Why we collect your data

Categories of personal data

Legal basis for processing

Retention period*

Marketing communications including newsletters, webinars, and direct marketing.

Name, title and contact details including email address and telephone number.

Consent – we obtain opt in consent before marketing to contacts.

Legitimate interests of marketing to new and existing customers.

5 years.

Presales activities including provision of quotes, proposals, customer demos, producing contracts.

Name, title and contact details including email address and telephone number.

Legitimate interests of selling products and services to new and existing customers.

6 years from expiration of customer agreement.

Sale of goods and services

Name, title, contact details including email address and telephone number

Financial information including bank account and credit card details

Legitimate interests of selling products and services to new and existing customers

10 years.

Customer services including complaint investigation and compliance activities.

Provision of professional services including certification and training for clinical trials, support, training.

Name, title and contact details including email address and telephone number.

Legitimate interests of supporting existing customers.

Service and support records are retained for 5 years post expiration of the customer agreement save for where specific Product Line retention periods apply – please refer to your Customer contract.

Records related to product installation/associated training are kept from the date of install for 15 years.

Records related to complaints and compliance activities are retained in line with our obligations for regulated devices (e.g. by the FDA) and other regulatory and legal requirements.

Research and development (“R&D”), quality assurance, product validation (product testing pre-sales).

External clinical studies.

Name, title and contact details including email address and telephone number.

Legitimate interests in testing, evaluating and improving GiMiTEC products and services.

Records relating to R&D for new products are maintained until such time as they are no longer required for R&D purposes.

Other records not relating to R&D are retained for 2 years from when they are created.

Clinical trial studies and associated regulatory filings.

Name, title and contact details including email address and telephone number

Qualifications and educational background information including, curriculum vitae information, medical licenses, registrations and any board certifications.

Financial information including a Financial Disclosure (FD) forms which lists the individual and any of their immediate family members who may have an investment in GiMiTEC or the Pharma Partner involved in the trial.

Health data, pseudonymized patient IDs (cannot be connected back to a patient).

We receive this information only to fulfill GiMiTEC legal obligations in re: to FDA filings associated with the Clinical Trial in question; Note that these cannot be connected back to a patient.

Processing necessary for scientific purposes associated with conducting clinical trials.

Clinical trials data are kept for as long as the agreement is in place with GiMiTEC’s Pharma Partners + 2 years minimum per FDA guidance.

Records associated with US regulatory approval will be kept indefinitely in line with FDA standards. For any other Clinical Trials data, this would fall under the 2 year retention period (post agreement with a Pharma Partner).

Installation and access to product platforms.

Name, title and contact details including email address and telephone number.

Legitimate interest to provide individual access to GiMiTEC’s product platforms.

15 years.

Customer satisfaction and product feature surveys.

Name, title and contact details including email address and telephone number.

IP Address.

Consent obtained when requesting customer to respond to survey.

Legitimate interests of marketing to new and existing customers.

6 years.

To facilitate annual conferences for customers where GiMiTEC advertises new features, updates, product road maps.

Name, title and contact details including email address and telephone number.

Employment information related to where a conference attendee is currently employed.

Financial information, including transaction and credit card details used to pay for conference attendance.

Legitimate interests of marketing to new and existing customers.

3 years.

Financial information is destroyed as soon as the registration transaction is complete.

Customer listServ (mail list) providing customers a forum to discuss the product.

Name, title and contact details including email address and telephone number.

Employment information related to where a Listserv contributor is employed.

Consent to participate in the mail list.

Legitimate interests of processing forum data to sell products and services to new and existing customers.

User data is kept until opt out.