RQM+ is committed to processing your data securely and transparently. This privacy notice sets out the types of data that we collect and hold on you as a client or potential client of the company. It also sets out how we use that information, how long we keep it for and other relevant information about your data.
RQM+ is aware of its obligations to residents and citizens of the EU under the General Data Protection Regulation (GDPR), of the UK under the Data Protection Act (UKDPA), of the USA under a variety of legislation and acts that include data protection requirements - specifically including the California Consumer Privacy Act (CCPA), of Switzerland under the Data Protection Act (DPA) and the Data Protection Ordinance (DPO), and the data protection requirements of residents and citizens of other countries, This privacy notice complies with the requirements of GDPR, UKDPA, CCPA, DPA and DPO and is applicable globally but may be supplemented by additional information on our privacy practices that may be provided as required by applicable laws and regulations via notices provided at the time of data collection. Together, these are referred to as “Data Protection Legislation”.
This notice applies to individuals who are:
The Company is a data controller, meaning that it determines the processes to be used when using your personal data. The company has appointed Data Protection Officers who are responsible for ensuring your data is stored and processed in accordance with this privacy notice. Data Protection Officers can be contacted at firstname.lastname@example.org
In relation to your personal data, we will:
We may hold many types of data about you, including:
We do not request, hold or process special categories of data (such health, sexual orientation, race, ethnic origin, political opinion, religion, trade union membership and genetic and biometric data) or criminal conviction data for clients or potential clients.
We collect data about you in a variety of ways and we would normally collect the data from you directly. This will usually start when you contact us or talk to us about a business need you or your company has, but can also be when you have provided your details to access and download information from our website or shown an interest in specific topics of a marketing campaign. Further information may be collected directly from you as our relationship and correspondence increases.
In addition, data about you may be obtained from other sources including from your colleagues as the person to speak to regarding a business opportunity or need, from publicly available sources or third parties such as LinkedIn and Zoominfo. Where this is the case, data that we hold will be limited in nature.
The laws on data protection allows us to process your data. Data Protection Legislation allows us to process your data for certain reasons which are detailed below:
All of the processing carried out by us falls into one or more of the permitted reasons. Generally, we will rely on performance of contracts and legitimate interest to process your data.
We need to collect your data so that we can perform and meet our obligations under the contracts we are part to for delivering agreed services.
We also collect data so that we can carry out activities which are in the legitimate interests of the Company. We have set these out below:
With your consent, we collect your personal data to be able to include you on regular company e-mails and marketing correspondence (see separate Contact Privacy Notice).
One of the reasons for processing your data is to allow us to carry out our deliverables in line with our contractual obligations. If you do not provide us with the data needed to do this, we will be unable to perform those duties e.g. carry out an audit, attend site, provide consultancy, supply labour. Likewise, we may be unable to provide or agree contracts with you.
Your data will be shared with colleagues within RQM+ where it is necessary for them to undertake their duties. This includes, for example, Business Development who maintain contact and build relationships with you, Client Services and Clinical Services Management to work alongside you by managing projects and RQM+ resources working on your projects, RQM+ management and administration to oversee sales, contracts, invoicing and company operations, Resource Management, Corporate Recruiters, Resourcing and Business Development to discuss your resource needs and liaise with you on submitted candidates.
We share your data with third parties in order to obtain legal support and business advice and when applicable, to obtain quotations on your behalf, work with third parties as required in Statements of Work.
We may also share your data with third parties as part of a Company sale or restructure, or for other reasons to comply with a legal obligation upon us.
RQM+ does not and will not sell your data or any personal data to any third party for any reason.
As a globally operating organisation RQM+ may be required to transfer personal data to countries between the USA, EEA, UK and also outside of those countries/jurisdictions. We have put the following measures in place to ensure that your data is transferred securely and that the bodies who receive the data that we have transferred process it in a way required by Data Protection Legislation:
We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such. E.g., backing up our servers, firewalls, access control for personal information, using password protected documents and encryption when transferring sensitive data, hard drive encryption on all laptops, ensuring our IT systems that process personal information are secure to Data Protection Legislation standards.
Where we share your data with third party suppliers, we ensure that the contracts between RQM+ and the third-party provider that your data will be held securely and in line with Data Protection Legislation requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data. Where needed, a separate Non-Disclosure Agreement (NDA) is also signed.
In line with data protection principles, we only keep your data for as long as we need it for. As a consulting company, we build long term relationships with individuals and companies. The history and the contact we have with you is an important factor in the relationships that we build for business development purposes. In the niche market of life science regulatory and quality compliance, individual standards, rules and regulations change from every three to four years with more substantial changes occurring every 10-15 years. Thus, it is possible that a client or potential client may only require our services on an infrequent basis.
For Clients, we will hold data in order to perform the contracts that we are party to. We hold data to continue our relationship with you by understanding services we have delivered to you, potential services we have discussed with you and as a legitimate business interest to identify future opportunities to work with you again. We will retain data for 10 years after the last item of work in a SOW has been delivered and invoiced and/or the last opportunity for work was closed.
For Potential Clients, we hold data to continue our relationship with you by understanding services we have previously discussed with you and as a legitimate business interest to identify opportunities to work with you in the future. We will retain data for 10 years after the last item of work in a SOW has been delivered and invoiced and/or the last opportunity for work was closed.
We also hold data for individuals who do not wish to hear from us and individuals we may not wish to do business with. We have a legitimate business interest in holding this data to ensure that our employees do not contact those individuals inadvertently.
No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.
Data Protection Legislation gives citizens and residents in certain jurisdictions rights in relation to the data we hold. Although these rights may not be rights to citizens and residents in other countries and jurisdictions where Data Protection Legislation is limited, RQM+ extend these privileges to all. These are:
Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.
If you wish to exercise any of the rights explained above, please contact the Data Protection Officers listed above.
If you think your data protection rights have been breached in any way by us, you should contact our Data Protection Officer at email@example.com. If you think your data protection rights under GDPR or UKDPA have been breached in any way by us, you are able to make a complaint to a supervisory authority. In the UK, the supervisory authority is the Information Commissioner (ICO) – firstname.lastname@example.org
RQM+ as referred to in this document includes the following companies:
Updated October 2021
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