Privacy Notice

This Privacy Notice explains how pharmAgent Limited collects, uses, shares and protects personal information when you access or use the pharmAgent platform and related services. It distinguishes information required to operate and protect the platform from optional identifiable usage analytics.

This Notice applies alongside the pharmAgent Terms of Use, the pharmAgent Acceptable Use Policy and any separate agreement between pharmAgent and the organisation through which you receive access.

1.      Who We Are

1.1.    pharmAgent Limited is a New Zealand company with company number 9364179 and NZBN 9429053054760. Our registered business address is Level 11 Tower 1, 205 Queen Street, Auckland 1010, New Zealand. For the personal information described in this Notice, pharmAgent generally acts as the data controller or agency responsible for deciding how and why that information is processed.

1.2.    If your access is provided by your employer or another organisation, that organisation may also process personal information about your account or use of the platform under its own privacy arrangements.

2.      Information We Collect

2.1.    We collect account information such as your name, business email address, organisation, role and user identifier. We may receive this information from you or from the organisation that provides your access.

2.2.    We collect essential operational information needed to provide, secure and support the platform. This may include login and authentication records, security events, browser type, operating system, device class, viewport size and essential diagnostic information.This also includes records showing when you accepted the Terms of Use and Acceptable Use Policy, the version of each document presented to you, the version of this Privacy Notice shown, your optional usage analytics choice and any subsequent withdrawal.

2.3.    If you select the optional usage analytics box, we may associate your account with information about the pages and features you access, the products, molecules and markets you view, searches and selections, actions taken within the platform, exports and downloads, and session dates, times and duration.

2.4.    We also collect information you provide when you contact us, request support, submit feedback or otherwise communicate with pharmAgent.

3.      How We Use Information

3.1.    We use personal information for the following purposes and legal bases:

3.1.1. to create and administer accounts and provide the platform, where processing is necessary to perform our agreement with you or, where access is provided through your organisation, based on our legitimate interests in providing the Service under our agreement with that organisation;

3.1.2. to authenticate users, maintain security, investigate incidents, provide support and operate the platform, based on our legitimate interests in providing a safe and reliable service and, where applicable, complying with legal obligations;

3.1.3. to evaluate and improve the platform using identifiable usage analytics, but only where you have given consent through the optional usage analytics box; and

3.1.4. to create aggregated or anonymised information for analytics, benchmarking and internal development where that information no longer identifies you or your organisation and cannot reasonably be reconstructed.

4.      Optional Usage Analytics

4.1.    Optional identifiable usage analytics are not required to use the platform. If you do not select the optional usage analytics box, you may still access the platform and pharmAgent will not collect optional identifiable usage analytics for your account.

4.2.    Whether or not you select the box, pharmAgent will continue to process account, authentication, security and essential operational information required to provide and protect the platform.

4.3.    You may withdraw your consent at any time using any privacy control made available in the platform or by contacting our Privacy Officer through analytics@pharm-agent.ai. Withdrawal does not affect processing carried out before consent was withdrawn. Following withdrawal, we will stop collecting optional identifiable usage analytics and will delete or anonymise previously collected optional usage analytics within 30 days, except where retention is required by law.

4.4.    At the date of this Notice, pharmAgent does not use third-party browser analytics, tracking pixels or device fingerprinting to collect optional identifiable usage analytics.

5.      Sharing Personal Information

5.1.    We may disclose personal information only where reasonably necessary to:

5.1.1. service providers that support hosting, authentication, security, communications and technical support, subject to appropriate confidentiality and data-protection obligations;

5.1.2. authorised administrators of the organisation that provides your access, where needed for account administration or support;

5.1.3. regulators, courts, law-enforcement agencies or professional advisers where required or permitted by law; or

5.1.4. a purchaser or successor in connection with a proposed or completed corporate transaction, subject to appropriate safeguards.

5.2.    We do not sell personal information or disclose identifiable usage analytics to other pharmAgent customers.

6.      International Processing

6.1.    pharmAgent is based in New Zealand and may use service providers in New Zealand, the European Economic Area and other countries. Where personal information is transferred internationally, we take reasonable steps to ensure that the recipient protects it and use any safeguards required by applicable privacy law.

7.      Retention

7.1.    We retain account and essential operational information for as long as needed to provide the platform, maintain security, resolve disputes and meet legal obligations. We retain optional identifiable usage analytics only while they are needed for the purposes described in this Notice and will stop collecting them if you withdraw consent. Following withdrawal, we will stop collecting optional identifiable usage analytics and will delete or anonymise previously collected optional usage analytics within 30 days, except where retention is required by law. This may also include records of your acceptance, including the applicable document versions and UTC timestamp.

8.      Security

8.1.    We use reasonable technical and organisational safeguards designed to protect personal information against loss, unauthorised access, misuse, alteration and disclosure. No system can be guaranteed to be completely secure.

9.      Your Rights

9.1.    Depending on the law that applies to you, you may have rights to access and correct your personal information and, in some circumstances, to request deletion, restriction or portability, object to processing, or withdraw consent. These rights may be subject to legal limits and exceptions.

9.2.    You may also complain to the New Zealand Office of the Privacy Commissioner or, where the GDPR or UK GDPR applies, to the data-protection authority in the country where you live or work.

10.   Contact Us

10.1. To exercise your rights, withdraw consent or ask a privacy question, contact the pharmAgent Privacy Officer through the contact details published at pharmagent.ai or write to pharmAgent Limited, Level 11 Tower 1, 205 Queen Street, Auckland 1010, New Zealand.

10.2. We may update this Notice. The current version will be available through the platform or at pharmagent.ai, and we will draw attention to material changes where reasonably practicable.