Privacy Policy

CTC Privacy Policy

for CTC Clinical Trial Consulting AG (CTC Resourcing Solutions) and for CTC Resourcing Solutions GmbH, referred to in this document as "CTC".

At CTC, we are committed to protecting and respecting your privacy.

This Policy explains why and when we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure. We may change this Policy from time to time, so please check our website occasionally to ensure that you’re happy with any changes.

 

Any questions regarding this Policy and our privacy practices should be sent by email to dpo@ctcresourcing.com, or by writing to CTC, Münchensteinerstrasse 41, 4052 Basel, Switzerland.

 

A.  General

1. Who are we?

CTC (registered as CTC Clinical Trial Consulting AG and trading as CTC Resourcing Solutions in Switzerland), is a specialist recruitment and training organisation operating in the Life Sciences Industry. Our headquarters are in Basel, Switzerland with an affiliate organisation in Frankfurt, Germany.

The controller responsible for the processing of your data is:

CTC Clinical Trial Consulting AG, Münchensteinerstrasse 41, 4052 Basel, Switzerland

Telephone: +41 61 695 88 66, Email:dpo@ctcresourcing.com

 

Our affiliate company collecting personal data on behalf of the controller in Germany is:

CTC Resourcing Solutions GmbH, Westhafenplatz 1, 60327 Frankfurt, Germany

Telephone: +49 69 256 22 9599, Email: dpo@ctcresourcing.com

 

CTC Resourcing Solutions in Switzerland is also the controller responsible for the data processing on our website and our representative in Switzerland for CTC Resourcing Solutions GmbH, Germany.

CTC Resourcing Solutions GmbH, Germany is our representative in the EU for CTC Resourcing Solutions in Switzerland.

 

The data protection officer for both companies is:
Manu Chhokra, CTC Resourcing Solutions, Münchensteinerstrasse 41, 4052 Basel, Switzerland

Telephone: +41 61 695 88 66, Email: dpo@ctcresourcing.com

 

2. Why we collect information about you?

We enable careers in the Life Science industry and we support our clients to engage, retain and develop the right talent at the time needed. We will therefore collect and process information about people

  • who visit our website (see also Section B)
  • who interact with us to follow job opportunities or projects in the Life Science Industry (Pharma, Biotech and Medical Devices etc.) (see also Section C)
  • who are employed by CTC (see also Section C).

 

3. How long do we keep your data?

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We hold your personal information on our – and in certain cases specified third party service provider – systems for a period of up to 10 years, or as long as is set out in any relevant contract you hold with us and our legal requirements.

 

4. Who has access to your information?

CTC will not sell or rent your information to third parties.

CTC will not share your information with third parties for marketing purposes.

Third Party Service Providers working on our behalf: We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to service a request or contract with us, and send you information).

Such Third Party Service Providers may include:

  • providers to whom we outsource certain support services for our services (e.g. IT services and accounting, salary administration)
  • third parties whom we engage to perform our services (e.g. technology providers for the provision of a data room, translation agencies)
  • third parties who are involved in the organization or performance of events (e.g. conference room providers).

These Third Party Service Providers may be located in Switzerland or in any country of the EU. We do not intend to transfer your personal data to a country that does not have an adequate level of data protection. For exceptions please see Section A.12.

However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service. Legal basis for transfers to third party service providers is the performance of a contract or a pre-contractual relationship or our legitimate interests for business and administrative purposes. Please be reassured that we will never release your information to third parties beyond the company, unless you have requested us to do so, if it is necessary for the performance or preparation of a contract, or if we are required to do so by law, for example, to courts, law enforcement agencies and other authorities. Personal data may be passed on to third parties if this is necessary to comply with legal or regulatory provisions.

Recipients of your personal data may also be customers or prospects of CTC who notify us of a need or where we believe the customer is likely to have a need. In this case the information will be limited to what is necessary to address you as a contact person. Our customers are generally located in Switzerland or the EU, therefore we do not intend to transfer your personal data to a country that does not have an adequate level of data protection. For exceptions please see Section A.12.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation. Legal basis for such transfers is our legitimate interest to conduct such transactions.

