Your privacy is critically important to us. At PubHive, we have a few fundamental principles:
- We are thoughtful about the personal information we ask you to provide and the personal information that we collect about you through the operation of our services.
- We store personal information for only as long as we have a reason to keep it.
- We help protect you from overreaching government demands for your personal information.
- We aim for full transparency on how we gather, use, and share your personal information.
Who We Are and What This Policy Covers
We are the team behind PubHive Navigator, the scientific literature workflow and analytics platform that simplifies repetitive work and lowers costs and compliance risk for teams in research, regulatory and medical affairs. Our mission is to make healthier literature pathways for life science companies across all stages of the commercialization lifecycle – from discovery to post-market.
Below we explain how we collect, use, and share information about you, along with the choices that you have with respect to that information.
Information We Collect
We only collect information about you if we have a reason to do so — for example, to provide our Services, to communicate with you, or to make our Services better.
We collect this information from three sources: if and when you provide information to us, automatically through operating our Services, and from outside sources. Let’s go over the information that we collect.
Information You Provide to Us
It’s probably no surprise that we collect information that you provide to us directly. Here are some examples:
- Basic account information: During the account onboarding process, we ask for basic information from you and your company in order to set up your account.
- User profile information: If you have an account with us, we collect the information that you provide for your user profile, which typically consists of an email address, first name, last name, plus PubHive user and administrator role designations.
- Business Profile: Some of our products collect additional information from you as part of creating a user/customer profile. For example, if you are a PubMed user, then we may note this information inside our customer relationship database. Other information may include your name, your employer, your job title or role, your contact information, and your communications with us.
- Content information: You might provide us with information via information you monitor via PubHive, information and content that you enter into PubHive (e.g. bibliographic data, periodical subscriptions, etc.), and any designations and/or notes that may be created during the use of PubHive applications.
- Communications with us: You may also provide us with information when you respond to surveys, communicate with our engineers about a support question, post a question in our forums, or subscribe to digital communications such as company news or our blog. When you communicate with us via form, email, phone, or otherwise, we store a copy of our communications (including any call recordings as permitted by applicable law).
- Job applicant information: If you apply for a job with us, then you may provide us with information like your name, contact information, resume or CV, and work authorization verification as part of the application process.
Information We Collect Automatically
We may also collect some information automatically:
- Log information: Like most online service providers, we collect information that web browsers, mobile devices, and servers typically make available, including the browser type, IP address, language preference, referring site, the date and time of access, and operating system. We also collect log information when you use our Services.
- Usage information: We collect information about your usage of our Services. For example, we collect information about the actions that site administrators and users perform on a site— in other words, who did what and when. We also collect information about what happens when you use our Services (e.g., page views, support document searches, features enabled, interactions with our support team, and other parts of our Services) along with information about your device (e.g., screen size,). We use this information to, for example, provide our Services to you, get insights on how people use our Services so we can make our Services better, and understand and make predictions about user retention.
- Location information: We may determine the approximate your access location from your IP address. We collect and use this information to, for example, calculate how many people visit our Services from certain geographic regions.
Information We Collect from Other Sources
We may also get information about you from other sources. For example, if you request product information about PubHive using a website or account connected to a social media platform (like LinkedIn), then we’ll receive information from that service (e.g., your username, basic profile information, etc.) via the authorization procedures for that service. The information we receive depends on which services you use or authorize and what options are available. Third-party services may also give us information, like mailing addresses for individuals who are not yet our users (but we hope will be). We use this information for marketing purposes like postcards and other mailers advertising our Services.
How and Why We Use Information
Purposes for Using Information
We use information about you for the purposes listed below:
- To provide our Services. For example, to set up and maintain your account, provide customer service, process payments and orders, and verify user information.
- To ensure quality, maintain safety, and improve our Services. For example, by providing automatic upgrades and new versions of our Services. Or, for example, by monitoring and analyzing how users interact with our Services so we can create new features that we think our users will enjoy and that will help them create and manage the PubHive Platform more efficiently or make our Services easier to use.
- To place and manage ads in our advertising program. For example, to place and understand ad performance.
- To market our Services and measure, gauge, and improve the effectiveness of our marketing. For example, by targeting our marketing messages to groups of our users (like those who have a particular plan with us or have been users for a certain length of time), advertising our Services, analyzing the results of our marketing campaigns (like how many people purchased a paid plan after receiving a marketing message), and understanding and forecasting user retention.
