Privacy Policy Statement

1. Introduction

Within LUMICKS Technologies B.V and its subsidiaries (LUMICKS) we are committed to respecting and upholding privacy obligations in compliance with EU- General Data Protection Regulation 2016/679 (‘the GDPR’) and all other regulations that apply to the nature of our business, such as the Dutch Telecommunications Act. This Privacy Statement will set out and explain LUMICKS´ procedures showcasing LUMICKS, to be in compliance, with the GDPR and other national and international laws applicable to the processing of personal data. This document lays down rules relating to the protection of customers with regard to the processing of personal data, the most fundamental of which is the right to protection of personal data. This Privacy Statement has been drafted in guidance with the GDPR and applies to all of LUMICKS’ services that include among others the use of our products, our marketing activities, business development activities, sales processes, maintenance procedures, web shop sales, customer contract fulfillment activities, and recruitment. This list is non-exhaustive and in the future legitimate interests pursued by LUMICKS are likely to expand to include other categories.

All personal information disclosed to LUMICKS is subject to the following principles of data protection; data processing/collection will be lawful, fair, confidential, accurate and limited to what is necessary. Lawful processing of personal data requires processing data for a specific purpose and primarily the consent of the data subject. The data subject possesses the right to withdraw his or her consent at any time, however, the withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal. This document will explain why LUMICKS collects personal information, when, how it is used, how it is kept safe, the conditions under which it may be disclosed to other parties, and how a data subject can access their stored data or exercise rights granted under the GDPR.

All data subjects have the right to obtain a complete erasure of personal data without undue delay given the data subject can prove that the personal data is no longer necessary in relation to its purpose of collection, withdrawal of consent by the data subject or the personal data has been unlawfully processed. In addition, data subjects have the right to rectification of incorrect personal data which obligates LUMICKS to without undue delay rectify inaccurate personal data. Data subjects posses the right to be informed upon asking whether their data is being processing and possess the right to access personal information concerning him/her. In the event, the data subject objects to processing for marketing purposes, LUMICKS’ is obligated to stop processing for such purposes, in compliance with the GDPR.

2. Who are we

LUMICKS develops and delivers dynamic single-molecule and single-cell solutions for life science. Our company headquarters. LUMICKS B.V., are located in Amsterdam, the Netherlands, while our subsidiary company LUMICKS USA Inc. (USA) is based in Waltham, MA, USA and LUMICKS (Beijing) Trading Ltd in Beijing, China. We operate throughout the whole world.

For all our services, the data controller – the company that is responsible for your privacy and the processing of your personal data – is LUMICKS B.V. We can be contacted by e-mail: privacy@lumicks.com.

3. Your personal data

This Privacy Statement applies to all our services and the processing of your personal data in this matter.

LUMICKS will process your personal data for the purposes set forth below. LUMICKS will hereinafter identify the categories of personal data involved, the specific purpose of processing, and the legal basis that LUMICKS relies on for each purpose. LUMICKS shall not process your personal data for any purposes other than those that are set out in this Privacy Statement. In addition, hereto, your personal data will not be stored for longer than is necessary for these purposes, unless we are required to do so under law.

3.1. How LUMICKS’ uses personal data / Legitimate interests pursued by LUMICKS

LUMICKS uses personal data for one or more of the following legitimate interests purposed by the business entity:

1. To realize any contract, including the management of services, products, and materials to and from LUMICKS and the delivery of services.
2. To providepotential customers with requested information, brochures, scientific content or connect with one of our experts
3. To manage attendance of workshops, webinars, events.
4. To send potential customers information about latest publications, our product developments, and events.If you do not wish to receive these emails you can subscribe by following opt-out instructions included in the email.
5. To display promoted content to potential customers that LUMICKS believes is relevant based on prior website activity (see paragraph onuse of website).
6. Marketing purposes which include (a) to develop and improve our products and/or services; (b) to create organizational analysis and development, management reporting and corporate or financial transactions, such as acquisitions and divestitures; and/or (c) to meet statutory or other legal requirements, including the disclosure of personal data to government institutions or supervisory authorities, and to exercise or defend legal claims.

Brochures, application notes, flyers, and newsletters

Via our website, www.lumicks.com, you may download several brochures or flyers on our products by filling in your first and last name, name of your organization or lab, and an e-mail address. This data will be used to send you the requested brochures or flyers and to send you personalized e-mails by our Application Scientists and Account Managers.

