PanHunter – Data Privacy Statement ("Statement")

Last updated and effective as of 21 September 2023

Dear PanHunter user,

Thank you for using our software platform and websites. The protection of your privacy is very important to Evotec and we are committed to safeguarding your data and the information of the individuals and organisations with whom we interact including users of our software platform and visitors to our websites or recipients of marketing emails. This Privacy Statement is issued by Evotec International GmbH on behalf of itself and its domestic and international subsidiaries and affiliates (“Evotec”, “we”, “us”, or “our”) and sets out how we will treat your personal information.

Evotec is a drug discovery alliance and development partnership company focused on rapidly progressing innovative product approaches with leading pharmaceutical and biotechnology companies, academics, patient advocacy groups, and venture capitalists. As described in more detail below, the personal information collected and processed by us is generally limited to what is necessary to conduct business with other businesses or academic entities operating within, but not limited to, the pharmaceutical, biotech, and healthcare industries.

This privacy statement applies to the personal information we collect through Evotec’s omics data analysis platform PanHunter (“Platform”); websites; social media pages that reference this privacy statement (“Digital Channels”); offline collection in connection with sales, marketing, partner and supplier engagement (“Analog Channels”); and third-party sources, including but not limited to ad networks and address brokers (the “Channels”).

The Digital Channels may provide links to other third-party websites and features, or contain third-party cookies, that Evotec does not own or control. Information collected by third parties, which may include such things as location data or contact details, is governed by their privacy practices. We encourage you to learn about the privacy practices of those third parties.

This privacy statement describes the types of personal information we gather, how we collect and may use that personal information, with whom we may share it, and how you may exercise your rights regarding our processing of the information.

The privacy statement also describes the measures we take to safeguard the personal information we collect and how you can contact us about our privacy practices.

We may amend or update this privacy statement from time to time to reflect changes in our practices with respect to the processing of personal information or changes to applicable law. We will post such amendments and updates on our website.

Evotec International GmbH, Essener Bogen 7, 22419 Hamburg, info@evotec.com is responsible for this Statement.

1 Collection and use of personal information

You may be asked to provide your personal information anytime you are in contact with Evotec. Evotec may share this personal information within Evotec with each other and use it consistent with this privacy statement. We may combine it with other information to provide anonymous, aggregated statistical information to help us improve our products, services, content, and advertising.

We may also collect your personal information from publicly available resources such as company, university, and publications websites, and combine it with personal data we have collected about you, to complete our customer profile of you in support of our sales and marketing activities.

1.1 What personal information we collect

Information that you provide by filling in forms, which include information, provided at the time of registering to use the registration-only sections of the websites such as username, password and security question and answer, if applicable.
Personal details: Your given name(s), or preferred name(s)
Contact details: Your postal address, telephone number, fax, and email address
Employment details: Your industry, job title/position, business activities, names of current and former employers
Electronic Identifying Data: Unique personal identifiers (such as IP addresses, cookies, and other forms of identifiers).
Email correspondence with you

1.2 How we use your personal information

We may process your personal information: for the purposes described in this privacy statement, with your consent, for compliance with a legal obligation to which Evotec is subject, or for the performance of a contract to which your company is party. If you have questions about this legal basis, you can contact the data protection officer.

The following processing activities are based on your consent (Art. 6 para 1 lit. a GDPR):

We will use personal data for direct marketing communications about our products, services, events and promotions (such as by sending promotional materials, newsletters and other marketing communications), to conduct and facilitate surveys, marketing or sales analytics, lead generation, business development, event management, market research and development (trend analysis, financial analysis and customer segmentation), education and training
We may use your email address to send you marketing emails to a designated email address. If you do not wish to receive such marketing emails, you may opt out by declining to receive such emails when registering or at other information collection points on our websites or by following opt-out instructions included in such emails

Processing for the performance of a contract with the company you work for (Art. 6 para 1 lit. f GDPR):

The personal information we collect allows us to provide our products and services, process and fulfil orders and keep you informed about the status of your order, provide customer support, create, administer and communicate with you about your account (including any purchases and payments), and provide investor services
We will use personal information to process, evaluate and respond to requests and enquiries; administer and register participants in our courses, events or webcasts
From time to time we may use your personal information to verify your identity and protect against and prevent fraud and other unlawful activity, unauthorized transactions, claims and other liabilities, and manage risk exposure and quality; to maintain and enhance the safety and security of our products, services, online channels, network services, information resources and employees

1.3 Sources of personal information (where they are not collected directly from you)

We may receive your personal information from third parties who provide it to us (e.g. your employer or other third parties with whom you or any affiliated organization may be connected, such as one of our customers or suppliers)
We may receive your personal information from publicly available sources, online advertising companies, and social media pages or in connection with sales, marketing, and partner and supplier engagement, lists from acquired companies, events and conferences, and purchased lists

You can manage your subscription preferences to select the type of communications you wish to receive from Evotec at any time or alternatively you will be able to unsubscribe from all communications by using the link in the footer of our emails or by sending an email to panhunter@evotec.com. We will then not send you any further marketing communications.

