data, will be retained for a maximum of one year, after mutual agreement between the applicant and Viroclinics Biosciences, Viroclinics-DDL Diagnostic Laboratory HR Department.

1.3 With whom might we share your information?

We only share your information with the concerning contact persons, working for Viroclinics Biosciences, Viroclinics-DDL Diagnostic Laboratory.
We will never share your information with third parties, without your prior approval in writing, except in case we are overruled by law or through local authorities and/ or governmental bodies.

1.4 What we do with your information

For both legal and business purposes, personal data may be stored in our systems. Depending on the nature of your relationship with Viroclinics Biosciences, Viroclinics-DDL Diagnostic Laboratory and your contact history, personal data may be stored in one or more of the following systems:

• ERP (Enterprise Resource Planning) software;
• Financial software, used to process invoices, to monitor in- and outgoing payments, and for general accounting purposes;
• Recruitment software, used by our Human Resources Department during the application process;
• CRM (Customer Relationship Management/ Marketing related Software).

We use appropriate technical, organizational and quality related security measures to protect any information we hold in our records, from loss, misuse and unauthorized access, disclosure, alteration and/ or destruction.

1.5 How long do we keep hold of your information?

We will retain your information no longer than needed. Data retention periods may differ per data type. We retain personal data in accordance with the applicable legal retention period or as long as the purpose of processing.

1.6 How can I access and/ or review the information you hold about me?

• The General Data Protection Regulation (Effective in the EU) implies that as an individual you will have the following rights:
• The right to access your personal data. You will have the right to request (verbally or in writing) your personal   data and related supplementary information.
• The right to rectify inaccurate and/ or incomplete data.
• The right of erasure / to be forgotten.
• The right to request restriction or suppression of your personal data.

This is not an absolute right and only applies in certain circumstances.

• The right to data portability, which allows you to obtain and reuse your personal data across different services.
• The right to object to the processing of your personal data in certain circumstances. Only in case we have a compelling reason, we may continue using your personal data. Individuals have an absolute right to stop their personal data to be used for direct marketing. In case processing is restricted, we may be permitted to store your personal data, but not use it.
• The right not to be subject to automated decision-making including profiling.

If you would like to access, review, update, rectify or delete any personal information, or exercise any other data subject right in line with the EU General Data Protection Regulation (GDPR/ AVG), please forward your request in writing to:

• In case you have questions/ queries related to your e-newsletter subscription, please forward your request to: marketing@viroclinics.com
• If you are a customer, please forward your request to: info@viroclinics.com
• If you are a supplier, please forward your request to: purchase@viroclinics.com
• If you have applied for a specific job / vacancy please forward your request to: hr@viroclinics.com
• For any other enquiries please forward your request to: info@viroclinics.com

We will act upon your request within one month of receipt.

Contact & Complaints
Viroclinics Biosciences, Viroclinics-DDL Diagnostic Laboratory provide its services on a global scale. If applicable, we comply with local privacy regulations. Our company is based in the EU (The Netherlands). The framework of this privacy policy is therefore based on the European General Data Protection Regulation (GDPR or AVR). In case you have a complaint in relation to personal data, we kindly ask you to submit your enquiry in writing to: info@viroclinics.com. In case you are not satisfied about how we handle your claim, you may contact your local data protection authority.

Our contact details
Viroclinics Biosciences B.V., Viroclinics-DDL Diagnostic Laboratory
Rotterdam Science Tower
Marconistraat 16
3029 AK Rotterdam
The Netherlands
P: +31 88 668 4787
E: info@viroclinics.com

Privacy Statement, Version 1.1
Updated: 23 -May-2018