Privacy- and cookie statement Pepscan

This is the Privacy- and Cookie Statement of the website pepscan.com (hereinafter referred to as: ‘Website’) and also relates to your relationship with us (as a customer for instance universities, biotech-/chemistry companies and pharma companies, supplier, scientist, , applicant, etc.) in general. This statement applies to all personal data that Pepscan Holding N.V. and its subsidiaries (hereafter ‘Pepscan’) (hereinafter referred to as ‘we’, ‘our’ or ‘us’), process of its website visitors via the Website and/or generated out of its business systems  (hereinafter referred to as: ‘you’ and ‘your data’).

This statement will explain how we will use the data that we collect via our Website and which rights you have with respect to your personal data. This statement also explains how we will use the data that we process in our business systems.

This document contains the following information:

1. How and for what purposes we process personal data
2. On what grounds we process personal data
3. How we might share personal data
4. How we secure personal data
5. When we will remove personal data (retention periods)
6. Your rights
7. Modifications
8. Contact us

1. How and for what purposes we process personal data

Personal data is any information that directly or indirectly identifies a natural person. Such information could include a name, address, telephone number, e-mail address or the IP-address of your computer.

We process your data for the purposes set out herein. Information on how we collect personal data through cookies is set out below (see: paragraph three).

Pepscan stores relevant information about Website hits, visitors, and its business partners in different systems, to be able to service you as a customer and potential customers in the best way we can. Some information is used to be able to contact you or to enable us to provide you with adequate information.

We will now explain what types of information we store and why we need this information.

ONLINE ORDER APPLICATIONS

In order to be able to order any product from the Peptide catalogue, Pepscan stores your company name, (optional) surname, last name, address including country of residence, telephone number and/or e-mail address. We will only use this information to fulfil your purchase or to contact you regarding your purchase and to fulfil our contractual obligations towards you.

NEWSLETTER

In order to be able to send newsletters to persons, who are interested and to our customers, we ask for your e-mail address and optional your name, initials and additional information like company name or a functional classification. If you receive our newsletters, we may use your online clicking behaviour to personalize our newsletter and Website for you, for which you are explicitly requested to provide your consent in advance (‘opt in’). After you have expressed your consent, we are allowed to process this data based on your consent. You are at any time allowed to withdraw your consent for receiving our newsletter.

APPLICANTS

We only uses applicants’ personal data for recruitment and selection purposes. Unless required by law, Pepscan will not provide these data to other persons or bodies, not belonging to Pepscan, without the applicant’s prior consent. Applicants’ data will be deleted no later than four weeks after the application procedure has ended, unless the personal data are retained, with the applicant’s consent, for one year after the end of the application procedure with a view to possible future vacancies.

PEPSCAN CONFERENCES

In order to share knowledge with participants of conferences, we may use the obtained information from the conference organizer as to the attendants’ list and contact details, only when GDPR standards are in place. In such a case, we may ask for your e-mail, company name or functional classification to involve you in scientific discussions. We only share knowledge with you after your prior consent (‘opt in’).

PUBLICATIONS

We may use your name and contact details to contact you, if publications, reports or other scientific content is published, that contains your name and contact details. We purpose of getting into contact with you is to involve you in our scientific discussions. We will only involve you in our scientific discussions, after your prior consent (‘opt in’).

INFORMATION REQUESTS

In order to contact us via the online form, we store your initial(s), last name, email address and telephone number (optional). You provide us your consent to either contact you via email, telephone or both. We will use this information only to respond to the question you have raised or provide you requested information.

CUSTOMER SATISFACTION SURVEY

To improve our service and products, we may send out a customer satisfaction survey. We ask your consent (‘opt in’) for such a customer satisfaction survey at the moment of you placing an order (number one: online order application). We will send this survey to our customers who have send their orders back, at least once, within 500 days. In order to do this, we use your information as confirmed with your order: surname, last name, company address including country of residence, e-mail address and/or telephone number. If you have consented to receive the customer satisfaction survey, you have the right to withdraw your consent at any time (and the other way around).

COOKIES

Like other companies and institutions, Pepscan uses “cookie” technology, and other similar technologies, to collect additional Website usage data and to improve our services to you.

What are cookies?

