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Privacy Notice

This Privacy Notice (the “Privacy Notice”) explains how we collect, use, share and protect your personal information (“Information”). This information shall be used in accordance with the permissions granted by you and in accordance with the UK Data Protection Act 2018, the UK GDPR, the EU General Data Protection Regulation (GDPR), and The Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019. We will also seek to comply with other relevant national data protection legislation where appropriate. If we update this policy, we will post any changes on our website. This Privacy Policy is also intended to assist you in making informed decisions when using our Websites. Please take a minute to read and understand it and please note that it should be read in conjunction with our General Terms and Conditions  


POLYPHARMAKOS does not accept responsibility or liability for the content, tools, or the privacy policies of external websites to which we may link. Please check the terms and conditions and privacy notices of such third parties before using, and providing any information to, third parties, their sites and programs.


Who are we?

POLYPHARMAKOS and is a company registered in England and Wales no 10067504, at St Johns Innovation Centre , Cowley Rd , Milton, Cambridge CB4 OWS. Our VAT number is 242421248. 


POLYPHARMAKOS is committed to protecting your privacy and protects your personal data in accordance with applicable laws and our data privacy policies. POLYPHARMAKOS also maintains the appropriate technical and organizational measures to protect your personal data against unauthorized or unlawful processing as well as protecting against accidental loss, alteration, disclosure or access, or accidental of unlawful destruction of or damage of your personal data.


What is your personal data?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the Data Controller’s possession or likely to come into such possession.


What information is being collected?

You may send us or we may ask you for the following information:

  • your full name

  • your date of birth

  • your contact information such as your address and postcode, your email address, telephone number, mobile telephone number, fax number

  • institutional or organisation/company affiliation

  • credit or debit card information, information about your bank account number and sort code or other banking information. 

  • general information about yourself such as professional interests, your experience of our services and products or other services and products and your contact preferences

  • your contact with us such as a note of a call, an email or letter you send to us or other records of any contact you have with us

  • your browsing information (which includes information about the Websites, Applications and other POLYPHARMAKOS Products and Services you visit, any searches you may undertake, how you interact with our websites and applications, your location or location for search purposes in respect of your use of certain products and services)

  • In the event that you apply for a job with POLYPHARMAKOS, we will require further professional information about yourself by way of a job application or your Curriculum Vitae


POLYPHARMAKOS may also collect certain information about your hardware and software, this includes:

  • your IP address

  • browser type

  • operating system

  • access times

  • referring website addresses


Who is collecting it?

POLYPHARMAKOS is the data controller (“Data Controller”) for the purposes of the Act and can be contacted at , or St Johns Innovation Centre , Cowley Rd , Milton, Cambridge CB4 OWS


How is it collected?

We can get your personal information when you:

  • buy a product or service from us (including buying products online or over the phone)

  • register for a specific product or service

  • subscribe to newsletters, alerts or other services from us

  • sign up for a POLYPHARMAKOS account

  • ask us for more information about a product or service, or contact us with a question or a complaint

  • register for a meeting, conference or other event organized by POLYPHARMAKOS or an events/conference organizer on POLYPHARMAKOS’s behalf

  • register for a training course or other training event run by POLYPHARMAKOS

  • take part in a competition, prize draw or survey

  • when you are involved in procurement processes to supply goods and/or services to POLYPHARMAKOS

  • take part in projects organised by POLYPHARMAKOS or of which POLYPHARMAKOS is a partner or involved in any way

  • take part in user testing

  • visit or browse our Websites, Applications and other POLYPHARMAKOS Products


We may also collect information about you from other organizations, if this is appropriate, and from other companies, businesses, or project partners.


How will it be used?

POLYPHARMAKOS and/or our partners may use your information in the following ways:

  • to provide products and services that you have requested, including through the use of e-commerce

  • to ensure that the content on our Websites, Applications and other POLYPHARMAKOS Products is presented in the most effective manner for you and your computer

  • to perform statistical analyses measuring customer interest in various areas of our sites

  • to develop and improve our products, training, events, conferences, and other services

  • for our internal record-keeping

  • to contact you to answer any queries you may have

  • to organize and run events, meetings and conferences, including but not limited to registration and other event/conference administration, hospitality, and liaison with venues

  • to organize and run training courses, including but not limited to registration and other training administration, hospitality, and liaison with venues 

  • to contact you for market research or marketing purposes where you have given us permission to do so

  • to help with marketing, including testimonials for POLYPHARMAKOS’s Products and services

  • as part of our procurement processes

  • to undertake and deliver scientific research through projects

  • for monitoring and evaluation as required by donors and funders

  • when applying for grants from donors and funders


If you do not wish to receive information from POLYPHARMAKOS other than that requested or no longer wish to receive marketing material and communications, please contact us at


Who will it be shared with?

