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Effective date: 27 June 2019

Who 'we' are?
ERGOMED PLC, having its registered office in Guildford, England, together with its affiliated companies (jointly hereinafter: 'ERGOMED' and/or 'we') provides services in clinical research, pharmacovigilance, medical writing and recruitment.

At ERGOMED, we are strongly committed to protecting your privacy. To protect your privacy, we provide this notice explaining our general and online information practices and the choices you can make about the way your information is collected and used.

This Privacy Policy outlines ERGOMED's general policy and practices for complying with, among others, EU General Data Protection Regulation 2016/679 (hereinafter: 'GDPR'). This Privacy Policy applies to all personal data of natural persons processed (as these terms: personal data, data subject and processing are defined under the GDPR) by ERGOMED. Ergomed Group Policy is intended to meet requirements globally.

This Privacy Policy applies to all personal data, whether in electronic, paper or oral format, of:

Please click directly on the following sections to familiarize yourself with our Policy. We strongly encourage you to read the whole Privacy Policy.
  • Why does ERGOMED collect personal data?;
  • What personal data does ERGOMED collect?;
  • Recruiting Software - SmartRecruiters
  • How personal data will be collected;
  • The use of the cookies, Google analytics and plugins;
  • Security measures;
  • Disclosure and transfer of personal data;
  • For how long does ERGOMED store personal data?;
  • What are your rights and obligations regarding your personal data?;
  • What if you do not want to provide us with your personal data?;
  • Amendment of this Privacy Policy; and
  • Contact, questions and further information.
Why does ERGOMED collect personal data?
ERGOMED collects and processes the personal data for the following purposes:
  • to provide services to our clients - CRO/CT services, pharmacovigilance services, GxP audit services, medical writing services, recruitment and training services;
  • to stay in touch with potential clients and partners for marketing and business development purposes;
  • to assess / consider candidates with regard to a current and/or future job application (please note some special clarifications provided in case of your use of the Recruitment Software supplied by - SmartRecruiters);
  • to ensure ERGOMED's IT systems are secure and robust against unauthorised access; and
  • for other legitimate interests.
There may be more than one business reason for processing your personal data. Furthermore, the reason(s) for processing your personal data will depend on in which of our services you are interested. The legal basis in the GDPR for processing your personal data is:
  • the processing is necessary for the performance of the contract we have with you or in order to take steps at your request prior to entering into a contract; and/or
  • that you have given your consent in relation to one or more purposes as above; and/or
  • the processing is mandatory to fulfil legal obligation; and/or
  • the processing is necessary to pursue a legitimate, primarily business-related, interest.
ERGOMED will inform data subjects of the purpose for which it processes their personal data and the types of third parties to which it may disclose their personal data. Notice will be provided in clear language when data subjects are first asked to provide personal data to ERGOMED, or as soon as practicable thereafter, and in any event before ERGOMED processes the personal data for a purpose other than for which it was originally collected.

ERGOMED may not need to furnish notice where the processing in question is required by applicable laws, court orders or government regulations; or is necessary to protect ERGOMED's legal interests.

What personal data does ERGOMED collect?
ERGOMED endeavours to use and transfer personal data only in ways that are compatible with the purposes for which it was collected or subsequently authorized by the data subject. The list below identifies the categories of data subjects that ERGOMED processes:
  • potential partners - visitors of our webpages, medical seminars / webinars or events;
  • client related persons - legal representative, business persons, project managers;
  • vendor related persons - investigators, auditors and lab staff;
  • patients and/or drug consumers for drugs already placed at market (including Reporter for drugs placed at market;
  • employees and contractors (current, former, consultants and employee candidates); and
  • job applicants.
The list below identifies the categories of personal data that ERGOMED collects:
  • name and contact information;
  • personal data in CV - references, education and employment history;
  • ICT related personal data (login / password, IP-address, etc.);
  • health related personal data (e.g. patients' health data);
  • GDPR-related personal data - consents, rights requests, etc.; and
  • HR-related personal data - employees, contractors and job applicants.
To this effect, ERGOMED processes following personal data while performing below actions and services:
  1. Clinical