You may also opt-in to receive marketing e-mails about our new products, special offers, workshops, or other information that might be relevant to you. You may always opt-out, unsubscribe or withdraw your consent to receive such details or special offers by clicking on the “unsubscribe” button at the footer of each e-mail, or by sending an e-mail to this effect to privacy@lumicks.com. After such withdrawal of consent LUMICKS will delete your e-mail address from our internal records on our newsletters and marketing e-mails as quickly as possible, within a maximum of 5 working days.

Webinars & workshops

LUMICKS collects data about the people who attend our webinars and workshops for our future marketing activities. Personal data for this purpose will include full name, email addresses and social media accounts. Optionally, attendees may provide LUMICKS with more information about their research field, applications, and motivation for attending the workshop. This data will be used to send you personalized e-mails on possibly interesting topics, and to verify your attendance at the workshop/webinar location.

Contact

You may contact us via our contact form on our website for more information, a demo on our products, or a quote. We will ask you to provide us with your first and last name, your country, and an e-mail address. Optionally, you may choose to inform us on the university of lab you are working with, and to provide us with your phone number if you wish to be contacted by phone rather than by e-mail.

Cookies and similar techniques

The website www.lumicks.com also uses cookies or similar techniques. The use of these cookies and any cookies or similar techniques as used on our other websites is further described in paragraph 7.

Access and use of Harbor

For information on the processing of your personal data through the access and use of Harbor, LUMICKS’ own platform and interactive community of researchers that allows you to share and comment on user-generated scripts for experiment automation and data analysis, we kindly refer you to the following privacy statement: Privacy Statement Harbor.

3.2. Our products

LUMICKS Store

LUMICKS offers several products via our online LUMICKS Store. In order to purchase one of our products, we request you to provide us with your first and last name, your shipping address, phone number, and e-mail address. Without such information, we are not able to ship or deliver our products. If the product must be shipped to your company’s address, you may also fill in the accurate company name to avoid any wrong deliveries.

You may also request a quote at the checkout page of our online store to explore the possibility to order through a purchase order. In order to send such a quote, we will ask for your e-mail address and your street address information.

You may register and create an account for our online LUMICKS Store. To create such an account, you must provide a username, your e-mail address, and a password. The username will be displayed in the account section and when writing reviews. From this account, you can view your recent orders, manage your shipping and billing addresses, and edit your account details (such as your name, username, and password). You may also find an overview of recent quote requests. The provided shipping and billing addresses via your LUMICKS Store account will be used on the checkout page by default.

In addition to the above, we may collect demographic information (such as the city you are living in or located in) on an anonymized basis to analyze the overall interests of our customers. Furthermore, we collect payment information to check whether the payment has actually gone through, and will save your purchase history to understand your needs, to personalize our marketing and sales approach, and to provide you with a better service. This data will only be used to align our products with market needs and to fulfill our legitimate interests thereto. You may always object to these activities by way of opposing this or contacting LUMICKS.

After placing an order, we will send you an e-mail to confirm this order and to inform you of the delivery thereof. We may also send you information about the products and services you have purchased from us.

3.3. Careers at LUMICKS

Via our website, we display all currently available vacancies within LUMICKS. If you wish to apply to one of our vacancies or to send an open job application, you may use our contact form, in which you must provide us with your first and last name, your e-mail address, a short motivation as to why you wish to join LUMICKS, and a copy of your CV.

As we are committed to supporting an inclusive and diverse work environment for everyone and to respect differences and oppose discrimination, we may gather information of a sensitive nature, including your nationality, racial and/or ethnic origin, and gender, which information you may provide on a voluntary basis.

The information provided by you will only be used for recruitment and selection purposes only, so we may assess whether you are suitable for the vacant position at stake.

After the application procedure has been completed, your data will be deleted within four weeks, unless you have given us your permission to store your data for up to one year hereafter.

3.4. Other

If you recently published an article related to the field of research we operate in, we may save your name and publication subject for contact purposes in order to explain why our product may be helpful for your research. In this respect, we make use of an online service that may visualize or identify certain academic entities operating in a specific field of expertise and will only use openly accessible information that is ought to be published for contact purposes.