1.4 Automatically collected information

Web Server Logs: A web server log is a log file of activities performed by the users on our website that is created and maintained by a server (also see “1.5 Usage data”)
IP Address: An IP address is a number assigned to your computer or router whenever you access the Internet that allows your devices and servers to recognise and communicate with each other. We store the IP address transmitted by your web browser for a period of seven days in order to detect, limit and eliminate faults or errors (e.g. attacks on our servers). After this period has expired, we delete or anonymise the IP address. We use the IP address exclusively for the above-mentioned security purposes
Cookies: Cookies are small files that are stored on a visitor’s device. They allow information to be stored for a certain period of time and can be used to identify the visitor’s computer. So-called session cookies are used to control your visit of our site, which are automatically deleted when you close your browser. You can set up your browser so that it informs you about the placement of cookies. This makes the use of cookies transparent for you

1.5 Usage data

When you use our Platform or visit our websites, so-called usage data is temporarily stored on the web servers for statistical purposes as a protocol in order to improve the quality of our website. This data set consists of:

the page from which the file was requested
the name of the file
the date and time of the query
the amount of data transferred
the access status (file transferred, file not found)
the description of the type of web browser used
the IP address of the requesting computer, which is shortened in such a way that a personal reference can no longer be produced

We use this information to enable the access to our Platform and website, to control and administrate our systems and to improve the design of our website. The legal basis for the processing is Art. 6 para 1 lit. f GDPR.

1.6 Our service providers

We use service providers to operate our websites, CRM, marketing automation platform and other internet services. These service providers are strictly bound to our instructions with a contract according to Article 28 GDPR.

Service providers are helping us with the processing of your data. These service providers operate, for example, our servers on which your data is stored. In cases where service providers have access to personal data processed by us from outside the European Union or the European Economic Area, we have established contracts including Standard Contractual Clauses (which you can find here) or other measures to ensure an adequate level of data protection in the respective country.

1.7 Contact form, registration and downloadable content

You may contact us via our websites or microsite/landing pages to enquire about a service, register for an event or to download content (e.g., posters, publications, presentations, videos and other materials and rich media resources). During this process, we may ask you for your contact details that you give us voluntarily. We also collect data each time you download a particular piece of content. We use this data for forwarding your request to the responsible department as well as keeping you informed about our research, new services or our events or other information that is relevant to you. You can withdraw your consent concerning the use of this data at any time by sending us an email to panhunter@evotec.com or by using the unsubscribe buttons on any marketing emails. We will not use your data any further after the withdrawal of your consent.

We will not disclose or share your personal data to third parties, except in the following circumstances and in accordance with applicable law:

With your consent
To our global affiliates, subsidiaries, divisions and groups worldwide and third-party service providers, who act on our behalf and instructions to fulfil product orders, deliver services, provide IT support, and fulfil the other purposes set forth above
To our affiliates, who work with us to improve our and their products, services and business practices
As required by applicable law, including, without limitation, in response to any government or regulatory agency request, to cooperate with law enforcement investigations, or upon receipt of any court order, and
To courts and public authorities to protect you, us, or third parties from harm, including fraud or instances where somebody’s physical safety is at risk.

We are not responsible for the privacy policies of websites to which our websites may link. If you provide any information to such third parties, different rules regarding the collection and use of your personal data will apply. We strongly suggest you review such third party’s privacy policies before providing any data to them. We are not responsible for the policies or practices of third parties.

2.1 International transfer of personal data

Evotec is an international business and, at time, will need to transfer your personal data within our group of companies or to approved third party providers. In some cases, we may transfer your data from inside to outside of the European Union and the European Economic Area. In these cases, we have ensured that an appropriate level of data protection is guaranteed by so-called Standard Contractual Clauses (SCCs). The relevant parts of the contracts concluded within our group of companies can be found here (2010/87/EC) and here (2004/915/EC).

3 Integrity and retention of personal information

We will retain your personal information for the period necessary to fulfil the purposes outlined in this privacy statement. When assessing these periods we carefully examine our need to collect personal information at all and if we establish a relevant need, we only retain it for the shortest possible period to realise the purpose of collection unless a longer retention period is required by law. Subsequently, or if you ask us to do so, we will delete your personal data.

3.1 Your rights as a user

As a user, you have the right to request information about what personal data is stored by us and for what purpose it is stored. In addition, you may have incorrect data corrected or data deleted that is inadmissible or no longer necessary to be stored. Additionally, you have the right to demand the restriction of the processing of your data, to have your automatically processed data transferred, if we process them by your consent or contract, and to complain to a regulator, if you believe that the processing of your data by us is unlawful.

Finally, you have the right to object to the processing, if your data are processed due to Art. 6 para. 1 lit. f GDPR. We will then cease to process your data unless there are demonstrable compelling reasons for the processing that outweigh your interests, rights and freedoms, or the processing is for the purpose of enforcing, pursuing or defending legal claims.

We are at your disposal for information, wishes or suggestions on the subject of data protection.

3.2 Data Protection Officer

Our data protection officer will be happy to provide you with information or suggestions on the subject of data protection:

Peter Suhren
FIRST PRIVACY GmbH
web: www.first-privacy.com
e-mail: office@first-privacy.com
phone: +49 421 69 66 32 80

When making an inquiry, please include the entity that is affected by the inquiry.