EU Privacy Policy – Phoenix-Scientific

Privacy Policy

Effective Date: 1 July 2025

At Phoenix Scientific Unipessoal Lda (“Phoenix Scientific”), we are committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.phoenix-scientific.com (the “Site”). We are dedicated to processing your data in strict compliance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and applicable Portuguese data protection laws.

Your privacy and the security of your personal data are our top priorities. We adhere to the following fundamental principles:

You remain in control of your personal data.
Your data is processed in a transparent, confidential, and secure manner.

Who We Are (Data Controller)

The data controller responsible for the processing of your personal data on this Site is:

Phoenix Scientific Unipessoal Lda
Rua Alfonso de Almeida, n^o 16, V11
8600-674 Lagos, Portugal
Company Registration Number: NIPC 518810941
Email: privacy@phoenix-scientific.com
Telephone: +351 308 800 210

We are committed to complying with all relevant data protection provisions, including the GDPR.

2. Definitions

For the purposes of this Privacy Policy:

“Personal Data”: Any information relating to an identified or identifiable natural person (“data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
“Processing”: Any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
“Controller”: The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.
“Processor”: A natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.
“Site”: Refers to the website [Your Website URL] and all its associated web pages, services, and functionalities.
“User” / “You”: Any person who accesses and browses the Site.

3. What Personal Data We Collect

We may collect and process various types of personal data depending on your interaction with our Site and the services you use. This may include:

Identity Data: Name, surname, gender, date of birth.
Contact Data: Email address, postal address, telephone number.
Account Data: Username, password (hashed), account preferences.
Technical Data: IP address, browser type and version, operating system, device type, unique device identifiers, time zone setting, browser plug-in types and versions.
Usage Data: Information about how you use our Site, products, and services, including pages visited, time spent on pages, navigation paths, and interactions with features.
Communication Data: Your preferences in receiving marketing from us and your communication preferences.
Financial Data: (If applicable for services like online purchases) Payment card details (processed securely by third-party payment providers, we do not store full card numbers), billing address.
Marketing and Communications Data: Your preferences in receiving marketing from us and our third parties and your communication preferences.
Other Data: Any other information you voluntarily provide to us through forms, surveys, or direct communication.

4. How We Collect Your Personal Data

We collect personal data through various methods, including:

Direct Interactions: You may provide us with your personal data when you:
- Create an account on our Site.
- Subscribe to our newsletter or other publications.
- Make a purchase or order services.
- Participate in a survey, competition, or promotion.
- Contact us via forms, email, or telephone.
- Provide feedback or reviews.
Automated Technologies or Interactions: As you interact with our Site, we may automatically collect Technical Data and Usage Data using cookies and similar technologies. For more details, please refer to our “Cookies and Tracking Technologies” section below.

Third Parties or Publicly Available Sources: We may receive personal data about you from various third parties, such as:
- Analytics providers (e.g., Google Analytics).
- Payment service providers.
- Social media platforms (if you interact with our social media presence).
- Publicly available sources such as tradeshows, publications, government grant awards.

5. Purposes and Legal Basis for Processing:

Phoenix Scientific is required to collect and record personal data from its users (customers, prospects, and subscribers) to carry out its business in the manner the user expects.

- Contractual Necessity: For providing a service the user explicitly signed up for (e.g., account management, order fulfillment, answering questions, providing quotations, invoices by email).
- Legal Obligation: For complying with laws (e.g., tax records, fraud prevention).
- Legitimate Interest: When processing is necessary for your business interests, provided these do not override the data subject’s rights and freedoms (e.g., website improvement, security, marketing if not requiring consent). We perform a “Legitimate Interest Assessment” for these uses based on the user profile.
- Consent: We explicitly ask for and receive the user’s permission for all activities (e.g., for newsletters, non-essential cookies, specific marketing activities).

 6. How Long We Retain Your Data:

All personal data collected from the user (customers, prospects, and subscribers) will be kept for the entire duration of the commercial relationship and for a period of 5 years from the end of said commercial relationship (for example from the date of your last purchase, last communication, etc…),
All personal data collected from the user (prospects or subscribers) will be kept for 5 years from the last contact from the user (e.g. request for information on a product, a click on a hyperlink…).

7. Who We Share Your Data With:

Your personal data may be shared with third parties such as payment processors, analytics providers, marketing services, legal advisors, and IT support. However, your personal data will NEVER be sold to a third party for sole purpose of profiting from your data. It will be only to facilitate business activities between Phoenix Scientific and the user (customers, prospects, and subscribers). We also take every precaution with your personal data by using third party providers that are GDPR compliant.

8. International Data Transfers:

Because the Website and email servers are hosted in the United States, information entered into Website or emailed to representatives, will travel outside of the European Union. to the United States of America which does not offer an equivalent level of protection to that required in the European Union. In particular, you are advised that the United States of America uses a sectoral model of privacy protection that relies on a mix of legislation, governmental regulation, and self-regulation. Article 26 of the European Union’s Data Protection Directive (Directive 95/46/EC, 1995 O.J. (L 281) 31) allows for transfer of personal data from the European Union to a third country if the individual has unambiguously given his consent to the transfer of personal information, regardless of the third country’s level of protection. By using this Site or the services, you consent to the transfer of all such information to the United States of America which may not offer an equivalent level of protection to that required in the European Union and to the processing of that information by the Company on its servers located in the United States of America as described in this Privacy Policy.

9. Your Data Protection Rights (GDPR Rights):

If you write us at the email address in Section 1, we will provide all information about your personal data saved by us without having to provide any specific reason. You can always block, correct or delete your individual data collected by us. You may also cancel your permission for data collection and usage at any time without a reason. We are always available for any further questions about data protection and about the processing of your individual data.

If you are not satisfied with our response, you have the option to contact the Portuguese supervisory authority (Comissão Nacional de Proteção de Dados – CNPD) as the body where users can lodge a complaint.

10. Cookies and Tracking Technologies:

A cookie is a small text file deposited on your computer when you visit a site.

It is intended to collect information about your browsing on the sites and to send you personalized services. In your computer cookies are managed by your web browser. We use these types of cookies as below:

Functional cookies (not subject to consent)

These cookies are essential to the proper functioning of the website and allow the website to remember choices you may make during your visit, in order to save you from having to reiterate them on future visits.

Analytical cookies

These cookies allow us to collect data about how you use our website, including the content you click on while browsing the website, in order to improve website performance and design. These cookies may be provided by our third-party analytics tool provider, but are only used for purposes related to our website.

Targeting cookies

These cookies store information about your use of the website so that we can make promotional and targeted information available to you on our website.

These features use third-party cookies deposited directly by these services. When you first visit, a banner will inform you of the presence of these cookies and prompt you to indicate your choice.

These cookies will remain stored on the user’s computer for five years (5 years), unless the user deletes them.

To delete a cookie on your computer, follow the instructions for your specific web browsers online help.

11. Security Measures:

You can trust the protection of your personal data. Our Enterprise Resource Planning (ERP) and Customer Relationship Management (CRM) systems are protected through strong passwords and multifactor authenication. Our website is protected with technical provisions against damage, destruction and unauthorized access.

12. Changes to This Privacy Policy:

Phoenix Scientific will notify users, by email, of significant changes to this policy.

13. Contact Us:

Please write us at the address below, by email, or by telephone. A response will occur within one (1) month, and in most cases within 7 business days.