4. Sharing your information

We do not, and will not, sell any of your personal data to any third party – including your name, address, email address, or credit card information. We want to earn and maintain your trust, and we believe this is absolutely essential in order to do that. However, we share your data with the following categories of companies as an essential part of being able to provide our services to you, as set out in this statement:

• Companies in the LUMICKS group, as it could be that different bits of our group are responsible for different activities;
• Companies that do things to get your purchases to you, such as payment service providers, order packers, and delivery companies;
• Professional service providers, such as marketing agencies, advertising partners and website hosts, who help us run our business;
• Our distributors, agents, sub-contractors or other associated organizations with the purpose of them providing services to you on our behalf;
• We may provide third parties with aggregated but anonymized information and analytics about our customers and, before we do so, we will make sure that it does not identify you.

More in particular, we use Outreach and Account Engagement from Salesforce as our marketing automation platform to send marketing e-mails. By registering to our newsletter subscription list, the information you provide is transferred to the above mentioned platforms, for processing in accordance with their Privacy Policy and Terms.

Furthermore, we also use SalesForce as our Sales, Business Development, and Marketing Customer Relationship Management software, where we store all information collected about you (to see the type of information we collect and store in SalesForce, please see paragraph 8). Therefore, the information we collect is transferred to SalesForce, for processing in accordance with their Privacy Policy and Terms of Service.

We will disclose your personal information if required by law or if we, as a company, reasonably believe that disclosure is necessary to protect LUMICKS’ rights and/or to comply with a judicial proceeding, court order, or legal process. However, we will do what we can to ensure that your privacy rights continue to be protected.

LUMICKS may transfer some of your personal data to countries outside of the European Union, as some of these parties are based outside of the EU. In that event,

LUMICKS will make sure that there exists an adequacy decision by the European Commission or that there are other suitable safeguards in place to protect your personal data in a sufficient manner. You may obtain a copy or substantiation of these guarantees and safeguards by sending an e-mail to that effect to privacy@lumicks.com.

5. Our legal basis for collecting personal data

As set out in this Privacy Statement, we may collect and process your personal data on the basis of your consent or permission thereto, on the basis of contracts and the performance thereof, or on the basis of a legitimate interest of LUMICKS or a third party.

5.1 Collecting personal data based on consents

The collection of personal data based on consent from the data subject will be done by using “Consent Forms” that will store documentation related to the consent given by you. Your consent will always be stored and documented in our systems to demonstrate such consent.

5.2 Collecting personal data based on contracts

We use personal information for fulfilling our obligations related to contracts and agreements with customers, partners, and suppliers.

5.3 Collecting personal data based on legitimate interest

We may use personal data if it is considered to be of legitimate interest and if the privacy interests of the data subjects do not override this interest. Normally, to establish the legal basis for data collection, an assessment has been made during which a mutual interest between LUMICKS and the individual person has been identified. This legal basis is primarily related to our sales and marketing purposes, to which you may always object.

6. How long do we keep your personal data?

We store personal data for as long as we find it necessary to fulfil the purpose for which the personal data was collected. In this respect we consider the need to answer your queries or resolve possible problems, to comply with legal or tax requirements under applicable laws and regulations, to attend to any legal claims/complaints, and for safeguarding purposes. This means that we may retain your personal data for a reasonable period of time after your last interaction with us. When the personal data that we have collected is no longer required, we will delete it in a secure manner. We may process data for statistical purposes, but in such cases, data will be anonymized.

The deletion of your personal data is further described in paragraph 9.

7. The use of cookies & similar techniques

The website www.lumicks.com uses cookies – small text files that are placed on your machine – to help the site provide a better user experience. In general, we use cookies to make your browsing experience better. The information received by using cookies is used to make the website work more efficiently, to measure how users interact with our website and the contents thereof, to measure the effectiveness of our website, and to detect and prevent security threats and abuse.

Functional cookies: these are strictly necessary for using this website, for instance for remembering to prevent having to click on the same message multiple times, to recognize the type of device used to visit our website or to remember your language preferences. In general, such cookies do not contain any personal information.

Analytical cookies:  these serve to gather anonymous information about how our website is used via Google Analytics. The insights we draw from this information may help us improve our website. These cookies only have a limited impact on your privacy, as we have concluded a processing agreement with Google, the last octet of your IP address will be masked, we will not share any data other than for the purposes as mentioned above, and we do not use any other Google services in combination with these cookies.

