Pineprep’s Privacy and Data Protection Policy has been developed as an extension of our commitment to combine the finest quality products and services with the highest level of integrity in dealing with our prospects, customers, business partners, and the general public.

This policy covers how Pineprep handles the personal information it collects and receives, including that related to a customer’s past use of Pineprep products and services. Personal information is that which is personally identifiable like name, address, email address, or phone number, and that is not otherwise publicly available. Pineprep, from time to time, may modify this Privacy Policy to reflect legal, technological, and other developments. In that event, the changes will appear at this location.

This policy incorporates the requirements of the General Data Protection Regulation 2016/679, 2018, (GDPR). This regulates how information relating to individuals is collected and processed. This includes the obtaining, holding, using, or disclosing of such information, and covers computerized records as well as manual filing systems and card indexes.

Information Collection Personal Information

When you visit our website, our web servers routinely record the IP address of your Internet service provider, the website you visited before ours, the pages you view on our site, and the date and duration of your visit. This information is necessary for the technical transfer of the website and to ensure server operation. This data is not analyzed for personal information. Although most areas of our site can be accessed without submitting any information that personally identifies you, our Contact page requires disclosure of certain personal information. Pineprep follows stringent processes for online data security and does not rent, sell, or share personal information with anyone, except to provide products or services requested and which can be unsubscribed to any time following the due process, or under the following circumstances:

• We provide the information to trusted partners who work on behalf of or with Pineprep under confidentiality agreements. These companies do not have any independent right to share this information.
• We respond to subpoenas, court orders, or legal processes, or to establish or exercise our legal rights or defend against legal claims.
• We believe it is necessary to share information to investigate, prevent or act regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of Pineprep’s terms of use, or as otherwise required by law.
• We will need to transfer personal information collected if Pineprep is acquired by or merged with another company, in which event the personal information becomes subject to a different privacy policy. In such an event, Pineprep will release a general public announcement informing of the transfer.
• Pineprep shall only process personal data where there is a lawful basis to do so.

Types of Data Collected: While using our Service, we may request certain personally identifiable information from you, which can be used to contact or identify you (“Personal Data”). This may include, but is not limited to: First and last name, email, postal address, cookies and Usage Data. We may also gather information on how you access and use the Service (“Usage Data”). This Usage Data might include details such as your computer’s Internet Protocol (IP) address, browser type and version, the pages you visit on our Service, the date and time of your visit, the duration of your visit, unique device identifiers, and other diagnostic information.

Usage of Collected Data: We utilize the collected data to provide and maintain the Service, to inform you about changes to our Service, to enable your participation in interactive features of our Service when you opt to do so, to offer customer care and support, to analyze data or gather valuable information to enhance the Service, to monitor the Service’s usage, to identify, prevent, and resolve technical issues and to transfer Data. Your information, including Personal Data, may be transferred to and stored on computers located outside your state, province, country, or other governmental jurisdiction, where data protection laws may differ from those in your jurisdiction. If you are outside the United States and decide to provide us with your information, please be aware that we will transfer the data, including Personal Data, to the United States and process it there. By consenting to this Privacy Policy and submitting your information, you agree to this transfer. Pineprep will take all reasonable steps to ensure that your data is handled securely and in line with this Privacy Policy, and that no transfer of your Personal Data will occur to an organization or country unless appropriate safeguards are in place, including the protection of your data and other personal information.

Security: All of Pineprep’s employees and contractors are dedicated to maintaining and upholding privacy and security and are aware of our privacy and security policies. We limit the personal information access to employees who we believe reasonably need to come into contact with that information to provide products or services to you or to perform their jobs. In addition, we have physical, electronic, and procedural safeguards to protect and prevent unauthorized access to or disclosure of personal information.

Unfortunately, no data transmission over the Internet can be guaranteed 100% security. As a result, while we strive to protect your personal information within our systems, Pineprep cannot ensure or warrant the security of any information you transmit to us, and you do so at your own risk.

External Links and Third-Party Sites: Pineprep’s website contains links to other websites. Pineprep is not responsible for the content or data security processes of these websites or their privacy policies.

Service Providers:  We may engage third-party companies and individuals to help us provide our Service (“Service Providers”), deliver the Service on our behalf, perform related tasks, or assist us in analyzing how our Service is utilized. These third parties are granted access to your Personal Data solely for the purpose of carrying out these tasks on our behalf and are required to keep this information confidential and not use it for any other purposes. We may utilize third-party Service Providers to monitor and analyze the usage of our Service.