We may share information about you with:

  • partners or agents involved in delivering the products and services you have ordered or used, including partners or agents involved in delivering e-commerce services on POLYPHARMAKOS’s behalf

  • partners or agents engaged to perform services for and on behalf of POLYPHARMAKOS

  • donors, partners or agents involved with development projects and programmes

  • conference and events organizers and venue owners and providers

  • third parties purchasing products and services from POLYPHARMAKOS

  • pension and payroll providers

  • project partners and donors, and other professional advisers

  • debt collection agencies or other debt recovery organizations

  • law enforcement agencies, regulatory organizations, courts, or other public authorities if we have to, or are authorized to by law


Details of transfers to third country and safeguards

We may need to transfer your information to POLYPHARMAKOS centres or partners and agents in countries outside the EEA (European Economic Area). This may happen if our partners and agents are based outside the EEA, or if you use our services and products while visiting countries outside this area. We will always seek to transfer such data safely and securely using the appropriate technical and organizational measures as required by the GDPR and other relevant data protection legislation.

Reporting fraud

POLYPHARMAKOS is committed to ensuring your information is secure. As part of our efforts to protect your information, POLYPHARMAKOS will never send you emails asking for your personal information or for your registered password (if you are a registered user).

If you do receive such an email or are asked to disclose this information by someone claiming to work for POLYPHARMAKOS, please report the communication to our Data Protection Officer using the following methods:

  • send an email to

  • in writing to the Data Controller at our registered address: St Johns Innovation Centre , Cowley Rd , Milton, Cambridge CB4 OWS


Your privacy rights

As set out in applicable law (and according to the conditions and circumstances and subject to exceptions), you are entitled to:

  • Request access to the personal data we process about you: you are entitled to know whether we hold personal data about you and if we do, to obtain information about the data we hold and a copy of that personal data

  • Request a rectification of your personal data: you are entitled to have your personal data corrected if it is inaccurate or incomplete

  • Object to the processing your personal data: you are entitled to ask POLYPHARMAKOS to stop processing your personal data

  • Request the erasure of your personal data: you are entitled to request that POLYPHARMAKOS erases your personal data, including where such personal data would no longer be necessary to achieve the purposes for which it was originally obtained

  • Request the restriction of the processing of your personal data: you are entitled to ask that POLYPHARMAKOS only processes your personal data in limited circumstances, including with your consent

  • Request portability of your personal data: you are entitled to receive a copy (in a structured, commonly used and machine-readable format) of the personal data you have provided to POLYPHARMAKOS or request POLYPHARMAKOS to transmit such personal data to another data controller.


If you have any requests relating to the above rights, please contact POLYPHARMAKOS using the following methods:


We will endeavour to correct, update or remove your information as swiftly as possible, however, communications may be sent using the original details until the changes have been processed. Please note that it may be necessary to continue processing your personal data in order to comply with legal obligations to which we are subject.


You can choose to opt out of all marketing communications or to opt out of specific marketing in one of several ways such as email, SMS, phone or post. If you no longer want to receive marketing messages from us, please contact our marketing department at and you will be not be contacted again in relation to marketing.


Your decision to provide POLYPHARMAKOS with any personal data is voluntary, unless it is required by law or POLYPHARMAKOS’s policies. However, if you choose not to provide certain information, we may not be able to provide you with the products and services you require.


What about data security?

We use technical, organizational, and physical security arrangements for all the personal data we hold and process, including the necessary protocols and relevant policies, procedures and guidelines to maintain such arrangements. These take into account the risks associated with the categories of personal data that we hold and the processing we undertake.


Our retention of your information

We take all reasonable steps to retain your personal information only for as long as reasonably necessary or as required by law and maintain specific policies and procedures on data transfer and retention. 


We will retain your data:

  • as long as we have an ongoing relationship with you (eg, if you have an account with us)

  • while your account is active or for as long as you need us to provide services to you

  • as long as needed in order to comply with our global legal and contractual obligations, including donor and funder requirements


If you no longer want us to store your information, you may ask for it to be removed from our records. Please note that such removal may prevent us from supplying certain services to you.

  • send an email to

  • in writing to the Data Controller at our registered address: St Johns Innovation Centre , Cowley Rd , Milton, Cambridge CB4 OWS


What about cookies?

We use cookies to recognize users after they have used our website(s), including registration where necessary, or paid for access to one of our websites. On occasion, we permit third parties to place and read cookies on our customers’ browsers, in order to deliver information of relevance to the user.


Cookies will enable our websites to recognize the information you have consented to give and use it to present you with custom web pages. So, for example, instead of seeing just a generic welcome page, you might see a welcome page with your name on it. Some features on this site will not function if you do not allow cookies.

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