Third-Party Cookies: Some cookies on our website may be placed by third-party service providers. These cookies enable them to collect and analyze information about your interactions with our website. The use of these cookies is subject to the respective providers’ privacy policies.

Managing Cookies: You may prefer to disable cookies on this website and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.

In addition, hereto, we will automatically process your IP address when you make use of one of our contact forms on our website to prevent any fraudulent use of these forms.

Updates to This Cookie Statement: We may update this Cookie Statement from time to time. The date of the most recent revision will be indicated at the top of this statement. Any changes will become effective when we publish the updated statement.

8. Security

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

• All LUMICKS employees use encrypted computers;
• We store all company-related documents in a cloud-based storage that adheres to all necessary security features; and
• We store personal data in our business development CRM software and marketing automation platform. Both software systems have strict security measures in place with the purpose to protect company data from breaches;
• We store personal data of our applicants in our recruitment CRM software (Hello Talent). Hello Talent is certified in accordance with ISO 27001 and exclusively hosts its software solutions in high security data centers within the EU. Furthermore, all of its employees who process or use personal data are obligated to maintain confidentiality.
• Our user platform Harbor takes all measures reasonably necessary to protect user personal information from unauthorized access, alteration or destruction; maintain data accuracy; and help ensure the appropriate use of personal information. Our measures:
• Include security safeguards reasonably designed to protect the integrity, availability, and resilience of our users’ data;
• Are appropriate to the nature, size, and complexity of LUMICKS’ and Harbor’s business operations;
• In the event of a data breach that affects your user personal information, we will act promptly to mitigate the impact of a breach and notify any affected users without undue delay;
• Transmission of data on Harbor is encrypted using SSL (TLS);
• No method of transmission, or method of electronic storage, is 100% secure. Therefore, we cannot guarantee its absolute security.

9. Your rights to your personal data

You have the following rights with respect to your personal data:

• The right to obtain confirmation as to whether or not your personal data is being processed by LUMICKS and to request a copy of your personal data that LUMICKS holds about you;
• The right to request that LUMICKS corrects your personal data if inaccurate, incomplete or out of date;
• The right to request that your personal data is deleted when it is no longer necessary for LUMICKS to retain such data, you have withdrawn your consent, you have objected to the processing, the processing has been unlawful, or the data has to be erased on the basis of a legal obligation of LUMICKS;
• The right to withdraw any consent to personal data processing at any time. For example, your consent to receive e-marketing communications. If you want to withdraw your consent to e-marketing, please make use of the link to manage your subscriptions included in our communication. Please note that you may still receive system messages and administrative communications from LUMICKS, such as order confirmations, system messages, and notifications about your account activities;
• The right to request that LUMICKS provides you with your personal data and, if possible, to pass on this information directly (in a portable format) to another data controller when the processing is based on consent or contract;
• The right to request a restriction on further data processing, in case there is a dispute in relation to the accuracy or lawfulness of the processing of your personal data; and
• The right to object to the processing of personal data, in case data processing has been based on legitimate interest and/or direct marketing.

Any query about your Privacy Rights should be sent to privacy@lumicks.com.

10. Changes to this Privacy Statement

LUMICKS reserves the right to amend this Privacy Statement at any time. The applicable version will always be found on our websites. We encourage you to check this Privacy Statement occasionally to ensure that you are happy with any changes. If there are any significant changes to this Statement, we will send you a notification before the change becomes effective. If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact us by sending an e-mail to privacy@lumicks.com.

11. Your right to complain with a supervisory authority

If you are unhappy with the way in which your personal data has been processed or we have handled your request, you may, in the first instance, contact privacy@lumicks.com. If you remain dissatisfied, then you have the right to apply directly to your national supervisory authority for a decision and to lodge a complaint.

12. Transfer of data between countries and strategic partners

LUMICKS is obligated to uphold the general principles for transfer of personal data. These general principles encompass the right to be protected by appropriate safeguards given that the data subject whose information is shared for processing possesses enforceable data protection rights and effective legal remedies. If LUMICKS transfers personal data for processing to a third country where international organizations do not ensure an adequate level of data protection, in such a case, LUMICKS will take measures to compensate for the lack of data protection by way of positioning appropriate safeguards for the data subject.

This privacy statement was last updated in July 2023

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