Furthermore, we may transfer your personal information to a third party if we are under a duty to disclose or share your personal data in order to comply with any legal obligation. Legal basis is the compliance with such legal obligation.

A transfer of personal data may also be necessary to enforce or apply our terms of use or to protect the rights, property or safety of our customers. Legal basis for such transfers is the performance of a contract to which the data subject is party or our legitimate interests for business and administrative purposes. However, we will take steps to ensure that your privacy rights continue to be protected.

 

5. Your choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct communications from us about our jobs, training courses and services, then you can select your choices by ticking the relevant boxes situated on the form on which we collect this information.

If we are your employer, please be aware that we have a legal obligation to ensure that specific personal data are obtained, retained and managed/processed for each of our employees for the purposes of their employment. Therefore, if you choose to object to data processing in this regard, this might require the cessation of your employment.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior (separate) consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted.

You can change your communication preferences at any time by contacting us by email: info@ctcresourcing.com or telephone on +41 61 695 88 66.

To the extent that your consent was required for processing of your data, you can withdraw that consent at any time. To do this, you simply need to send us an email letting us know. If you withdraw your consent, this will not affect the lawfulness of processing carried out before the withdrawal.

 

6. How you can access and update your information or restrict processing

The accuracy of your information is important to us. You have the right to request a copy of the information, we hold about you. You also have the right to request the rectification or completion of inaccurate and or incomplete personal data from us.

Furthermore, you may ask us to restrict the processing of your data or object to processing altogether, provided the legal requirements for such demands are met.
You can do this by contacting us by email: dpo@ctcresourcing.com or telephone on +41 61 695 88 66.

 

7. Right to erasure

You have the right to instruct CTC to erase the information we hold about you. We will erase the information provided that there is legal ground for the deletion, for instance because the processed data is no longer necessary for the purposes for which it was collected or you withdraw your consent or object to the processing and there is no other legal ground for the processing, and we do not have a valid reason to object to the deletion. You can do this by contacting us by email: dpo@ctcresourcing.com or telephone on 00 41 61 695 88 66.

 

8. Right to lodge a complaint

You have the right to lodge a complaint with the competent supervisory authority at any time. The competent data protection authority in Switzerland is the Federal Data Protection and Information Commissioner.

 

9. Security precautions in place to protect the loss, misuse or alteration of your information

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information transferred (such as credit or debit card details) is protected with at least 128 bit TLS encryption. When you are on a secure page, a lock icon will appear on the bottom of web browsers.

Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

 

10. Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites, even if you access them using links from our website.

In addition, if you are linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

 

11. Age 16 or under

As our business focuses on providing services to businesses and professionals in the employed environment, we do not routinely store or need to store information about children, unless it is related to maternity and/or child allowance provision to the parent.

If we are contacted by anyone aged 16 or under‚ we will require a parent/guardian's permission before storing or processing any personal information.

 

12. Transferring your information outside of Europe

We use a trusted Swiss based third party hosting provider to assist with the running and management of the website. CTC servers and backups are stored in Switzerland and the EU.

As part of the services offered to you, the information which you provide to us may be transferred to countries outside the European Union (“EU”) or the European Economic Area (“EEA”). We will inform you about the respective details of such transfers.

We will make such a transfer only if it is permitted by law, e.g. with your explicit consent, if necessary for the fulfilment of a contract with you or for the fulfilment of a contract concluded in your interest as well as for purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests as the data subject. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy (e.g. through governmental adequacy decisions, binding company regulations, standard contractual clauses, certificates or recognised codes of conduct. Please contact our data protection officer if you would like more information on this.

If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.

 

13.   Review of this Policy

We keep this Policy under regular review. This Policy was last updated in May 2021 (v4.1)

 

B.  Visiting the website

In order for us to be able to show you the website, it is necessary to process certain information. This already takes place when you call up our website. In addition, we offer various functions on our website that require further data processing.

