PRIVACY POLICY
Version 2.0
Date: 09/05/2025
1. Identity and Contact Details of the Data Controller
This privacy policy applies to all personal data processed by EMTEX Life Science BV, with registered office at Hoogeindeken 8L, 9170 Sint-Gillis-Waas, Belgium, and company number BE 0476.262.197, which acts as the data controller of this website.
The Data Controller values your privacy and processes your personal data in accordance with the European Regulation 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data (hereinafter “GDPR”), as well as any future or supplementary legislation enacted under it, where applicable.
For any further questions or comments regarding the way we handle your personal data, you may contact us at any time—either by email at itd@emtexlifescience.com, via the “Contact” form on our website, or by post at the address mentioned above.
2. What Does “Processing Personal Data” Mean?
The processing of personal data (hereinafter referred to as “data”) includes any operation involving data that can identify you as a natural person. The specific types of data we process are described in this Privacy Policy.
The term “processing” is interpreted broadly and includes, among other things, the collection, storage, use, and sharing of your data with third parties.
3. What Data Do We Process?
Below we clarify which personal data we may process about you. Depending on the specific situation, your preferences, and how you contact us, not all of the data listed below will necessarily apply to you.
Core Business Activities
In the context of our core activities—providing consultancy, operational support, and strategic services within the pharmaceutical and life sciences sector—we may process the following data:
- General identification data (name, first name, etc.);
- General contact details (name, first name, email address, postal address, phone number, etc.);
- Business-related data, to the extent that it can be used to identify a natural person;
- Order and payment information;
- After-sales information;
- Feedback, testimonials, and promotional content such as photos and videos.
Suppliers and Service Providers
From our suppliers and service providers, we may process the following data:
- General identification data (name, first name, address, gender);
- General contact details (name, first name, email address, postal address, phone number);
- Business-related data, to the extent that it can be used to identify a natural person;
- Contractual information (e.g., company name, address, VAT number, agreements, etc.);
- Payment and invoicing data (e.g., payment card details, invoices, etc.);
- Feedback, testimonials, quotes, and promotional content such as photos and videos (e.g., evaluations and experiences regarding our collaboration, testimonials, quotes, presence at events, etc.).
Website Visits
From visitors to our website, we process the following data:
- IP address, browser type, location data, how the user landed on the website, interests, and how the user navigates through the website (via strictly necessary, analytical, and marketing cookies);
- Name, first name, email address, subject of contact and contact message (if submitted via the online contact form), phone number, and any uploaded documents.
4. For What Purposes Do We Process Your Data?
We process your personal data solely for the purposes described below, and we do not collect or process more types of data than are necessary for these purposes.
Your personal data is processed exclusively in the context of our business operations and specifically for the following purposes:
- In the context of our core activities, namely providing consultancy, operational support, and strategic services in the pharmaceutical and life sciences sector;
- Organising events, contests, and meetings;
- Participating in trade fairs;
- Complying with administrative and tax obligations;
- Communication with clients and prospects.
5. On What Legal Grounds Do We Process Your Data?
We only process your data if such processing is based on one of the legal grounds listed in the GDPR, as outlined below.
Legal Obligation
Certain data are processed to comply with legal or regulatory obligations that apply to us. For example, in the context of tax and accounting obligations or data protection laws.
Necessary for the Performance of a Contract
Certain data are processed because it is necessary for entering into, performing, or terminating a contract with you as a data subject. This includes, for example, contacting you, scheduling appointments, responding to inquiries, or collecting information necessary for entering into a contractual relationship, as well as the actual performance of contractual services related to our core business, to provide or receive such services.
Legitimate Interest
Certain data are processed based on our legitimate interest, which in specific cases outweighs any potential infringement on your rights. Examples include promoting our activities to business contacts; improving the quality of our services; training staff; maintaining and analyzing operational data and statistics; storing and using evidence for liability, legal procedures, or dispute resolution; archiving our business operations; and ensuring security—both online on our website and in our business premises.
Permission
Some data are processed based on your explicit consent. This applies, for example, to the promotion of our activities to potential business contacts, the use of certain analytical or marketing cookies, or the publication of photos containing personal data on our website and social media channels.
6. Source of the Data
Most of the data we process about you are obtained directly from you. However, in the course of providing our services, we may also receive your data from external service providers or public sources..
