Last Updated: 20th June 2022
The Dotmatics Portfolio of companies, including the Dotmatics Platform, its parents, subsidiaries and affiliates (“Dotmatics”, “we”, “our”) provide software to serve the global life sciences community. Our products and services, including websites, apps, events and activities (together “Services”), digitally connect researchers to their ideas and data, advancing the discovery process.
Please note that most of our Services are intended for business users. To the extent relevant under applicable data protection requirements, we treat the information of individuals who interact with those Services as pertaining to business representatives, and not to individuals acting in their personal capacity.
Personal Information We Collect
We collect the following types of personal information from you or your device:
Contact information, such as your first and last name, professional title, business affiliation and address, email address, country, and phone number;
Services account information, such as your username and password, user configurations, products, and usage information;
Forum information,such as informationthat you create, input, submit, post, upload, transmit, store or display on forums on any of our Services;
Information from communications that we retain from any support requests you submit, questions you may send us about marketing, job opportunities, etc.; and
Third party sources. In certain cases, we combine personal information we receive from you with personal information we obtain from other sources, including:
Third parties,such asbusiness data providers,event co-sponsors or another user who provides us with information about you for us to invite you to the Services or collaborate with you in the Services.
Public sources, such as company websites and social media platforms.
How We Use Personal Information
We use the personal information for the following purposes:
Service delivery, including to:
Confirm your software license and product activation;
Provide, operate, and improve our Services and our business;
Communicate with you about our Services, including by sending announcements, updates, security alerts, and support and administrative messages;
Understand clients and their individuals’ needs and interests to personalize experiences within the Services and recommend additional Services; and
Provide support, and respond to requests, questions, and feedback.
Marketing and advertising, including for:
Marketing and business development. Subject to consent where required, we use personal information to market our Services to prospective and current customers, and we can do so through websites, events, programs, and other means. We may send you direct marketing communications promoting our Services, events, programs or other services that we believe are of interest. Recipients can opt out of our marketing communications as described in the Opt out of marketing communications section below; and
Research and development,including to:
Develop new features, products, and services; and
Create aggregated, de-identified, or other anonymous data or analytics.
Compliance and protection, including to:
Comply with applicable laws, lawful requests, and legal process, such as to respond to subpoenas or requests from government authorities;
Protect our, your, or others’ rights, privacy, safety, or property (including by making and defending legal claims);
Audit our internal processes for compliance with legal and contractual requirements and internal policies;
Enforce the terms and conditions that govern our Services; and
Prevent, identify, investigate, and deter fraudulent, harmful, unauthorized, unethical, or illegal activity, including cyberattacks and identity theft.
Legal Bases for Processing
We will only use your personal information if we have a valid legal ground for the processing, including:
Consent. This is the case where you have consented to the use of your personal information, for example, for certain marketing and advertising purposes.
Contract. We need your personal information to provide you with our Services in order to perform our end of our contracts with you, such as to create and secure your account, or to respond to your inquiries.
Legitimate Interest. We have a legitimate business interest in processing your personal information to provide the Services to our customers and to engage in marketing and advertising. We only rely on legitimate interest as a legal basis when such legitimate interests are not overridden by your interests or your fundamental rights and freedoms, and we ensure we comply with any request you make to exercise your rights.
Legal Obligation. We may have a legal obligation to process your personal information, for example for the compliance and protection purposes listed above, and we may process your personal information when necessary to establish, exercise, or defend legal claims. We may also process your personal information when necessary to protect your or another individual’s vital interests.
How We Share Personal Information
We share personal information with:
Service providers. Companies and individuals that provide services on our behalf or help us operate our Services (such as hosting, information technology, customer support, email delivery, and website analytics services).
Professional advisors. Professional advisors, such as lawyers, auditors, bankers, and insurers, in the course of the professional services that they render to us.