 

14. Personal data processed

Log Files

When you visit our website, your browser sends various information to our server. We need these to establish and maintain the connection. Among the data is your IP address, which we treat as personal data. In addition, the following data is collected:

  • Date and time at the time of access
  • Amount of data sent in bytes
  • Source/reference from which you reached the page
  • Browser used
  • Operating system used

This data is not merged with other data about you. The storage of log files including your IP address serves the legitimate interest of providing our website and preventing its misuse. Stored log files are deleted after 30 days, unless longer storage is necessary, for example, to prevent or clarify an attack on our website.

 

Contact form

You can send us an enquiry at any time using the contact form on our website. The following information will be requested: name, email address. The data that you provide to us as part of the free text field, is provided by you voluntarily.

We use this data for answering your enquiry and the associated communication. The legal basis for this processing depends on the content of your enquiry. If your enquiry is directed towards the conclusion of a contract with us, the processing is carried out within the framework of this pre-contractual obligation. Otherwise, legal basis for the processing is our legitimate interest in providing the contact functionality and answering your enquiry.

Your data will be deleted as soon as your enquiry has been conclusively processed. In the event of a contract being concluded, we may process the data for the purpose of fulfilling the contract.

 

15. Use of cookies

We use cookies on our website for various purposes. A cookie is a small text file containing information that is transmitted by your browser and stored on your computer. These cookies do not contain any personal data. You can also control the use of cookies in your browser and delete cookies yourself at any time. If the cookies listed below have their own option for deleting or blocking them, this is shown in the respective description. Cookies may be necessary to establish a connection or to improve the use of the website.

You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of our website.

The use of technically necessary cookies and the associated data processing is based on our legitimate interest in providing our website. Technically necessary cookies are usually deleted automatically when you close your browser (session cookies), in other cases only after some time (persistent cookies). The storage period of persistent cookies can be viewed in your browser.

For the cookies described below, the legal basis for data processing is your consent. You can prevent the storage of cookies. In addition to the option of preventing them in the settings of your browser software, the individual cookies usually offer a separate option to block or deactivate them. This is then shown below in each case.

 

Technical cookies

Technical cookies are used to enable additional functionalities or a more comfortable use of the website, e.g. by saving your country or language settings. Technical cookies are usually deleted automatically when you close your browser (session cookies), but in other cases they are only deleted after a longer period of time (persistent cookies). The storage period can be viewed in your browser.

Cookies used on our site:

  • Google Fonts. Google Ireland Limited (Gordon House, Barrow Street, Dublin 4, Ireland)
    With Google Fonts, Google fonts are reloaded via a Google server. This external call-up transmits data to the Google servers. In this way, Google also recognises the IP address with which you visit our website. Further information can be found here: https://fonts.google.com/about and https://policies.google.com/privacy
  • Google Maps. Google Ireland Limited (Gordon House, Barrow Street, Dublin 4, Ireland)
    In order for Google Maps to provide the service, Google needs to collect and store data from you. This includes your IP address, search terms and location data. Further information can be found here: https://www.google.com/help/terms_maps/ and https://policies.google.com/privacy
  • Cloudflare CDN. Cloudflare Inc. (101 Townsend St., San Francisco, CA 94107, USA)
    CTC uses Cloudflare CDN to deliver content, to improve its website functionality and to make the CTC website safer. The information processed may include IP addresses, system configuration information and other information about traffic to and from CTC’ websites. Further information can be found here: https://www.cloudflare.com/privacypolicy/

 

Cookies for usage analysis

Analysis and tracking cookies are used to record and evaluate your usage behaviour when using our services or visiting our website. For example, we find out how often certain functions are used or content is read, or whether you came to us via an advertisement placed by us. We use this data to further improve the usability of this website and the attractiveness of its services.

The data processing for usage analysis takes place during your visit to our website and only until the time of your effective objection.

Cookies used on this website for usage analysis:

  • Google Tag Manager / Google Analytics
    This website uses Google Analytics, a web analytics service provided by Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA ("Google"). Google uses a cookie to collect information about your use of this website (including your IP address) in the USA and stores the information. However, we use Google Analytics exclusively with an anonymisation function, whereby the IP address is shortened before transmission by Google within member states of the European Union or in other contracting states of the Agreement on the European Economic Area. Only in exceptional cases is the full IP address transmitted to Google in the USA and only shortened there. Google analyses the information collected and sends us reports on the usage activities on our website and provides us with further services for this purpose. The IP address transmitted by your browser as part of Google Analytics will not be merged with other Google data.

