Privacy Policy

This privacy policy explains how Thanet Labs Ltd (“Thanet Labs”, “we”, “us”, “our”) collects and uses personal data when you visit www.thanetlabs.com, use our trade portal at trade.thanetlabs.com, contact us, or do business with us. Thanet Labs Ltd is a company registered in England and Wales and is the controller of the personal data described in this policy.

We supply regulated pharmaceutical products and services to businesses and institutions. Most of the personal data we hold relates to people acting for those organisations, such as buyers, pharmacists, clinicians, researchers and suppliers.

1. The personal data we collect

  • Enquiries: your name, organisation, email address, phone number, the type of enquiry and anything you tell us in your message.
  • Newsletter: your email address and a record of your consent.
  • Trade account requests and applications: business and contact details, job title, licence and registration numbers (for example GPhC, CQC, MHRA, NPI or state licence numbers), the names of responsible or registered professionals, and the documents you upload to support your application.
  • Customer accounts and orders: account login details, billing and delivery addresses, order history, invoices, payment records and support requests.
  • Suppliers and partners: contact details and the information needed to manage contracts, purchasing and quality agreements.
  • Technical data: IP address, browser type and security information collected automatically when you use our websites. See our Cookie Policy.

2. How and why we use your data

We use personal data only where UK data protection law allows it:

  • To answer enquiries and provide quotations, on the basis of our legitimate interest in responding to business enquiries, or to take steps before entering into a contract.
  • To verify trade accounts: we check licences and registrations against public registers before opening an account. This is necessary to comply with our legal and regulatory obligations and in our legitimate interest in supplying only eligible organisations.
  • To supply products and services, manage accounts, process orders, deliveries, invoices and payments, and provide certificates of analysis, as necessary to perform our contract with you or your organisation.
  • To meet regulatory and legal obligations, including quality, pharmacovigilance, product recall, traceability, good distribution practice, tax and accounting record keeping.
  • To send our newsletter, with your consent. You can unsubscribe at any time using the link in each email.
  • To keep our websites and systems secure and prevent fraud and misuse, in our legitimate interest.

We do not sell personal data and we do not use it for automated decision-making that has legal or similarly significant effects on you.

3. Who we share it with

We share personal data only as needed for the purposes above, with:

  • service providers who host and run our systems on our behalf, including our business management and trade portal platform, email and document services, website hosting and web security providers;
  • couriers, logistics and warehousing partners that deliver your orders;
  • banks and payment providers;
  • professional advisers such as accountants, auditors and lawyers;
  • regulators, public bodies and law enforcement where the law requires it, for example the MHRA, HMRC or the FDA.

Our service providers act on our instructions under written contracts and must keep your data secure.

4. International transfers

Some of our service providers store or process data outside the United Kingdom, including in the European Economic Area and the United States, and our US customers are supplied from a US warehouse. Where data is transferred outside the UK, we make sure appropriate safeguards are in place, such as UK adequacy regulations, the UK International Data Transfer Agreement or Addendum, or the UK Extension to the EU–US Data Privacy Framework.

5. How long we keep it

  • Enquiries that do not lead to business: up to 24 months after our last contact.
  • Trade account requests that are declined: up to 24 months.
  • Customer, order, licence verification and supplier records: for the life of the relationship and six years after it ends, or longer where regulations require us to keep batch, distribution or quality records.
  • Newsletter data: until you unsubscribe.

6. How we protect it

We use appropriate technical and organisational measures to protect personal data, including encrypted connections, access controls, secure hosting and staff confidentiality obligations. Access to licence documents and account information is limited to the people who need it.

7. Your rights

Under UK data protection law you have the right to:

  • access the personal data we hold about you;
  • ask us to correct inaccurate or incomplete data;
  • ask us to delete your data, where we no longer have a lawful reason to keep it;
  • ask us to restrict or object to our use of your data, including for direct marketing;
  • ask for your data in a portable format;
  • withdraw your consent at any time, where we rely on consent.

To use any of these rights, email info@thanetlabs.com. We will respond within one month. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk), although we would welcome the chance to resolve your concern first.

Our websites may link to other sites, such as public registers or messaging services. We are not responsible for how those sites handle personal data, so please read their privacy notices.

9. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.

10. Contact

For any question about this policy or your personal data, email info@thanetlabs.com.