Dear Visitor/Volunteer

As part of research studies you are contemplating to volunteer for it is necessary for us to process your personal data, being the information you are to enter, accurately, via the online volunteer mailing list form. Before you submit/send any information via this website and before you agree to participate in research studies, it is important that you read and understand the following explanation of the above personal data processing.  You may not participate in the study if you decide you do not want to have your personal data processed in this manner and for these purposes.

For a description on the manner in which we process your private and sensitive data, please pay specific attention to Sections 1 through 8 of this policy.

General:

We are not capturing any Personal Data (see definition below) whilst you are only browsing through this website. Please note that you will be providing Personal Data when you are required to send a message from the website, fill out a form or questionnaire. You will be requested to confirm that you have read this privacy policy, once you are attempting to submit Personal Data. If you choose to share personal information with the FARMOVS in any other manner, the FARMOVS undertakes to only use such information for the purposes you have authorised, below (Section 8).

Technical information refers to information that does not by itself identify a specific individual. As you browse through our website, certain technical information may be passively collected by FARMOVS’ web server through making use of ‘cookies’ and/or ‘server logs’.

Security Disclaimer

All electronic storage and transmission of personal information are protected with security technologies and policies. FARMOVS will make all reasonable efforts to ensure the integrity, security, and confidentiality of all Personal Data submitted and/or obtained from you, subject to the disclaimer that no data transmission over the internet can be guaranteed to be 100% secure and FARMOVS cannot guarantee or warrant the security of any information you transmit to or from this website, and you do so at you own risk. FARMOVS will not be held liable under any circumstances if such information is compromised, disseminated or disclosed through conduct outside the control of FARMOVS, such as hacking, infection by viruses or any other computer programming routines or software that aim to damage, adversely interfere with, clandestinely seize or expropriate any system, data or personal information.

If this website provides you with links to other websites, we inform you that such linked websites are operated and maintained by third parties. FARMOVS is not responsible for the privacy policies or the content of the linked websites. Any links that might be provided are only provided for your convenience and such sites or their contents are not endorsed by FARMOVS.

FARMOVS reserves the right to change, amend or update this policy periodically. Any updates to the policy will be posted in this area of the website, for your easy access.

For any comments and questions regarding this Privacy Policy, you can contact us at FARMOVS at Jan-Carel.Coetzee@farmovs.com

IMPORTANT:

PERSONAL DATA

  1. Types of personal data that FARMOVS processes, purposes and legal basis of processing

1.1. Personal Data

“Personal Data” refers to data, about an individual who can be identified from that data; or from that data and other information which an organisation has or is likely to have access.

Such Personal Data includes, but is not limited to, your name, gender, date of birth, passport or other identification number, telephone number(s), residential mailing address, personal email address, photographs or security cameras system (CCTV) footage from which you can be identified, and any other personal information or details that you provide to FARMOVS .

1.2. FARMOVS endeavors to use personal data only in ways that are compatible with the purposes for which it was collected or subsequently authorised by you. Only Personal Information that is relevant to our use, accurate, complete, current, and otherwise reliable in relation to the purposes for which the information was obtained is used by FARMOVS.

1.3. Unless required or authorised by law, FARMOVS will not process sensitive personal information about you for purposes other than those for which the information was originally obtained or subsequently authorised by you.

1.4. More specifically, we may process data in the course of our Clinical services:

As a Contract Research Organisation, we collect, host and analyse health data relating to clinical trial subjects, on behalf and according to the directions of our clients/sponsors. To enhance privacy only authorised FARMOVS personnel, study doctors, sponsor representative, auditors, the Ethics Committee and/or regulatory authorities may access the complete, named, subject records at the investigational sites. All clinical and medical information processed by FARMOVS is done so under contract with our  clients/sponsors. The processing occurs based on your explicit consent given hereby.

2. Transfer of Data

2.1. We do not and will not sell, rent out or trade your personal information. We will only disclose (transfer, share, send, or otherwise make available or accessible) your personal information to third parties in the ways set out in this consent form.

2.2. FARMOVS may disclose your personal information to a third party or use it for a purpose other than the purpose for which it was originally collected or subsequently authorised, only if you consent to such further processing.

2.3. FARMOVS may share your personal information with its agents, contractors, clients or partners in connection to services that they perform for, or with, FARMOVS. We shall ensure that any third party to which personal information may be disclosed subscribes to the principles set hereby and is subject to applicable legal framework.

