Last updated
October, 2022
Intro
OptInsight is dedicated to protecting the confidentiality and privacy of information entrusted to it. As part of this fundamental obligation, OptInsight is committed to the appropriate protection and use of personal information (sometimes referred to as “personally identifiable information” or “PII”).
If you have any questions, please contact us at privacy@opt-insight.com
Personal Information OptInsight collects and controls
OptInsight collects and processes 4 types of personally identifiable information (PII):
1. OptInsight builds and maintains a consent registration and management platform with the purpose to facilitate communication based on consent in compliance with privacy regulations. For this purpose, consent information, contact information and other related information is collected on behalf of companies (our clients that use our software and services) that may want to communicate with you.
2. In order to be able to perform our services we obtain contact information of certain employees of the companies we work with (Our clients or their representatives), deliver support to, deliver services to or who are registered as a user in the platform.
3. When visiting our website, some information will be stored in the form of cookies with the purpose of improving our website and our services. Visitors may leave their contact information when filling out a contact form, request for a meeting, response to a request for information or emailing us.
4. Occasionally, OptInsight obtains personal information from representatives of our potential clients for our own marketing purposes. Obviously we process this personal information only after prior consent of these representatives.
Information entrusted to OptInsight and purpose
OptInsight hosts a platform and offers additional services for consent registration on behalf of our clients (Pharmaceutical and life science companies). As part of these services information such as contact details, consents, preferences and other information is being stored with the purpose of consent registration and to facilitate communication with the contacts in accordance with their consents and preferences. Such information can be registered by yourself for example when signing up for a newsletter or giving consent for other communications from pharmaceutical and life science companies. Such information can also be provided to us by our clients if they have been registered in other systems. In these cases, OptInsight acts as a data processor with the purpose of facilitating consent registration and to facilitate communication with the contacts in accordance with their consents and preferences.
What we do with your information
We use your information to provide the services to our clients. On behalf of our clients we maintain your contact details, consent and preferences.
We limit access to your personal information to our employees and contractors who have a legitimate need to use it. We keep your personal information for as long as it is required for the purposes stated in this Privacy Policy. When we no longer have a legitimate need to process your information, we will either return the data to our clients, of we delete or anonymize your information, whichever is appropriate.
The legal grounds we use for processing your personal information
When we process your personal information, we will rely on one of the following processing conditions:
Consent you have provided to clients of OptInsight: OptInsight facilitates clients with consent registration and communication in line with privacy regulations. Information can be gathered and used based on the consent that has been given by you. You may withdraw your consent at any time by contacting our client via the email address that is mentioned in the email you received from our client, or by clicking on the opt-out link in the email you have received from our client.
Consent you have provided to OptInsight: in some cases, we will ask you for specific permission to process some of your personal information. We will only process your personal information in this way if you agree to us doing so. You may withdraw your consent at any time by sending us an email via the address privacy@opt-insight.com with the words opt-out in the body or the header.
Performance of a contract: OptInsight receives data from our clients in order to perform our services. OptInsight uses information of employees of clients we work with in order to perform our obligations under a contract;
Legal obligation: this is when we are required to process your personal information in order to comply with a legal obligation, such as keeping records for providing information to a public organization or law enforcement agency;
Automatic collection of personal information
In some instances, OptInsight and its service providers use cookies and other technologies to automatically collect certain types of information when you visit us online, as well as through emails that we may exchange. The collection of this information allows us to customize your online experience, improve the performance, usability and effectiveness of OptInsight online presence, and to measure the effectiveness of our marketing activities.
Cookies
Cookies may be placed on your computer or internet-enabled device whenever you visit our website. This allows the site to remember your computer or device and serves a number of purposes.
A notification banner will appear requiring your consent to us to collect cookies. If you do not provide consent, your computer or internet-enabled device will not be tracked for marketing-related activities. A secondary type of cookie referred to as “user-input” cookies may still be required for necessary functionality. Such cookies will not be blocked through the use of this notification banner. Your selection will be saved in a cookie and is valid for a period of 90 days. If you wish to revoke your selection, you may do so by clearing your browser’s cookies.
Further information about managing cookies can be found in your browser’s help file or through sites such as www.allaboutcookies.org.
Google Analytics
OptInsight uses Google Analytics. More information about how Google Analytics is used by OptInsight can be found here: http://www.google.com/analytics/learn/privacy.html
To provide website visitors with more choice on how their data is collected by Google Analytics, Google have developed the Google Analytics Opt-out Browser Add-on. The add-on communicates with the Google Analytics JavaScript (ga.js) to indicate that information about the website visit should not be sent to Google Analytics. The Google Analytics Opt-out Browser Add-on does not prevent information from being sent to the website itself or to other web analytics services.