Google Analytics: Google Analytics is a web analytics tool provided by Google that tracks and reports website traffic. Google uses the data collected to monitor the use of our Service and shares this information with other Google services. Google may also use the data to personalize ads within its advertising network. You can opt out of having your activity on the Service tracked by Google Analytics by installing the Google Analytics opt-out browser add-on, which prevents the Google Analytics JavaScript (ga.js, analytics.js, and dc.js) from sending information about your visits to Google Analytics. For more information about Google’s privacy practices, please visit the Google Privacy & Terms page: https://policies.google.com/privacy?hl=en.

Recruiting Management: We collect various types of information related to job applications, including any personal information you provide, such as your contact details, education, work experience, and skills. You may also submit electronically stored documents like certificates, diplomas, or cover letters. We do not require any information that cannot be processed in accordance with the General Equal Treatment Act (such as race, ethnic origin, sex, religion or belief, disability, age, or sexual orientation). Please refrain from submitting information about diseases, pregnancy, ethnic background, political views, philosophical or religious beliefs, union membership, physical or mental health, or sexual activities. This also applies to any content that may violate third-party rights (e.g., copyrights, press rights or other third-party rights). Any personal information you provide will only be collected, stored, processed, and used for purposes related to your interest in current or future employment with us or to process your application. It will not be shared with third parties. During the online recruitment process, we will collect data such as your name, postal address, phone number, and email address, which will be used to contact you regarding your application. If your application is successful, the information provided may be used for administrative purposes related to your employment. Your online application will be viewed and processed solely by our designated personnel and contractors. All employees and contractors handling data processing are bound by confidentiality and adhere to their own privacy policies as outlined below. Pineprep engages third-party contractors for applicant tracking, performance management, human resources, payroll services, and employee benefits, as well as for managing the recruitment and employment lifecycle. These third-party contractors operate independently from Pineprep and have their own privacy notices or policies, which we recommend you review. We are not responsible for the content, use, or privacy practices of any linked websites, devices, apps, or other features not owned or controlled by Pineprep. In no case will any other third party have access to your data. If we are unable to offer you a position, we will retain the information you submitted in accordance with statutory retention periods to address any questions regarding your application and our decision to reject it. 

Marketing Permissions: Pineprep will use the information you provide in this form to communicate with you and send updates and marketing materials. You can change your preferences at any time by clicking the unsubscribe link in the footer of any email you receive from us or by contacting us at cs@pineprep.com. We will handle your information with upmost respect.

Children’s Privacy: Our Service is not intended for individuals under the age of 18 (“Children”). We do not knowingly collect personally identifiable information from anyone under 18 years old. If you are a parent or guardian and you are aware that your child has provided us with Personal Data, please contact us. If we learn that we have collected Personal Data from children without verified parental consent, we will take steps to remove such information from our servers.

Contact Us: Reach out to us anytime if you have questions about this Privacy Policy, would like to know what personal data we have stored about you, or wish to request corrections or deletions of your data. Additionally, you have the right to restrict processing (Art. 18 of the GDPR), the right to object to processing (Art. 21 of the GDPR), and the right to data portability (Art. 20 of the GDPR). In such cases, please contact us directly. Our team is available to address any inquiries related to data protection: cs@pineprep.com If we are unable to fully resolve your concerns, you may file a complaint with the data protection supervisory authority responsible for your area of residence.

Notice to CA Residents: California law grants residents the right to request specific details about the categories of personal information collected, how certain types of their information are shared with third parties, and for what business or commercial purposes. They also have the right to request the deletion of their personal information. California residents wishing to submit a Consumer Access request can email it to the Pineprep team at cs@pineprep.com or complete the online Contact form at our site.

Disclosures for Data Subjects in Europe

1. European Residents: European countries have enacted laws such as the General Data Protection Regulation (“GDPR”) for the European Economic Area, the Data Protection Act of 2018 (“UK DPA”) for the United Kingdom, and the Federal Act on Data Protection (“FADP”) in Switzerland (collectively referred to as the “European Data Protection Laws”). If you reside in a country subject to these laws, this additional disclosure provides information on how we process your Personal Data and your rights regarding that data.