2.4. In some cases, FARMOVS may disclose personal information if required to do so by law, if disclosure is required to be made to law enforcement authorities, if we believe disclosure is necessary or appropriate to prevent vital individual’s interests (e.g. from physical harm) or in connection with an investigation of suspected or actual illegal activity.

3. Security measures (See also the Security Disclaimer above)

3.1. FARMOVS operates in compliance with strict and detailed policies and procedures and employs reasonable physical, electronic, managerial and technical procedures to safeguard and secure any personal information from loss, misuse, unauthorised access or disclosure, alteration or destruction. We will destroy or de-identify personal information once we no longer require it for our business purposes, or as required by law.

3.2. To get quality as an outcome, all our procedures are planned, executed, evaluated, reviewed and upgraded according to the highest standards. We implement Privacy and Quality by Design and by Default, as a holistic systems-based approach to the design, development and delivery of services to our clients. We operate under Standard Operating Procedures in compliance with applicable laws, regulations and guidelines.

3.3. Paper format files storage and protection: FARMOVS needs to store and process some necessary files (such as contracts, consent forms, invoices etc) containing personal information in hard-copy versions. All such paper-formatted files are filed based on each of our company’s divisions and are stored in specially designed storage rooms. These rooms are locked and access cards are only granted to personnel at a need-to-know basis. Also, safety measures in the event of fire are implemented, including fire-fighting equipment. Our server room, as described, is also protected and has restricted access, special air-conditioning system and power-supply recovery system.

3.4. Electronic Filing and Storage: Some of your personal information will be stored in the database of our company’s server.

3.5. Biometric Data Capturing: When visiting our premises, for security reasons, in commonly used spaces and in storage rooms, at our premises in Bloemfontein, we have installed security cameras systems (CCTV). Images are recorded for the purposes of detection and prevention of crime and safety and security management. These security cameras systems are not utilised to identify trial participants or for any other use pertaining to clinical studies, however it does contain biometric information by which you can be physically identified. CCTV footage is destroyed as soon as it is not further required for safety and security purposes or as is required by legal requirements, whichever is the latest.

4. Data Integrity

FARMOVS shall only process personal information in a way that is compatible with and relevant for the purpose for which it was collected or authorised by the individual. To the extent necessary for those purposes FARMOVS shall take reasonable steps to ensure that personal information is accurate, complete, current and reliable for its intended use.

5. Data retention

5.1. We will not retain data longer than necessary to fulfil the purposes for which it was collected, according to our contractual arrangements, or as required by applicable laws and regulations.

5.2. The information you provide to us may be archived or stored periodically by us, according to backup processes and will only be retained for as long as is it required for the purposes for which it was collected, unless the law requires us to hold your personal information for a longer period, or delete it sooner, or unless you exercise your right to have the information erased (where it applies) and we do not need to hold it in connection with any of the reasons permitted or required under the law.

5.3. Data logs of the security cameras system shall be stored for a specified time, according to the purpose for which they are processed.

6. Access to Personal Information

6.1. Upon request, and as required by law, FARMOVS will provide to you access to your personal information and allow you to correct, amend or delete inaccurate information, except where the rights of other persons would be violated, legal provisions or the trial requirements prohibit it.

6.2. FARMOVS reserves the right to charge in some cases a reasonable fee to cover costs for providing copies of Personal Information requested by Individuals.

7. Withdrawal of Consent

You may withdraw your consent for the processing of your information at any time. FARMOVS and the Sponsor may still use study data that was shared with it before you withdrew your consent. You acknowledge that where FARMOVS or the Sponsor have a regulatory obligation or an overriding legitimate interest to retain your personal information, the withdrawal of your consent will not limit the ability of FARMOVS or the Sponsor to continue processing your personal information in line with that legal basis.

8. Our commitment to children’s privacy

Protecting the privacy of children is especially important for us. For that reason, in cases we need to collect and process personal data of children under 18 years old, we only do that after obtaining consent from their parents or legal guardians (e.g. for their participation in a clinical trial).

By completing any information on this website and clicking on submit/send, I confirm that:

  • At the time of submitting this information, I am older than the age of 18 years

  • I have read and understand the above information

  • I have had the chance to ask questions and these questions have been answered satisfactorily

  • I agree to have my Personal Data processed in accordance with this informed consent form

  • I agree that part of the above processing, will include adding my details to a volunteer or patient database

  • I consent to being contacted by FARMOVS, for the above purposes, answering any query I might have submitted and also to be informed of and invited to participate in clinical trials