Privacy and Cookie Policy

PRIVACY NOTICE

WHO WE ARE

PharmaTrad is a team led by two freelance translators based in Italy and specialising in the medical and pharmaceutical field: Federica Borgini and Beatrice di Venosa. We decided to pool our expertise and knowledge but to maintain separate accounting.

We are committed to maintaining the trust and confidence of visitors to our website www.pharmatrad.com, our clients, colleagues and suppliers. This Privacy Notice outlines when, what and why we collect personal data, how we use it, the limited conditions under which we may disclose it to others, and how we keep it secure.

You may contact Federica Borgini in her capacity as Data Controller of the data under her powers, duties and liabilities according to EUROPEAN GENERAL DATA PROTECTION REGULATION (EU) 2016/679 in writing at the following address:

Loc. Schnacke, 15 – 11025 Gressoney Saint Jean (AO), Italy, or via email at:
federica.borgini@pharmatrad.com

 

CATEGORIES OF DATA SUBJECTS

We hold data on clients, Project Managers, suppliers, collaborators, and potential clients for legitimate interests.

WHY WE PROCESS YOUR PERSONAL DATA

Personal data collected may include your name, postal address, email address, telephone number and tax code and/or VAT number. Personal data may also include special categories such as health information, but only if you send these data to us for the specific purpose of translating them.

We do not use your personal data for marketing purposes.

LEGAL GROUNDS

We collect, store and use your personal data, sent via email or through the relevant form on our website, only to issue a quote, provide a translation or editing service that you request or to comply with legal requirements.

The legal basis for processing your data is to perform the services you request or to take

necessary steps prior to fulfilling that request (“performance of a contract”). This basis also applies if you provide us with a service.

The legal basis for processing special categories of personal data such as health information

is your explicit consent for us to translate, edit that information (“consent”).

WHO ELSE RECEIVES YOUR PERSONAL DATA

If we send a text for editing or QC to a colleague, we will ask your consent to share your personal data or the document containing personal data for such purposes. All our colleagues have signed a Data Processing Agreement. If translations are sent to colleagues based outside of the EEA, the text will be anonymised before it is transmitted.

For administrative purposes, other parties, including our accountants and the providers of my blog, website and email hosting services, may have access to your personal data. All these parties are compliant with the EU General Data Protection Regulation like us, or in the case of US companies, are self-certified under the US Privacy Shield framework.

HOW LONG WE KEEP YOUR PERSONAL DATA

  1. For quotes, we delete all personal data after 6 months and email communications after 1 month.
  2. For services rendered, we keep personal data for ten years to comply with tax obligations and, if it is embedded in a translation, to preserve the integrity of our personal translation resources.
  3. For services received, we keep your personal data for ten years for administrative purposes.
  4. We delete email communications, except those mentioned at point 1, after 10 years.

YOUR DATA ACCESS RIGHTS

You may contact the data controller, Federica Borgini, using the contact details provided above, at any time to access to your personal data, withdraw consent, object to our processing of your personal data, request a copy, rectification, erasure, portability and restriction of your personal data. She will take action without undue delay and in any event within one month of receipt of the request.

YOUR RIGHT TO LODGE A COMPLAINT

Should you have any concerns about how we process your personal data, please contact the data controller.

You also have the right to lodge a complaint with the supervisory authority in Italy or in the country where you live.

SECURITY MEASURES

We take all precautionary steps to guarantee the security, integrity and confidentiality of your personal data in compliance with the EUROPEAN GENERAL DATA PROTECTION REGULATION (EU) 2016/679.

Updates to computers and devices: The equipment used for storing and processing personal data is updated as frequently as possible.

Malware: Anti-virus software is installed on the equipment used for storing and processing personal data, to prevent the theft or destruction of this information. This anti-virus software is regularly updated.

Back up: Personal data is automatically backed up onto an external device on a daily basis (at night), so that personal data can be recovered in the event of loss or damage.

Technical measures: All electronic systems in use for storing or processing personal information are password protected.

Physical measures: Personal information in paper format is stored in locked cabinets. BREACHES OF PERSONAL DATA

In the event of a security breach of personal data, due to theft or unlawful access for example, we will notify the Italian Data Protection Agency within 72 hours of becoming aware of this security breach. This will include all of the information necessary to clarify the circumstances under which this happened.

COOKIE POLICY

Like most websites, ours also uses cookies to collect data. Cookies are small data files which are placed on your device (PCs, smart phones or tablets) as you browse. They are used to remember when your device accesses this website, they help it operate effectively and improve your user experience.

The data collected includes pages viewed and your journey around the website. These cookies are not used to collect or record data on your name, address or other contact details.

You can disable the use of cookies by changing your browser settings to reject cookies. In doing so, some of the website services may no longer function properly.

Acceptance of cookie policy

You will be asked to accept this cookie policy when you first access www.pharmatrad.com or each time you clear cookies from your browser.

You can therefore take one of the following courses of action:

  • Accept cookies: once you accept cookies the warning message will no longer appear on any of the website’s pages.
  • Change your settings: adjust your settings accordingly.

 

Google Analytics

Based on our legitimate interest (i.e. our interest in analysis, optimisation and economic performance of our online offer in accordance with article 6, section 1, letter f of GDPR), we use a third-party service, Google Analytics, which is Google LLC’s web analysis service.

Google Analytics collects standard internet log data and details of visitor behaviour patterns.

We do this to find out things such as the number of visitors to the various parts of the site.

This data is only processed in a way which does not identify anyone.

We neither make or allow Google to make, any attempt to find out the identities of those visiting our website.

The user information generated by Google cookies is normally transferred to a server and stored in the USA.

To transfer data from the EEA to other countries, such as the United States, we comply with legal frameworks that establish an equivalent level of protection with EU law (e.g. the Privacy Shield)..

If you are not happy about this, please click the following link to get the Google Analytics opt-out browser add-on: https://tools.google.com/dlpage/gaoptout

Please that we have set the retention period for data we send to Google Analytics to 14 months, which is the shortest retention period offered by Google Analytics (“Reset on new activity” option is set to OFF). More details can be found at: https://support.google.com/analytics/answer/7667196?hl=en

This Privacy Notice and Cookie Notice was updated on 21 May 2018 and will be reviewed as and when necessary. Should any differences occur between the various language versions, the Italian language version will prevail.

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