Privacy Policy
Compliance with data protection regulations is of high importance to our company. We would like to inform you about the processing of your personal data as a user of the software 'Schulungstool.de' with the URL https://university.x-act-cologne.com. In the following sections, the software will be referred to as 'University':
Responsible Authority
Responsible for the collection and processing of personal data in the ‘University’ is our company:
X-act Cologne Clinical Research GmbH
Rudi-Conin-Straße 4
50829 Köln | Germany
Data We Need
This includes your personal data, such as:
- Name
- Organization
- Department
- Position
- E-mail address
- Course attendance
- Training certificates
- Overdue course attendance
- Regular course repetitions in number and graphic
- Courses
- Users
- Groups.
Purposes of Data Processing
All data we collect in the 'University' are processed in the context of training and for creation of the user accounts.
The trainings are either for internal users employed at X-act Cologne Clinical Research GmbH, e.g.:
- Onboarding trainings
- SOP trainings
- Trainings on study-specific details, like RTSM systems, EDC systems etc..
Otherwise, the trainings are for external users who are trained within the context of clinical trials:
- Trainings on study-specific details, like RTSM systems, EDC systems etc..
Data Deletion
All data collected by us are destroyed or deleted after the expiration of the legally valid retention periods.
For internal users employed at X-act Cologne Clinical Research GmbH, this particularly includes training certificates, generated per course and user from the system. The user accounts of internal users are also deleted, once the employment relationship ends.
Training certificates for external users are also downloaded from the system and destroyed or deleted after the expiration of the legal retention periods. The user accounts of external users are deleted once the last clinical trial for which the user has completed training has ended.
Confidential Treatment of Your Data
We treat your data confidentially. We only transfer data to third parties if it is absolutely necessary and based on a legal basis, such as to:
- Authorities upon request, auditors, and inspectors
- Storage of training certificates in the Trial Master File of a clinical trial
- Storage in the corresponding folders of the quality management system.
Furthermore, there may be additional legal obligations to transmit data in individual cases, but these arise not generally, but only in specific cases.
Your Data Protection Rights
As a data subject, you have the right to obtain information about your personal data and to request the correction of incorrect data or the deletion of data, provided one of the reasons mentioned in Art. 17 GDPR applies, e.g., if the data are no longer needed for the purposes pursued. There is also the right to restrict processing if one of the conditions mentioned in Art. 18 GDPR is met, a right to object under Art. 21 GDPR, and, in the cases of Art. 20 GDPR, the right to data portability.
Every data subject has the right to lodge a complaint with a supervisory authority if they consider that the processing of personal data relating to them infringes data protection regulations. The right to lodge a complaint can be exercised at a supervisory authority in the member state of the person's place of residence, workplace, or the place of the alleged infringement.
Contact Details of Data Protection Officer
You have the right to contact our Data Protection Officer at any time, who is obligated to maintain confidentiality regarding your inquiry. The contact details of our Data Protection Officer are:
datenschutz süd GmbH
Wörthstraße 15
97082 Würzburg
E-Mail: office@datenschutz-sued.de
Further information is available upon request.