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TFS WEBSITE PRIVACY NOTICE

TFS Trial Form Support International AB (TFS) is a global contract research organisation. TFS provides a broad range of professional services, information and partnering solutions to the pharmaceutical, biotechnology and healthcare industries.

TFS shall only process personal data in a way that is compatible with and relevant for the purpose for which it was collected or authorized by the individual. To the extent necessary for those purposes, TFS shall take reasonable steps to ensure that personal data is accurate, complete, current and reliable for its intended use.

Controller details: TFS Trial Form Support International AB, P.O. Box 165 SE – 221 00, Lund, Sweden
Registration number: 556513-1660
data.protection@tfscro.com

What personal data does TFS process?

TFS processes the following personal data:

  • Navigating information collected in accordance with the Cookie Notice, Data Protection Policy – TFS HealthScience (tfscro.com)
  • Contact details (Name(s), Family Name(s), email, phone number, address etc.) provided directly by you through the Contact page on TFS website
  • Contact details (Name(s), Family Name(s), email, phone number, address etc.) provided directly by you through the Request for Proposal page on TFS website
  • Contact details (Name(s), Family Name(s), email, phone number, address etc.) provided directly by you through TFS website to subscribe to TFS Newsletter.
  • Contact details (Name(s), Family Name(s), professional qualifications actual and previous employment history, email, phone number, address etc.) provided directly by you through the Career page on TFS website
  • Contact details (Name(s), Family Name(s), professional qualifications actual and previous employment history, email, phone number, address etc.) provided directly by you through the TFS Connectify page on TFS website
  • Contact details (Name(s), Family Name(s), professional qualifications, actual and previous employment history, email, phone number, address etc.) provided directly by the User of the website contacting TFS through the Investigator Database page

Obligation to provide personal data:

  • Web browsing data: We process this data on the basis of our legitimate interests within the meaning of Art. 6 (1) (f) GDPR, namely for the provision and display of the website , to ensure and maintain technical operation, for the purpose of identifying and eliminating faults and for security reasons (e.g., to clarify cases of abuse or fraud). When you access our website, this data is automatically processed. Without this provision, you cannot use our website. We do not use this data for the purpose of drawing conclusions about your identity. The collected data is deleted when we no longer need it to fulfil the above-mentioned purposes.
  • Contact-Us data: If you provide us with personal data by e-mail or via a contact or other online form, this is always done on a voluntary basis. Your personal data will be processed by us for the purpose of handling your contact request and its processing in accordance with Art. 6 (1) (b) GDPR and may also be passed on to affiliated companies or third parties in this context. In this respect, the information may also be stored by us in our customer relationship management system. We delete the data provided by you as soon as the purpose of the collection is no longer applicable and no further legal basis intervenes (e.g., the further processing of the data is or becomes necessary for the fulfilment of a concluded contract). If and as long as there are legal obligations to retain data, we will delete the data only after the expiry of the corresponding periods.
  • Careers data: The legal basis for processing your personal data in an application process is Art. 6 (1) (b). Accordingly, the processing of data is permissible insofar as it is necessary in connection with the decision on the establishment of an employment relationship. Any additional information voluntarily provided by you is stored based on Art. 6 (1) (f) GDPR, as we have a legitimate interest in also processing the additional information voluntarily provided by you for the purposes of carrying out the application process. If you agree to the further storage of your personal data in our applicant pool after the unsuccessful completion of the application process, the legal basis for the associated further processing is your consent pursuant to Art. 6 (1) (a) GDPR. You can withdraw your consent at any time with effect for the future without giving reasons.  Personal data of applicants will be deleted by us after six months at the latest in the event of rejection. In the event that you have consented to further processing of your personal data in our applicant pool, the data will be deleted when it is no longer necessary for the purposes for which it was collected and processed, usually after a period of 2 years after inclusion in the applicant pool. If you are selected for a position as part of the application process, your data will be transferred to our personnel administration system and processed there insofar as it is required for the establishment and implementation of the employment relationship.
  • Governmental Authorities: If we are legally-compelled to disclose your personal data to governmental authorities, the transmission takes place based on Art. 6 (1) (c) GDPR.
  • Third-party services and content: We use content or service offers of third-party providers based on our legitimate interests within the meaning of Art. 6 (1) (f) GDPR, namely our interest in the analysis, optimization, and economic operation of our website, in order to integrate their content and services, such as videos (hereinafter uniformly referred to as “content”). This always requires that the third-party providers of this content are aware of the IP address of the user, since without the IP address they could not send the content to their browsers. The IP address is thus necessary for the display of this content. We strive to use only such content whose respective providers use the IP address only for the delivery of the content.

How does TFS collect your personal data?

TFS collects personal data:

  • From the browser’s cookies accepted by you,
  • Data voluntarily provided by the User and filled in:
    • to contact TFS
    • to request a proposal
    • as part of registration for TFS Connectify
    • to subscribe to TFS Newsletter
    • as part of the job application process
    • to inscribe oneself to the Investigator Database

How will TFS use your personal data?

TFS will use your personal data solely in order to:

  • Collecting and storing customer information.
  • Maintaining business records relating to past, present, and potential customers, suppliers, contractors, joint venture partners, other business associates, and employees.
  • Conducting auditing, accounting, financial, and economic analyses.
  • Facilitating business communications, negotiations, transactions, conferences, and compliance with contractual and legal obligations.
  • Providing goods and services, including nonclinical studies, to our customers.
  • Monitoring the website, which includes processing orders and engaging in transactions and communications.