A cookie is a simple and small file that is stored on your device, for example to offer the basic functionality of the website, to remember your settings and preferences and for statistical purposes. Different types of cookies exist, depending on their features and functions, and they might be stored on the users’ devices for different timeframes: session cookies are cancelled at the end of each browsing session; persistent cookies may last up to a certain date that has been pre-set by their user.

What is the difference between first party and third party cookies?

We differentiate first party cookies and third party cookies. The word “party” refers to the domain as specified in cookie: the website that is placing the cookie. First party cookies are managed by Pepscan itself or used on behalf of Pepscan and refer to Pepscan’s domain. Third party cookies are placed by third parties and refer to their domain name. For example: If we embed YouTube movies into our Website, also cookies from the YouTube domain will be placed.

Explanation of cookie types

What specific cookies does Pepscan use?

We use the following types of cookies on the Website, and will explain the purpose of these kind of cookies. The exact cookies, profiling needs, settings and storage time can be found in the overview below:

Please note that Pepscan is required under local law to obtain consent from you (‘opt in’) for the use of some of the cookie technologies. If so, we will ask you to consent when you enter the Website. If you do not consent, we will not store the cookie. However, in that case we are not able to personalize the content on our Website. If you have consented with the use of cookies, you have the right to withdraw your consent at any time (and the other way around).

More information with regard to withdrawal or modification or your consent, activation, deactivation and deletion of cookies can be found in the instructions via the help functionality of your web browser. Please note that if you set your browser to disable cookies, that Website might not work properly and some services or some of the Website’s functionalities may not be available or work smoothly.

2. On what grounds we process personal data

The processing of personal data by Pepscan is based on a legal basis as set out in the GDPR. We are only allowed to process personal data in specific circumstances:

• With your explicit consent;
• Where there is a contractual obligation;
• To meet a legal obligation under EU or national legislation;
• For our organizations legitimate interests, but only after having checked that the fundamental rights and freedoms of you as an individual, whose data we are processing, are not seriously impacted.

3. How we might share personal data

We may share your data with our group entities in and outside the European Economic Area.

We may share your data with third parties that provide database-, server-, maintenance-, security-, marketing-, IT- or other similar services to us, (hereinafter referred to as ‘data processors’). If we provide access to your data, we will enter into a ‘data processor agreement’ that requires the third parties (amongst other terms) to keep your data confidential and instructs these parties to process the data only on our behalf. Some of these third parties are established abroad and we have concluded controller-to-processor EU Model Clauses with data processors outside the European Economic Area in order to ensure that your data is adequately protected.

We will not sell or rent customer information such as phone numbers, street addresses, email addresses or account details to any third party. Customer credit card and other billing account numbers will be used only for the fulfilment of individual transactions.

Furthermore, we may disclose your data if such disclosure is required by law, or is in response to a legal request.

4. How we secure personal data

We implemented appropriate technical and organizational measures to protect your personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorized disclosure or access and against all other forms of unlawful processing. Also, we require our data processors to implement such appropriate technical and organizational measures.

5. When we will remove personal data (retention periods)

We shall only store data that we need for the business. We store the personal data of customers to learn from customer expectations of previous orders and to adjust our services there upon to serve our clients in a way that suits them best. For customers we delete the data after five years after termination of the client relationship, which means end of contract. A smaller set of data can be stored for a longer period due to requirements by law. For prospects, we delete the data after two years, in case the prospect did not become a customer. If you chose to opt-out from communications, we will delete the data, unless this data is required for another purpose set out in this policy or if we are required by law to retain the data.

With respect to the specific retention periods of cookies, please check the list of cookies under paragraph one.

6. Your rights

You may contact us by using the contact details at the bottom of this privacy statement, if you wish:

• to know whether or not we process your personal data and access your data;
• to rectify your data;
• to erase your data;
• to restrict your data;
• to object against the processing of your data; and/or
• us to transmit your data to another organization.

We may request provision of additional information necessary to confirm your identity. We will provide information on the actions taken without undue delay and we will respect the applicable legal time frames in this respect.

You have the right to lodge a complaint with the “Autoriteit Persoonsgegevens” at any time, if you are of the opinion.

7. Modifications

Our privacy and cookie statement will be updated at least once a year. The most recent version will be available at www.pepscan.com and at request.

8. Contact us

If you have any questions or complaints, please do not hesitate to contact us. Please send an email to info@pepscan.com.

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