In addition to blocking all cookies through your browser, you can prevent the processing of your data by Google by downloading and installing the browser plug-in available under the following link: http://tools.google.com/dlpage/gaoptout?hl=de.

As an alternative to the browser plug-in or within browsers on mobile devices, please click on the following link to set an opt-out cookie that will prevent the collection of data by Google Analytics within this website in the future (this opt-out cookie only works in this browser and only for this domain; if you delete your cookies in this browser, you will have to click this link again): Google Analytics deactivate [JavaScript Opt-Out Cookie].

For more information on Google Analytics, please see Google's privacy statement:

https://support.google.com/analytics/answer/6004245 and https://policies.google.com/privacy.  

C. Applicants, candidates, contractors and employees

16. Data processing for applicants, candidates, contractors and employees

If you apply for a job offered or promoted by us, we process your personal data insofar as this is necessary for processing your application and for the establishment, implementation, administration and management of the employment relationship. This may include

  • maintenance of personal records to fulfil employer obligations of your employment, as per Swiss or German Employment Law, and to ensure compliance with the applicable employment, social and tax legislation
  • fulfilment of book-keeping obligations
  • quality measures such as a customer questionnaire or carrying out an assessment ourselves
  • assessment of performance
  • for management purposes, including work organization and management of disputes
  • ensuring the safety and protection of employees, assets and know-how.

The legal basis for processing your data for the above purposes is the performance of a contract or a pre-contractual relationship. We will also process your data if necessary for compliance with legal and regulatory obligations, for example in connection with a civil or criminal investigation or the exercise or defence of legal claims. Otherwise, legal basis for processing personal data can also be your prior consent or our legitimate interest to offer you and our customers the best possible service.

The data processed to fulfil these tasks may include, but are not limited to, the following data:

  • Name, address, email address, personal or contact details.
  • Date of birth, gender, nationality, marital status and parental status.
  • Demographic details of immediate family members, where relevant.
  • Copy of passport (or similar) and work permit, as relevant application details.
  • Current photographic portrait for identification purposes, and/or work permit application.
  • Prior employment relationships, employment history, employment references.
  • Curriculum Vitae stating your educational information and experience, including Reference Letters.
  • Qualification and training.
  • Wage, benefits, payroll information, bank account details.
  • Taxation information for tax-at-source deductions, as per canton and/or country of residence
  • Holiday, absences (including dates and duration), employee health and medical certificates, sickness benefits.
  • Actual working hours, including business travel hours and related expense reimbursements.
  • Accident event details for registration with accident insurance.
  • Work performance feedback, including Probationary and Annual reviews, and Departure feedback.
  • Other information relevant to surveys and/or offers used for social event and educational development planning.
  • Disciplinary information, criminal convictions.
  • Security related data.
  • Your CTC Contract of Employment indicating your employment details such as your job title, working percentage, location of work, start and duration of employment, agreed remuneration.

We may use your information to:

  • Contact you regarding queries raised in the contact form.
  • Progress a request you have submitted and send you information directly related to this request.
  • Carry out our obligations arising from any contracts entered into by you and CTC.
  • Create business portraits of employees or, with prior consent, marketing material for CTC.
  • Seek your views or comments on the services we provide.
  • Notify you of changes to our services.
  • Send you communications which you have requested and that may be of interest to you. These may include information about new jobs, upcoming new jobs, training courses, and updating the details we have for you on the system.
  • Process a job application.
  • Process a training course registration.

Data relating to you may be received by internal offices that are entrusted with carrying out the necessary business processes as intended (e.g. personnel administration, accounting, controlling, tax office, credit institutions, IT service providers). Data may also be transferred to external third party service providers processing such data on our behalf. In addition, public bodies that receive data on the basis of statutory regulations (e.g. social insurance institutions, tax authorities) may also receive data.

If you have been recruited or applied for a job in the field of personnel services, your data will be passed on to the extent necessary for these purposes.