Processing of personal information
OptInsight and third party sub-processors: In order to provide services and technical support for our products, the contracting entity within OptInsight engages other group entities and third parties.
Employees and independent contractors: We may provide access to your data to our employees and individuals who are independent contractors of OptInsight (collectively our “employees”) involved in providing the services to our clients. We ensure that access by our employees to your personal data is restricted to specific individuals, and is logged and audited. We communicate our privacy and security guidelines to our employees and strictly enforce privacy safeguards within the OptInsight group.
OptInsight does not transfer any personal information outside of the EEA without appropriate safeguards in place to ensure data security. OptInsight will not transfer the personal information you provide to any third parties for their own direct marketing use.
Choices
In general, you are not required to submit any PII to OptInsight online, but we may require you to provide certain PII in order for you to receive additional information about our services and events. OptInsight or our clients using OptInsight’s software and services may also ask for your permission for certain uses of your PII, and you can agree to or decline those uses. If you opt-in for particular services or communications, such as an e-newsletter, you will be able to unsubscribe at any time by following the instructions included in each communication. You can decline processing of certain kinds of PII by rejecting consent and by opting out. You can also disable cookies to prevent your browser from giving us information, but if you do so, certain website features may not work properly.
Your rights
In case OptInsight processes personal information about you on behalf of our clients (pharmaceutical and life science companies), we kindly suggest to contact the privacy officer of this client directly. Our clients are in these cases the responsible party (data controller) for processing your personal data and therefore will be able to exercise your rights. The contact details of the privacy department of our client can in general be found on the emails you receive from them, or in the privacy statement of our client that can be found on their website.
If OptInsight processes personal information about you for our own company purposes, you have the following rights:
Access and correction: you have the right to access to that data. This is sometimes called a ‘Subject Access Request’. If we agree that we are obliged to provide personal information to you, we will provide it to you free of charge. Before providing personal information to you, we may ask for proof of identity and sufficient information about your interactions with us so that we can locate your personal information. If the information we hold about you is incorrect, you are entitled to ask us to correct any inaccuracies in the personal information.
Object to processing: you have the right to object to us processing your personal information if we are not entitled to use it anymore.
Other rights: in addition, you may have rights to have your information deleted.
You can make a request or exercise these rights by contacting our client via the email address that is mentioned in the email you received from our client or by contacting OptInsight at privacy@opt-insight.com and we will make all reasonable and practical efforts to comply with your request, so long as it is consistent with applicable law and professional standards.
Data security and integrity
OptInsight has strict security policies and procedures in place to protect personal information from unauthorized loss, misuse, alteration, or destruction. Despite OptInsight’s best efforts, however, security cannot be absolutely guaranteed against all threats. To the best of our ability, access to your personal information is limited to those who have a need to know. Those individuals who have access to the data are required to maintain the confidentiality of such information.
We also make reasonable efforts to retain personal information only for so long i) as the information is necessary to comply with an individual’s request, ii) as necessary to comply with legal, regulatory, internal business or policy requirements, or iii) until that person asks that the information will be deleted. The period for which data is retained will depend on the specific nature and circumstances under which the information was collected.
Changes to this statement
OptInsight may modify this Privacy Statement from time to time to reflect our current privacy practices. When we make changes to this statement, we will revise the “updated” date at the top of this page. Any changes to the processing of personal information as described in this Privacy Statement affecting you will be communicated to you through an appropriate channel, depending on how we normally communicate with you.
Policy questions and enforcement
OptInsight is committed to protecting your personal information. If you have questions or comments about our processing of your personal information, please contact us at privacy@opt-insight.com. You may also use this address to communicate any concerns you may have regarding compliance with our Privacy Statement.
If you have any question about this privacy policy, please contact OptInsight at:
Company: OptInsight B.V.
Address: Mozartlaan 25, 1217CM Hilversum, The Netherlands
E-mail: Privacy@opt-insight.com
Chambers of Commerce: 73359416
If you contact us about this privacy statement, we will acknowledge your email within 14 days and seek to resolve your concern within one month of receipt. Where the concern is complex or we have a large volume of concerns, we will notify you that the concern will take longer than one month to resolve, and we will seek to resolve your concern within three months of the concern being first raised. We may accept your concern (and in that case implement one of the measures set out in the ‘Your Rights’ section above), or we may reject your concern on legitimate grounds.
In any event, you always have the right to lodge a complaint with the Dutch regulator in charge of protecting personal information, the Dutch Data Protection Authority / De Autoriteit Persoonsgegevens (AP).
