Privacy Policy

INTRODUCTION

IMPORTANT INFORMATION AND WHO WE ARE
THE DATA WE COLLECT ABOUT YOU
HOW IS YOUR PERSONAL DATA COLLECTED & USED
DISCLOSURES OF YOUR PERSONAL DATA
INTERNATIONAL TRANSFERS
DATA SECURITY
DATA RETENTION
YOUR LEGAL RIGHTS

1. IMPORTANT INFORMATION AND WHO WE ARE

Purpose of this Processing Notice

This processing notice aims to give you information on how we collect and process your personal data in a variety of circumstances. It is important that you read this processing notice so that you are fully aware of how and why we are using your data. This version was last updated on 14th January 2024 and previous versions can be obtained by contacting us.

Controller

SciLeads Limited (referred to as we, us or our in this processing notice) is the controller and responsible for your personal data. If you have any questions about this processing notice (including any requests to exercise any of your legal rights) please contact us by emailing [email protected], using our “Contact us” feature on our website:https://scileads.com/contact, or calling +44 2895 929005

Third-Party Links

Controller

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the processing notice of every website you visit.

2. THE DATA WE HOLD ABOUT YOU

Personal data means any information about an individual from which that person can be identified. We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes first name, last name, image, online username or similar identifier, title, profession, education, employment name and history;
Contact Data includes email address, physical address and telephone numbers;
Financial Data includes bank account and payment card details;
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website;
Usage Data includes information about how you use our website and services;
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences;
Employment Data includes data which may be provided to us during a recruitment campaign and included on your CV and on any responses to job applications, including your racial or ethnic origin, religious or philosophical beliefs or trade union membership.

Other than Employment Data, we do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data) through use of the website or when otherwise dealing with or concerning you. Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.

Your Duty to Inform us of Changes

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

3. HOW IS YOUR PERSONAL DATA COLLECTED & USED?

We use different methods to collect personal data from and about you. The ways we collect it, what we collect and how and why we use that personal data is set out below:

Personal Data Type	Collection Method	Basic of Use	Purpose
Whenever we collect your data to send to our clients (including researchers, academics, scientists, purchasers etc)
Some or all of Identity Data and Contact Data	From publicly available sources online, including scientific publications, open access research repositories, government-published grants databases, university websites, social media, and conference schedulesFrom commercial services who aggregate personal data with consent or on the basis of legitimate interestsUsing market intelligenceUsing Freedom of Information legislation in various jurisdictionsDirectly from you	Legitimate Interests of us (to run our company) or our clients (to perform recruitment, collaborations, marketing and sales)Consent	We sell data to our clients in order so that they may contact you or an organisation with which you are associated (such as your employer) in relation to recruitment, collaborations, marketing and sales
Contact before and during a contractual relationship with you or a party to whom you are affiliated or related
Identity DataContact DataFinancial Data	Interactions instigated by you (including through social media, our telephone line, email and livechat on our website)Data capture formsThrough entering competitions and promotions	ConsentContractLegitimate Interests (to run our company)	To contact you and dealing with your queriesTo register you as a customer or user and manage relationshipTo analyse and improve user relationships and interactionsTo perform a contract we have entered into with you or a third party (like your employer)To make our products and services available to you and perform any necessary installation workTo manage payments and chargesTo provide billing information to youCollecting and recovering money owed to us
Identity DataContact DataFinancial DataMarketing and Communications Data	From third parties like social media companies, advertising networks, electronic payment providers, data aggregators or your employer	ConsentConrtractLegitimate Interests (to run our company or deliver services to you)	To deliver our services to youTo occasionally provide marketing content including newsletters
Whenever you interact with our website or tracked emails
Technical DataUsage Data	Interaction with websitesUse of cookies	Legitimate interests (to place cookies to administer our IT systems in accordance with our cookie policy, where consent is not required)Consent	To permit access to our SiteTo keep our online avenues working, up to date and effectiveTo administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of dataAs otherwise described in our Cookie Policy
Whenever you apply for a job with us
Identity DataContact DataEmployment Data	From you, referrers (such as our existing employees), recruitment agencies or sites (such as university portals, LinkedIn, Indeed.com)	ContractLegitimate InterestsCompliance with law (regarding tax, service transfer and diversity monitoring laws)	To manage recruitment, selection and employment (following which our Employee Processing Notice would apply)To contact you in the event of any other similar job opportunity arisingTo comply with our obligations under law
Ancillary processing
any of the above	as above	Legitimate interests (to protect and run our company)Compliance with law	To anonymise and aggregate so that your information is no longer personal data and can be used outside as described in this Processing NoticeAncillary purposes, such as back-ups and archivingDealing with legal obligations (such as compliance with tax law, identity verification requirements and preparing company accounts) and disputes

Please note that the above lists are non-exhaustive. We will generally only use your Personal Data for the purposes for which we collected it, unless permitted by law or we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your Personal Data for an unrelated and incompatible purpose, we will notify you where necessary and we will explain the legal basis which allows us to do so. Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law. Where we rely on legitimate interest, you can contact us for more details on the consideration of these interests.