The personal data processed will be limited to the personal data necessary for TFS to fulfil the purpose of the communication/other processing.

Will TFS share your personal data?

TFS might disclose the collected personal data with applicable affiliates and subsidiary entities in TFS Group or relevant authorities in order to process your query (job application, database inscription) and will not disclose it to other third parties as its Sponsors, except as otherwise provided herein, for the purpose of operating its business or in the case of promotions and contests, to TFS’ partners.

TFS may also elect to transfer your personal data to third parties under special circumstances to: (i) comply with a legal requirement, judicial proceeding, court order, or legal process served on us; (ii) investigate a possible crime, such as fraud or identity theft; (iii) in connection with the sale, purchase, merger, reorganization, liquidation or dissolution of a TFS entity, or steps taken in anticipation of such events (e.g., due diligence in a transaction); (iv) when we believe it is necessary to protect the rights, property, or safety of TFS or other persons, or (v) as otherwise required or permitted by law, including any contractual obligations of TFS.

We have relationships with various vendors and suppliers who help us operate our business and for whom it may be necessary to have access to your personal data in the course of providing services to TFS. We will not authorize these third parties to use your personal data for any purpose that is not related to TFS’ business operation, and we require them to handle your personal data collected through the TFS Website in accordance with appropriate contractual privacy and security provisions included in the relevant Data Processing Agreement (art, 28 GDPR) and this Privacy Notice.

Transfers of personal data outside EU/EEA

TFS as global company is committed to the confidentiality, integrity and availability of personal information TFS process and has in place mechanisms to ensure a compliant transfer of personal information. For example, TFS has executed Standard Contractual Clauses (“SCC”) adopted by the European Commission (or by a supervisory authority and approved by the European Commission) for the purpose of transferring personal information outside the European Economic Area. EU residents whose personal information is transferred by TFS as controller under SCC may request a copy of such SCC from TFS through the contact details listed above. Moreover,TFS respect and follow  the adequacy decisions adopted by the European Commission on the basis of article 45 of Regulation (EU) 2016/679 establishing that some country outside the EU offer an adequate level of data protection. In such circumnstances personal data can flow from the EU to that third country in accordance with the adequacy decision of the European Commission without any further safeguard being necessary and such transfer will be assimilated to intra-EU transmissions of data.

Newsletter

If you have subscribed to TFS Newsletter, you will receive information regarding TFS group of companies and services.

You may opt out at any time and have the right to request TFS to stop contacting you or sending you information related to TFS.

If you no longer wish to be contacted for marketing purposes, please click here.

How long will TFS store your personal data?

TFS generally retains Personal Data for as long as needed for the specific business purpose or purposes for which it was collected. In some cases, TFS may be required to retain Personal Data for a longer period of time by law or for other necessary business purposes. Whenever possible, TFS aims to anonymize the information or remove unnecessary identifiers from records that we may need to keep for periods beyond the specified retention period.

TFS data security

TFS securely stores and processes your personal data at Sweden-Lund (on-premise data center) and The Netherlands (cloud center).

In accordance with applicable laws, TFS has implemented appropriate technical and organisational measures to ensure a level of security appropriate to the risk, and secures your personal information from loss, misuse, unauthorized access or disclosure, alteration or destruction. However, TFS cannot guarantee the security of information on or transmitted via the Internet. TFS internally implements and measures compliance  with privacy trainings and awareness initiatives. TFS ensures that all contractual parties are aware and compliant with applicable privacy laws by implementation of Data Processing Agreements with SCC, where applicable.

What are your rights?

In accordance with the data protection laws, every user of the TFS website is entitled to the following:

The right to access – You have the right to request copies of your personal data from TFS.

The right to rectification – You have the right to request that TFS correct and update, without undue delay, any information that is inaccurate or outdated. You also have the right to request TFS to complete any information.

The right to erasure – You have the right to request that TFS erases your personal data under the following legal conditions, as applicable:

  • When the personal data is no longer necessary for the purpose of TFS collection and processing,
  • If you withdraw your consent or object to the processing of your personal data, and TFS has no legitimate interest or other legal basis for the processing of the personal data.

The right to restrict processing – You have the right to request TFS restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to TFS processing your personal data, under certain conditions.

The right to data portability – You have the right to request that TFS transfers your personal data that TFS has collected to another organization, or directly to you, under certain conditions.

Other rights:

The right to withdraw consent to processing when TFS previously obtained your consent.

Currently at TFS, there is no automated processing of or profiling based on personal data that might create significant legal or other adverse effects to you.

In accordance with applicable law, TFS will respond without undue delay and typically within one month of receipt of your request. If you would like to exercise any of the above rights, or have any questions related to the processing of your personal data by TFS, please contact the following email adress: data.protection@tfscro.com.

In case you wish to file a complaint or if you feel that TFS has not addressed your concerns in a satisfactory manner, you may contact the data protection Supervisory Authority of your place of residence: https://edpb.europa.eu/about-edpb/board/members_en.

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit TFS website, TFS may collect information from you automatically through cookies or similar technology.

For further information, please refer to TFS Cookies Policy.

Updates to this Privacy Notice

TFS, regularly reviews and, if appropriate, updates this privacy notice from time to time, as our services and use of personal data evolves. We will update the version number and date of this document each time it is revised.