7. With Whom Do We Share Your Data?
We do not share your data with third parties, unless this is strictly necessary for the purposes mentioned above or when required by law.
Where necessary, we engage external service providers (processors) to support our operational activities, such as managing our websites and IT systems. These service providers may process personal data on our behalf. We only share your data with them to the extent required for the specific purpose. They are not permitted to use the data for other purposes. Furthermore, they are contractually bound to ensure the confidentiality of your data through a “data processing agreement”.
This means that we may share your data—where relevant to your situation—with the following third parties for the purposes listed below, in which cases these third parties may act as processors on our behalf:
- Postal, shipping, and delivery companies, if we need to send something to you by mail;
- Payment service providers, if we receive payments from you or vice versa;
- External representatives and consultants, or any other parties involved in our core or ancillary activities;
- IT service providers that support us in managing our organization digitally and securely;
- Public authorities, judicial bodies, and regulated professionals such as accountants and lawyers, to comply with legal obligations and defend our interests where required.
8. How Long Do We Retain Your Data?
We do not retain your data longer than necessary for the purpose for which it was collected or processed. Since the appropriate retention period depends on the specific purposes of the data processing, this period may vary from case to case. In some instances, specific legislation may require us to retain certain data for a defined period. Our retention periods are always based on legal requirements and a balanced assessment of your rights and expectations versus what is useful and necessary to fulfill the intended purposes. After the applicable retention period has ended, your data will either be deleted or anonymized.
9. Where Do We Store Your Data and How Is It Protected?
We implement appropriate technical and organizational security measures to prevent the destruction, loss, alteration, unauthorized access to, or unlawful disclosure of your personal data, as well as any other unauthorized processing within the context of our operations.
We also ensure that the processors we engage apply appropriate security safeguards to minimize the risk of incidents as much as possible.
If your data is processed outside the European Economic Area (EEA) through specific services or software tools, such processing will only occur in countries that the European Commission has deemed to provide an adequate level of protection, or appropriate safeguards will be implemented to ensure lawful processing in those third countries.
10. What Are Your Rights?
You have several rights with respect to the data we process about you. If you wish to exercise any of the rights listed below, please contact our GDPR officer using the contact details provided in the first section of this Privacy Policy.
Right of Access and Copy
You have the right to access your data and receive a copy of it. This right also includes the ability to request further information about how your data is processed, such as the categories of data we process and the purposes involved.
Right to Rectification
You have the right to have your data corrected if you believe that we hold incorrect or incomplete information about you.
Right to Erasure (“Right to Be Forgotten”)
ou have the right to request that we erase your data without undue delay. However, we may not always be able to fulfill this request—for example, if we still need the data in relation to an ongoing contract or if legal obligations require us to retain certain data for a specified period.
Right to Restriction of Processing
You have the right to request the restriction of processing. This temporarily suspends processing, for example, while the accuracy of your data is being verified.
Right to Withdraw Consent
If the processing is based on your consent, you may withdraw that consent at any time by contacting us. For marketing communications sent via email based on your consent, you may withdraw your consent at any time by clicking the unsubscribe link at the bottom of such emails.
Right to Object
You have the right to object to the processing of your data when it is based on our legitimate interest. This must be based on specific reasons relating to your situation. You may also object to the use of your data for direct marketing purposes. Every marketing message by email will include an opt-out option.
Right to Data Portability
You have the right to receive the personal data you have provided to us—based on consent or contract—in a structured, commonly used, and machine-readable format. You also have the right to request that we transfer this data directly to another organization, where technically feasible.
Right to Lodge a Complaint with a Supervisory Authority
If you believe that we are processing your data unlawfully, you always have the right to lodge a complaint with your supervisory data protection authority.
Belgian Data Protection Authority (GBA)
Drukpersstraat 35
1000 Brussel
11. How Can You Exercise Your Rights ?
You can exercise your rights by contacting us—either via email at itd@emtexlifescience.com, through the “Contact” form on our website, or by post at the address listed above—along with a copy of the front side of your identity card or another document that allows us to verify your identity. The copy will be used solely for identification in accordance with the GDPR.
12. Changes
We reserve the right to amend this Privacy Policy at any time. The most recent version is always available on our websites. The date of the last modification is indicated at the top of this document. In the event of substantial changes to the Privacy Policy, we will, where possible, inform the data subjects affected directly.