GDP Guardian - Pharmaceutical Quality Management System

1. Introduction

QMS Zone ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Quality Management System platform ("Service").

By using the Service, you consent to the data practices described in this policy. If you do not agree with our policies and practices, please do not use the Service.

2. Information We Collect

2.1 Personal Information

We collect information that you provide directly to us, including:

Full name and email address
Company name and role/title
Account credentials (username and encrypted password)
Phone number (optional)
Profile information

2.2 Business Data

In the course of using the Service, you may upload:

Documents (SOPs, policies, procedures)
Training materials and records
Compliance reports
User acknowledgment data
Audit trail information

2.3 Automatically Collected Information

We automatically collect certain information when you use the Service:

IP address and device information
Browser type and version
Usage data (pages visited, time spent, features used)
Log files and analytics data
Cookies and similar tracking technologies

3. How We Use Your Information

We use the information we collect to:

Provide the Service: Operate, maintain, and improve the QMS Zone platform
Process Transactions: Handle your subscription and billing
Communication: Send you updates, notifications, and support responses
Compliance: Maintain audit trails and comply with regulatory requirements
Security: Monitor for and prevent fraud, unauthorized access, and security issues
Analytics: Understand how users interact with the Service to improve it
Legal Obligations: Comply with applicable laws and regulations

4. How We Share Your Information

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

4.1 Service Providers

We may share information with third-party service providers who perform services on our behalf, such as hosting, data storage, payment processing, and analytics. These providers are contractually obligated to protect your information.

4.2 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.

4.3 Legal Requirements

We may disclose your information if required by law, court order, or government request, or to protect our rights, property, or safety, or that of others.

4.4 With Your Consent

We may share your information with third parties when you give us explicit consent to do so.

5. Data Security

We implement industry-standard security measures to protect your information:

Encryption: Data is encrypted in transit (TLS/SSL) and at rest
Access Controls: Role-based access control (RBAC) limits who can access data
Authentication: Secure authentication mechanisms protect accounts
Monitoring: Continuous monitoring for security threats and breaches
Regular Audits: Periodic security assessments and penetration testing
ISO 27001 Standards: Built according to information security best practices

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes outlined in this Privacy Policy. When you close your account, we may retain certain information for:

Compliance with legal obligations (e.g., regulatory requirements for pharmaceutical data)
Resolving disputes and enforcing agreements
Audit trail requirements (GDP/ISO compliance typically requires 7+ year retention)
Backup and disaster recovery purposes

After the retention period expires, we will securely delete or anonymize your information.

7. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

7.1 Access and Portability

You have the right to access your personal information and request a copy in a portable format.

7.2 Correction

You can update or correct your personal information through your account settings or by contacting us.

7.3 Deletion

You can request deletion of your personal information, subject to legal retention requirements and legitimate business needs.

7.4 Objection and Restriction

You may object to or request restriction of certain processing of your information.

7.5 Withdraw Consent

Where we process your information based on consent, you can withdraw that consent at any time.

To exercise any of these rights, please contact us at privacy@qmszone.com

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our Service and store certain information. Types of cookies we use:

Essential Cookies: Required for the Service to function (e.g., authentication)
Analytics Cookies: Help us understand how users interact with the Service
Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings. However, disabling cookies may affect your ability to use certain features of the Service.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. These countries may have different data protection laws. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

10. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

Posting the updated policy on this page
Updating the "Last Updated" date
Sending you an email notification (for significant changes)

Your continued use of the Service after changes are posted constitutes acceptance of the updated Privacy Policy.

12. GDPR Compliance (EU Users)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

Right to be informed about data collection and use
Right of access to your personal data
Right to rectification of inaccurate data
Right to erasure ("right to be forgotten")
Right to restrict processing
Right to data portability
Right to object to processing
Rights related to automated decision-making

We process your data based on legal grounds including consent, contract performance, legal obligations, and legitimate interests. You have the right to lodge a complaint with your local data protection authority.

13. Contact Information

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

Email: privacy@qmszone.com

Support: support@qmszone.com

Website: www.qmszone.com

Address: Chicago, U.S.A

Your Consent

By using QMS Zone, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.