Authorities and others. Law enforcement, government authorities, and private parties, as we believe in good faith to be necessary or appropriate for the compliance and protection purposes described above.
Business transferees. Acquirers and other relevant participants in business transactions (or negotiations for such transactions) involving a corporate divestiture, merger, consolidation, acquisition, reorganization, sale, or other disposition of all or any portion of the business or assets of, or equity interests in, Dotmatics, our subsidiaries or our affiliates (including in connection with a bankruptcy or similar proceedings).
Opt-out of marketing communications. You can opt out of marketing-related emails by following the opt-out or unsubscribe instructions at the bottom of the emails you receive from us. If you do so, you will continue to receive service-related and other non-marketing emails until you cease using our Services linked to those service updates.
Privacyrights. You have the right to submit requests about your personal information, depending on your location and the nature of your interactions with our Services:
Access. Request that we provide the individual with information about our processing of the individual’s personal information and give the individual access to their personal information;
Deletion. Request that we delete the personal information that we maintain about the individual;
Correction. Request that we update or correct inaccuracies in the individual’s personal information;
Transfer. Request that we transfer a machine-readable copy of the individual’s personal information to the individual or a third party the individual designates;
Restriction. Request that we restrict the processing (including sharing) of the individual’s personal information, including the sharing of the information with our customers; and
Objection. Object to (a) our reliance on our legitimate interests as the basis of our processing of the individual’s personal information that impacts their rights and (b) decisions being made with the individual’s personal information solely based on automated decision making and profiling.
To make privacy-related requests, please contact us at email@example.com. We reserve the right to confirm the identity of the individual making a request before we respond to the request and to assess whether these rights apply to you. Additionally, applicable law can limit these rights, for example, by prohibiting businesses from providing certain sensitive information in response to an access request and limiting the circumstances in which they must comply with a deletion request. If we decline a request, we will explain why we took that action, subject to legal restrictions.
You are entitled to exercise all rights described in the Privacy Choices section free from discrimination.
Our Services can contain links to websites and other online services operated by third parties. In addition, our content can be integrated into web pages or other online services that are not associated with us. These links and integrations are not an endorsement of or representation that we are affiliated with any third party. We do not control websites or online services operated by third parties, and we are not responsible for their actions.
We employ a number of technical, organizational, and physical safeguards designed to protect the personal information we collect. However, no security measures are failsafe and we cannot guarantee the security of personal information.
Our Services are not intended for use by children under 18 years of age. If we learn that we have collected personal information through our services from a child under 18 without the consent of the child’s parent or guardian as required by law, we will delete it.
We retain personal information for as long as appropriateto fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements, to establish or defend legal claims, or for fraud prevention purposes. To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure of personal information, the purposes for which we process personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
Cross-Border Processing of Personal Information
If you provide us with your personal information when using the Services, then please note that we are headquartered in the United States. To provide and operate our Services, it is necessary for us to process personal information in the United States.
If we transfer personal information across borders such that we are required to apply appropriate safeguards to personal information under applicable data protection laws, we will do so. Please contact us for further information about any such transfers or the specific safeguards applied.
How to Contact Us
You can reach us by email at firstname.lastname@example.org or at the following mailing address:
c/o Chief Legal Officer
85 Merrimac Street, 2nd Floor
Boston, Massachusetts 02114 USA
Notice to EU, UK and Swiss Residents
Statistical Solutions Limited(4500 Airport Business Park, Rathmacullig West, Cork, Ireland) and Dotmatics Limited (The Old Monastery, Windhill, Bishops Stortford, Herts, CM23 2ND, UK) are the data controllers for the personal data collected in connection with Dotmatics’ services in the European Economic Area, the United Kingdom and Switzerland.
If you have questions, comments, and complaints about Dotmatics’ data practices, you may email our Data Protection Officer at email@example.com.
If you would like to submit a complaint about our use of your personal information or our response to your requests regarding your personal information, you can contact us or submit a complaint to the data protection regulator in your jurisdiction.