- To protect our Services, our users, and the public. For example, by detecting security incidents; detecting and protecting against malicious, deceptive, fraudulent, or illegal activity; fighting spam; complying with our legal obligations; and protecting the rights and property of PubHive and others, which may result in us, for example, declining a transaction or terminating Services.
- To fix problems with our Services. For example, by monitoring, debugging, repairing, and preventing issues.
- To customize the user experience. For example, to personalize your experience by serving you relevant notifications and advertisements for our Services.
- To communicate with you. For example, by emailing you to ask for your feedback, share tips for getting the most out of our products, or keep you up to date on PubHive; or calling you to share offers and promotions that we think will be of interest to you. If you don’t want to hear from us, you can opt out of marketing communications at any time. (If you opt out, we’ll still send you important updates relating to your account.)
- To recruit and hire new PubHivers. For example, by evaluating job applicants and communicating with them.
Legal Bases for Collecting and Using Information
A note here for those in the European Union about our legal grounds for processing information about you under EU data protection laws, which is that our use of your information is based on the grounds that:
(1) The use is necessary in order to fulfill our commitments to you under the applicable terms of service or other agreements with you or is necessary to administer your account — for example, in order to enable access to our website on your device or charge you for a paid plan; or
(2) The use is necessary for compliance with a legal obligation; or
(3) The use is necessary in order to protect your vital interests or those of another person; or
(4) We have a legitimate interest in using your information — for example, to provide and update our Services; to improve our Services so that we can offer you an even better user experience; to safeguard our Services; to communicate with you; to measure, gauge, and improve the effectiveness of our advertising; and to understand our user retention and attrition; to monitor and prevent any problems with our Services; and to personalize your experience; or
(5) You have given us your consent — for example before we place certain cookies on your device and access and analyze them later on.
How We Share Information
We share information about you in limited circumstances, and with appropriate safeguards on your privacy. These are spelled out below.
- Third-party vendors: We may share information about you with third-party vendors who need the information in order to provide their services to us. This includes vendors that help us provide our Services to you (like payment processing providers, cloud storage services, postal and email delivery services that help us stay in touch with you, customer chat and email support services that help us communicate with you); those that assist us with our marketing efforts (e.g., by providing tools for identifying a specific marketing target group or improving our marketing campaigns, and by placing ads to market our services); those that help us understand and enhance our Services (like analytics providers); those that make tools to help us run our operations (like programs that help us with task management, scheduling, word processing, email and other communications, and collaboration among our teams); other third-party tools that help us manage operations; and companies that make products available on our websites, who may need information about you in order to, for example, provide technical or other support services to you. We require vendors to agree to privacy commitments in order to share information with them.
- Legal and regulatory requirements: We may be legally required to disclose information about you in response to a subpoena, court order, or other governmental request. We will notify you in advance in such circumstances.
- With your consent: We may share and disclose information with your consent or at your direction. For example, we may share your information with third parties when you authorize us to do so.
- Aggregated or de-identified information: We may share information that has been aggregated or de-identified, so that it can no longer reasonably be used to identify you. For instance, we may publish aggregate statistics about the use of our Services, or share a hashed version of your email address to facilitate customized ad campaigns on other platforms.
- Published support requests: If you send us a request for assistance (for example, via a support email or one of our other feedback mechanisms), we reserve the right to publish the nature of that request in order to clarify or respond to your request, or to help us support other users. Your company and users’ identities will never be disclosed, nor would any account-specific information ever be disclosed should we publish the nature of the specific request.
We have a policy that we do not sell our users’ data. We are not a data broker, we don’t sell your personal information to data brokers, and we don’t sell your information to other companies that want to spam you with marketing emails.
Information Shared Publicly
Information that you choose to make public is — you guessed it — disclosed publicly. That means information like your posts, likes and comments on social network platforms (e.g. LinkedIn, Facebook, Twitter, ResearchGate, etc.) are all available to others. Please keep all of this in mind when deciding what you would like to share publicly.
How Long We Keep Information
We generally discard information about you when it’s no longer needed for the purposes for which we collect and use it — described in the section above on How and Why We Use Information — and we’re not legally required to keep it.
For example, we keep web server logs that record information about a visitor to one of PubHive’s websites, like the visitor’s IP address, browser type, and operating system, for approximately 30 days. We retain the logs for this period of time in order to, among other things, analyze traffic to PubHive’s websites and investigate issues if something goes wrong on one of our websites.
While no online service is 100% secure, we work very hard to protect information about you against unauthorized access, use, alteration, or destruction, and take reasonable measures to do so. We monitor our Services for potential vulnerabilities and attacks.