2. Pineprep’s Role under Data Protection Laws: European Data Protection Laws differentiate between organizations that process Personal Data for their own purposes (referred to as “controllers”) and those that process Personal Data on behalf of other organizations (known as “processors”). In certain situations, Pineprep may act as a controller for Personal Data collected during your interactions with our websites, emails, and advertisements. However, in most cases, Pineprep functions as a processor on behalf of a client, which is the controller. For details on their privacy practices, please refer to the applicable client’s privacy policy. Any inquiries regarding the processing of personal data by Pineprep on behalf of the client and your rights under European Data Protection Laws should be directed to the client, not to us. If we collect information as a controller, please contact us using the details provided in the “Contact Us” section above.

3. Lawful Basis for Processing: European Data Protection Laws require a “lawful basis” for processing Personal Data. Our lawful bases for processing include: (a) your consent for processing for specific purposes, either to us or to our service providers, partners, or customers; (b) processing necessary for the performance of a contract with you; (c) processing necessary to comply with a legal obligation; or (d) processing necessary for legitimate interests pursued by us or a third party, provided your interests and fundamental rights do not override those interests.

4. Research: We may collect and create Personal Data directly from you or from our client specifically for research purposes as permitted under European Data Protection Laws (this information is referred to as “Study Data,” a subset of Personal Data). Throughout the research lifecycle, your Study Data will be processed for various purposes based on different legal bases as outlined in section 3 above. Researchers will process your Study Data for safety and reliability purposes to comply with legal obligations or for scientific research purposes based on the researcher’s legitimate interest in conducting clinical trials and valuable scientific and medical research. We may process health data or other sensitive information categorized as “special categories” under European Data Protection Laws when necessary for public health reasons and based on your explicit consent. The specific grounds for processing Study Data, including health data, may vary to comply with local laws in jurisdictions where research is conducted. We strive to meet the legal requirements of applicable jurisdictions, and if you have questions about specific requirements or rights, please contact us using the address provided in the “Contact Us” section above.

5. Data Transfer and Standard Contractual Clauses: We may transfer your Personal Data to our research site(s) or service provider(s) located in the United States or another country that does not offer the same level of Personal Data protection as the EEA or the UK. In such cases, we will take all reasonable steps to safeguard your Personal Data and implement appropriate measures, such as the EU Commission’s approved standard contractual data protection clauses.

6. Your Data Subject Rights: If you reside in the UK, EU, or EEA, the relevant European Data Protection Laws grant you rights regarding your Study Data, including the right to: Request access Rectification Erasure Restrict processing Data portability Object to processing Not be subjected to automated processing evaluations Withdraw consent You may exercise your rights by submitting a written request to us using the contact information provided in the “Contact Us” section above. We will respond to your request within 30 days and may request specific information to help verify your identity and process your request. Applicable law may permit us to decline your request, and if we do so, we will explain why, subject to legal restrictions. Please note that we retain information as necessary to fulfill the purposes for which it was collected and may continue to retain and use information to comply with our legal obligations, resolve disputes, prevent fraud, and enforce our agreements. If your Personal Data was processed on behalf of a client and you wish to exercise your rights regarding that data, please contact the client directly. If you prefer to make your request to us, please provide the name of the client for whom we processed your Personal Data. We will refer your request to that client and assist them as required by applicable law in responding to your inquiry. Regarding Study Data, your rights may be limited for various processing activities we perform related to research, depending on the legal basis. For example, erasure or restriction of processing is only possible if the processing is based on consent or legitimate interest. Additionally, due to the researcher’s legal obligations concerning safety reporting, national authority inspections, or the retention of clinical trial data under archiving obligations, the researcher may not be able to erase or restrict the processing of your Study Data. When processing activities are based on consent, your right to withdraw consent at any time does not affect the lawfulness of processing based on (i) consent prior to withdrawal or (ii) other lawful grounds, particularly legal obligations the researcher must comply with regarding safety purposes.

7. Complaints: If you have a complaint about our use of your Personal Data or our responses to your requests regarding your Personal Data, you may submit a complaint to the data protection authority in your jurisdiction. However, we appreciate the opportunity to address your concerns before you approach a data protection regulator and encourage you to direct any inquiries to us first. In addition to the contact information above, please reach out to our team at cs@pineprep.com.