Last updated: 29 September 2021
This notice applies to our prospective and current clients. Intragen* gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.
What information do we collect?
We will never collect any unnecessary data from you and do not process your information in any way, other than as specified in this notice.
You directly provide us with most of the data we collect. We collect data and process data when you:
- Use or view our website via your browser’s cookies.
- Voluntarily complete a customer survey or provide feedback on any of our forms or via email.
- Register online for our marketing materials and/or newsletters.
- Enter into a contract with us for any of our products or services.
The information we will collect includes:
How and why we use your data?
- your name, address and contact details, including email address and telephone number;
- your mobile telephone number if you have provided it;
- correspondence with you, for example electronic mail and letters; and
- business records, for example contracts, proposals, quotations and invoices.
- Use of our website and marketing materials
Intragen processes your information to perform our contract with you, meet legal or statutory obligations or for our legitimate business interests. These legitimate business interests include:
- Running our business, provision of so that we can provide you with our products and services.
- Keeping our records updated.
- Studying how customers use or products and services.
- To develop our products and services.
- To grow our business and inform our marketing strategy.
- To develop our website to better meet customer requirements.
- Considering your application for a job at Intragen.
Intragen takes your privacy very seriously and will never disclose or share data without your consent unless required to do so by law.
Where we are processing data based on your consent, you have the right to withdraw that consent at any time.
We would like to send you information about products and services of ours that we think you might like. If you have agreed to receive marketing, you may always opt out at a later date.
You have the right at any time to stop us contacting you for marketing purposes.
If you specifically agree, we may share your data with our technology partner companies so that they may offer you further information on their products and services.
Automated individual decision-making and profiling
When decisions are made about you without people being involved, this is called ‘automated individual decision-making and profiling’ or ‘automated processing’, for short. When a company engages in such profiling and some decisions creating legal effects with regard to them are taken, you can exercise your right not to be subjected to such decision-making.
Intragen do not use any types of automated individual decision-making and profiling.
Who has access to the data?
Your information may be shared internally to appropriately authorised personnel for management and administrative use only.
We will disclose information about you to third parties if we are legally obliged to do so or where we need to do so to perform our contractual duties to your business.
If in the future we intend to process your data for a purpose other than that for which it was collected we will provide you with information on that purpose and any other relevant information.
How does Intragen protect data?
We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by employees in the proper performance of their duties.
For how long does Intragen keep data?
We will only retain your data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for data, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure of your data, the purposes for which we process your data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers including contact, financial and transaction data for specific periods (for example in the UK it is six years) after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see below for further information.
In some circumstances we may anonymise your data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Transfer to third parties
Service Providers We use third parties to help us provide our services (e.g. professional advisers, such as lawyers and accountants, hosting providers, commercial off the shelf software services). They will have access to your information as reasonably necessary to perform these tasks on our behalf and are obligated not to disclose or use it for other purposes.
Business Transfer on sale or change in control: We can also share your data as part of a sale, merger or change in control, or in preparation for any of these events. Any other entity which buys us or part of our business will have the right to continue to use your data, but only in the manner set out in this Policy unless you agree otherwise.
Transfers outside of the EU
Some third party service providers used by us use data centres which are hosted in the United States of America, which means that we may transfer information which is provided by you outside the UK and/or the European Economic Area (“EEA”). This is typically for the below purposes:-
- storage of business correspondence, for instance electronic mail and letters;
- storage and processing of business records, for instance contracts, proposals, quotations, project management and invoices; and
- storage and processing of records to manage our relationship with your business.
When we contract with these third parties we make use of a variety of legal mechanisms to safeguard the transfer, including the European Commission-approved standard contractual data protection clauses, or other appropriate legal mechanisms. For transfers to or from the United Kingdom, we make use of the standard contractual clauses.
Please contact us if you need more information about the legal mechanisms we rely on to transfer data outside the EEA, Switzerland and the United Kingdom.
Under certain circumstances, you have rights under the law in relation to your data. These include the right to:
- Request access to your data
- Request correction of your data
- Request erasure of your data
- Object to processing of your data
- Request restriction of processing your data
- Request transfer of your data
- Right to withdraw consent
If you would like to exercise any of these rights, please contact email@example.com
You will not have to pay a fee to access your data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your data (or to exercise any of your other rights). This is a security measure to ensure that data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner’s Office.
Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our website, we may collect information from you automatically through cookies or similar technology. We have a specific policy in relation to Cookies that you can access here.
* Who are Intragen?
Intragen are the Intragen group of companies which currently comprises of the following legal entities:
- Intragen International Ltd (UK based parent company)
- Intragen Holdings Ltd
- Intragen Ltd (our trading subsidiary for the UK & Ireland)
- Intragen BV (our trading subsidiary for the Netherlands)
- Intragen OY (our trading subsidiary for Finland)
- Intragen AB (our trading subsidiary for Sweden)
- Intragen Deutschland GmbH (our trading subsidiary for Germany)
Julian Coe, our Chief Financial Officer, is responsible for all Data Protection matters and GDPR compliance. Please contact him via firstname.lastname@example.org if you have any queries.