What are cookies and similar technologies?
Cookies are text files that websites store on a visitor’s device to uniquely identify the visitor’s browser or to store information or settings in the browser for the purpose of helping you navigate between pages efficiently, remembering your preferences, enabling functionality, helping us understand activity and patterns, and facilitating online advertising.
Local storage technologies, like HTML5, provide cookie-equivalent functionality but can store larger amounts of data, including on your device outside of your browser in connection with specific applications.
Web beacons, also known as pixel tags or clear GIFs, are used to demonstrate that a webpage or email was accessed or opened, or that certain content was viewed or clicked.
We, our service providers, and our advertising partners automatically log information about individual’s interactions with our services and communications, such as:
Device information, such as computer or mobile device operating system type and version, manufacturer and model, browser type, screen resolution, RAM and disk size, CPU usage, device type (e.g., phone, tablet), IP address, unique identifiers (including identifiers used for advertising purposes), language settings, mobile device carrier, radio/network information (e.g., WiFi, LTE, 3G), and general location information such as city, state, or geographic area.
Online activity information, such as pages or screens viewed, how long individuals spend on a page or screen, the website they visited before browsing to our website, navigation paths between pages or screens, information about activity on a page or screen, access times and duration of access, and whether individuals open our marketing emails or click links within them.
We also can allow our advertising partners to collect this information through our website.
What types of cookies and similar technologies does Dotmatics use?
We use the following categories of cookies:
Essential. These cookies are necessary to allow the technical operation of our services (e.g., they enable you to move around on a website and to use its features).
Functionality / performance. We use these cookies to enhance the functionality and performance of the Services.
Analytics. We use these cookies to help us understand how our Services are performing and being used. Examples of the third-party analytics cookies we use include Hotjar, Pardot, Amplitude and Google Analytics. Specifically, we use Google Analytics to collect information about how users use our Services, which we then use to compile reports that disclose trends without identifying individual visitors, and help us improve our Services. For more information on Google Analytics, click here. For more information about Google’s privacy practices, click here. You can opt out of by downloading and installing the browser plug-in available at: https://tools.google.com/dlpage/gaoptout.
Advertising. We and our third-party advertising partners use these cookies to collect information about how you use our website and use that information to serve online ads that may be relevant to your interests. Please find examples of the third-party advertising cookies we use and links to their platform opt out pages in the following section.
You can also limit online tracking by:
Blocking cookies in your browser. Most browsers let you remove or reject cookies, including cookies used for interest-based advertising. To do this, follow the instructions in your browser settings. Many browsers accept cookies by default until you change your settings. For more information about cookies, including how to see what cookies have been set on your device and how to manage and delete them, visit www.allaboutcookies.org. Use the following links to learn more about how to control cookies and online tracking through your browser:
Blocking advertising ID use in your mobile settings. Your mobile device settings can provide functionality to limit use of the advertising ID associated with your mobile device for interest-based advertising purposes.
Using privacy plug-ins or browsers. You can block our websites from setting cookies used for interest-based ads by using a browser with privacy features, like Brave, or installing browser plugins like Privacy Badger, Ghostery, or uBlock Origin, and configuring them to block third party cookies/trackers.
Advertising industry opt out tools. You can also use these opt out options to limit use of your information for interest-based advertising by participating companies:
Digital Advertising Alliance for Websites: outout.aboutads.info
Network Advertising Initiative: optout.networkadvertising.org
The following advertising partners offer opt-out features that let you opt out of use of your information for interest-based advertising:
Note that because these opt out mechanisms are specific to the device or browser on which they are exercised, you will need to opt out on every browser and device that you use.
Do Not Track. Some Internet browsers can be configured to send “Do Not Track” signals to the online services that you visit. We currently do not respond to “Do Not Track” or similar signals. To find out more about “Do Not Track,” please visit http://www.allaboutdnt.com.