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Privacy Policy

Last updated: June 2025

1. Introduction

Welcome to Chem SampleHub ("Platform", "we", "us", or "our"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our sample request management platform. Please read this policy carefully. By accessing or using the Platform, you agree to the terms described below.

2. Information We Collect

2.1 Account Information

When you register or are invited to use the Platform, we collect information such as your full name, email address, and role within your organisation.

2.2 Sample Request Data

Information you provide when creating or managing sample requests, including prospect names, company names, shipping addresses, contact phone numbers, product details, quantities, and any notes or messages attached to requests.

2.3 Usage Data

We may automatically collect certain technical information when you access the Platform, including your IP address, browser type, device information, pages visited, and timestamps of activity. This data is used to maintain the security and performance of the Platform.

2.4 Uploaded Documents

Any documents you upload (e.g. Certificates of Analysis, Safety Data Sheets, Product Data Sheets) are stored securely and associated with the relevant sample request.

3. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain the Platform and its features
  • Process and manage sample requests on behalf of your organisation
  • Send email notifications regarding request status updates, document uploads, and shipment tracking
  • Communicate with prospects and customers on your behalf as directed by you
  • Monitor and improve the performance and security of the Platform
  • Comply with legal obligations and enforce our terms

4. Sharing of Information

We do not sell or rent your personal information to third parties. We may share your information in the following limited circumstances:

  • Within your organisation: Information relating to sample requests is visible to relevant members of your company (sales representatives and administrators) as determined by your organisation's role configuration.
  • Service providers: We may share data with trusted third-party providers who assist in operating the Platform (e.g. cloud hosting, email delivery), subject to appropriate data processing agreements.
  • Legal requirements: We may disclose information if required to do so by law, regulation, or valid legal process.

5. Data Retention

We retain your personal data for as long as your account is active or as needed to provide services. If you wish to delete your account or request removal of your data, please contact us at the support email listed on the login page. Some data may be retained for legitimate business or legal purposes even after an account is closed.

6. Security

We implement industry-standard technical and organisational measures to protect your information against unauthorised access, alteration, disclosure, or destruction. These include encrypted data transmission (HTTPS), access controls, and role-based permissions. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

7. Cookies

The Platform may use cookies and similar technologies to maintain your session and remember your preferences. You may configure your browser to refuse cookies, but this may affect the functionality of the Platform.

8. Your Rights

Depending on your location, you may have rights regarding your personal data, including the right to access, correct, or request deletion of your information. To exercise these rights, please contact your company administrator or reach out to us via the contact page.

9. Third-Party Links

The Platform may contain links to external websites or services. We are not responsible for the privacy practices of those third parties and encourage you to review their privacy policies.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the date at the top of this page. Your continued use of the Platform after any changes constitutes your acceptance of the revised policy.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact your company administrator or visit our Contact Us page.