You have several choices available when it comes to information about you:
- Limit the information that you provide: If you have an account with us, you can choose not to provide the optional account information, users’ role information and email addresses. Please keep in mind that if you do not provide this information, certain features of our Services may not be work as intended.
- Opt out of marketing communications: You may opt out of receiving promotional communications from us. Just follow the instructions in those communications or let us know. If you opt out of promotional communications, we may still send you other communications, like those about your account and legal notices.
- Set your browser to reject cookies: At this time, PubHive does not respond to “do not track” signals across all of our Services. However, you can usually choose to set your browser to remove or reject browser cookies before using PubHive’s websites, with the drawback that certain features of PubHive’s websites may not function properly without the aid of cookies.
- Close your account: While we’d be very sad to see you go, you can close your account by contacting us if you no longer want to use our Services. Please keep in mind that we may continue to retain your information after closing your account, as described in How Long We Keep Information above — for example, when that information is reasonably needed to comply with (or demonstrate our compliance with) legal obligations such as law enforcement requests, or reasonably needed for our legitimate business interests.
If you are located in certain parts of the world, including countries that fall under the scope of the European General Data Protection Regulation (aka the “GDPR”) and the state of California within the United States, you may have certain rights regarding your personal information, like the right to request access to or deletion of your data.
European General Data Protection Regulation (GDPR)
If you are located in a country that falls under the scope of the GDPR, data protection laws give you certain rights with respect to your personal data, subject to any exemptions provided by the law, including the rights to:
- Request access to your personal data;
- Request correction or deletion of your personal data;
- Object to our use and processing of your personal data;
- Request that we limit our use and processing of your personal data; and
- Request portability of your personal data.
You also have the right to make a complaint to a government supervisory authority.
California Consumer Privacy Act (CCPA)
The California Consumer Privacy Act (“CCPA”) requires us to provide California residents with some additional information about the categories of personal information we collect and share, where we get that personal information, and how and why we use it.
The CCPA also requires us to provide a list of the “categories” of personal information we collect, as that term is defined in the law, so, here it is. In the last 12 months, we collected the following categories of personal information from California residents, depending on the Services used:
- Identifiers (like your name, contact information, and device and online identifiers);
- Commercial information (your billing information and purchase history, for example);
- Characteristics protected by law (for example, you might provide your gender as part of a research survey for us);
- Internet or other electronic network activity information (such as your usage of our Services, like the actions you take as an administrator of a WordPress.com site);
- Geolocation data (such as your location based on your IP address);
- Audio, electronic, visual or similar information (such as your profile picture, if you uploaded one);
- Professional or employment-related information (for example, your company and team information or information you provide in a job application); and
- Inferences we make (such as likelihood of retention or attrition).
You can find more information about what we collect and sources of that information in the Information We Collect section above.
We collect personal information for the business and commercial purposes described in the How and Why We Use Information section. And we share this information with the categories of third parties described in the Sharing Information section.
If you are a California resident, you have additional rights under the CCPA, subject to any exemptions provided by the law, including the right to:
- Request to know the categories of personal information we collect, the categories of business or commercial purpose for collecting and using it, the categories of sources from which the information came, the categories of third parties we share it with, and the specific pieces of information we collect about you;
- Request deletion of personal information we collect or maintain;
- Opt out of any sale of personal information; and
- Not receive discriminatory treatment for exercising your rights under the CCPA.
Contacting Us About These Rights
You cannot usually access, correct, or delete your personal data using your account settings and tools that we offer, so if you or your company would like to contact us about one of the other rights, scroll down to “How to Reach Us” to, well, find out how to reach us.
When you contact us about one of your rights under this section, we’ll need to verify that you are the correct person and collaborate with the company that contracted for your PubHive account before we disclose or delete anything. For example, if you are a user, we will need you to contact us from the email address associated with your account. You can also designate an authorized agent to make a request on your behalf by giving us written authorization. We may still require you to verify your identity with us.
Controllers and Responsible Company
PubHive’s Services are worldwide and the “controller” is PubHive Ltd., the company that entered into the contract with you under the Terms of Service for the product or service you use.
How to Reach Us
+1 (617) 657-4781
By postal mail:
20-22 Wenlock Road
London, England, N1 7GU
Other Things You Should Know
Because PubHive’s Services are offered worldwide, the information about you that we process when you use the Services in the EU may be used, stored, and/or accessed by individuals operating outside the European Economic Area (EEA) who work for us, other members of our group of companies, or third-party data processors. This is required for the purposes listed in the How and Why We Use Information section above.
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Last Updated: 2022-11-18