NOTE:

Legitimate Interest can mean our interest or the interest of another party. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent, there is a compelling reason to do so or are otherwise required or permitted to by law).

Consent Whenever we rely on your consent (as noted above), you have the right to revoke such consent at any time by emailing [email protected]. Unless another basis of use exists, we will collect your consent to use your personal data for our marketing and remarketing purposes generally by using tickboxes or where your actions clearly demonstrate your consent (such as by providing your contact details for a specified purpose).

Marketing If you are a customer of ours, we may contact you from time to time by call or email to provide some information about our products or services. You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us, as appropriate, at any time. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service experience or other transactions.

4. DISCLOSURES OF YOUR PERSONAL DATA

We may have to share your personal data with the parties (all established in the UK or EEA unless otherwise stated) set out below for the purposes set out in the table in paragraph 3 above:

our customers, who are located across the world and who are “controllers” (under UK and EU Data Protection legislation, if applicable) of your personal data in their own right upon receipt from us;
contractors we engage to carry out services for us, based in Belarus, Pakistan and Australia;
third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this processing notice.
HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances;
professional advisers including lawyers, bankers, auditors and insurers based in the European Union or United Kingdom who provide consultancy, banking, legal, insurance and accounting services;
service providers, including (as at the date noted above and who may be updated from time to time):
- Amazon Web Services (AWS) who is engaged to provide storage and hosting services. AMS’ main data centre is in the USA, however it also has data centres in Europe and other locations, and data is frequently moved through their infrastructure for lead balancing, reliability and speed. For that reason, although it mostly will be in their US data centres, there is no guarantee over where your data will be located at any point in time;
- Xero, who provides cloud-based accounting SAAS and uses AWS data centres in USA (as described here: https://www.xero.com/uk/data/xero-and-gdpr/);
- Hubspot, who provides CRM SAAS and uses AWS data centres in USA (as described here: https://legal.hubspot.com/dpa);
- MailChimp, who provides marketing services and stores data in USA;
- Natwest, who provides banking services,
- Hotjar, who provides cookie tracking services and stores data in the EEA;
- FreshChat, who provides live chat services through our website and stores data in the EEA;
- Snowflake, who provides cloud storage and security solutions and stores data in the EEA;
- SaaSOptics, who provides invoice automation services and stores data in USA;
- Wise, who provides banking services and stores data in USA;
- Microsoft Azure, who provides PAAS and stores data in USA;
- Atlassian, who provides coding services and support and stores data in USA, EEA and/or Asia;
- Slack, who provides internal messaging services and stores data in USA;
- Zoom, who provides virtual meeting hosting and stores data in USA, EEA, Asia, Canada, South America and/or Australia;
- Mailgun, who provides external messaging services and stores data in USA;
- Chillipipper, who provides meeting booking services and stores data in USA.
other parties where you ask us to share that data, or we ask you and you consent.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

5. INTERNATIONAL TRANSFERS

We transfer your personal data outside the UK to the European Economic Area (EEA) and other jurisdictions as listed above.

Transfers to the following jurisdictions are permissible without any additional measures as each has been determined by the UK Government to be a jurisdiction of adequate protection (further details): the EEA; Andorra; Argentina; Faroe Islands; Guernsey; Isle of Man; Israel; Jersey; New Zealand; Switzerland; Uruguay, and (subject to some exemptions): Japan; and Canada.

Where recipients are based in other jurisdictions, we ensure that a similar degree of protection is enforced as is required within the UK by ensuring that the recipients use and are bound by standard contractual clauses which may be enforceable by you regarding data protection (as well applying appropriate additional security measures). Those standard clauses we use most often are the International Data Transfer Agreement as published by the UK ICO or the EU Standard Contractual Clauses.

Occasionally, we rely on other legislative exemptions to justify making international transfers. However, this is not done regularly.

6. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed, including: encryption of our database and company computers; two-factor authentication access policy; regular system penetration testing; regular monitoring for security compliance; and ability to remotely revoke access to our systems. We have also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

Please contact us if you would like more information regarding the security measures we use.

7. DATA RETENTION

iWe will only retain your personal 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 personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data, how long a legal claim may be taken and whether we can achieve those purposes through other means, and the applicable legal requirements.

Whenever we collect your personal data to send to our clients (as described in the first row of the table in section 4 above), we hold that data for so long as we are aware it is accurate and relevant – unless you notify us to delete that data by contacting us at [email protected] or using the tool on our website:https://scileads.com/opt-out (following which we only retain certain elements of your data to ensure you are not automatically re-added to our database later).

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for other purposes, in which case we may use this information indefinitely without further notice to you.

8. YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it, where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us. Note, however, that we may not always be able to comply with your request for specific legal or compelling legitimate reasons which will be notified to you, if applicable, at the time of your request.

No fee usually required

You will not have to pay a fee to access your personal 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.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal 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.

Time limit to respond

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 we receive a number of requests. In this case, we will notify you and keep you updated.

Supervisory Authority Contact

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.