Data Protection and Privacy Policy

QUILABAN – QUÍMICA LABORATORIAL ANALÍTICA, S.A. (“Quilaban”) respects your privacy and is committed to protecting the personal data of its customers, suppliers, employees, and partners. This Data Protection and Privacy Policy describes how we collect, use, protect, and share your personal data, as well as your rights in relation to that data, in accordance with the General Data Protection Regulation (“GDPR”) and other applicable legislation.


1. Data Controller

Quilaban, with registered office at Beloura Office Park - Building 11, Quinta da Beloura, 2710-693 Sintra, is the entity responsible for processing your personal data, determining which data types are collected, how they are processed, and for what purposes.


2. Principles applicable to the protection of personal data

The processing of your personal data is carried out in accordance with the general principles established in the GDPR, namely:

  1. In the context of the established relationship, Quilaban ensures that your personal data will be processed in a lawful, fair and transparent manner (“Principle of lawfulness, fairness, and transparency”);
  2. Quilaban collects your personal data for specified, explicit, and legitimate purposes and does not further process that data in a manner incompatible with those purposes (“Purpose limitation principle”);
  3. Quilaban ensures that it only handles personal data that is adequate, relevant, and limited to what is strictly necessary for the purposes by which said data is processed (“Data minimisation principle”);
  4. Quilaban takes appropriate measures to ensure that inaccurate personal data, taking into account the purposes for which said data is processed, is erased or rectified without delay (“Accuracy principle”);
  5. Quilaban retains personal data in a form that permits identification of data subjects only as long as is necessary for the purposes by which the data is processed (“Storage limitation principle”);
  6. Quilaban ensures that your personal data is processed in a manner that guarantees its security, including protection against unauthorised or unlawful processing and against accidental loss, destruction, or damage, by adopting appropriate technical and organisational measures (“Integrity and confidentiality principle”).



3. Personal data, processing of personal data, and data subject

“Personal data” means any information and/or elements that, regardless of the medium on which they are held, can identify you or render you identifiable, directly or indirectly, to Quilaban, in particular by reference to an identifier such as a name, an identification number, location data, and/or electronic identifiers, or to one or more factors specific to your physical, physiological, genetic, mental, economic, cultural, or social identity. 

“Processing of personal data” means any operation or set of operations carried out on the personal data that belongs to data subjects, whether by automated or non-automated means, from the collection of information until its destruction. This cycle includes, among other operations, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or any other form of availability, comparison or interconnection, restriction, and erasure. The concept of personal data processing is very broad and applies to all operations or sets of operations carried out by Quilaban in relation to your personal data.

In the context of Quilaban’s activities, the “Data subject” includes, without limitation, current and former customers, prospective customers, investors, partners, job applicants, employees and former employees, partner employees, suppliers and service providers and their staff, applicants and complainants, visitors, and individuals captured on CCTV footage — in short, any individual person who maintains a relationship with Quilaban and to whom personal data relate.


4. Categories of personal data processed

In the course of its activities, Quilaban processes personal data relating to a number of categories of data subjects.

The personal data that Quilaban collects always depends on the nature of the interaction, but may include the following:
  1. Identification and contact data (name, address, e-mail, telephone number, and image);
  2. Demographic data (country, gender, age, and date of birth);
  3. Recruitment-related data (CVs, academic history, and professional background);
  4. Commercial data for the provision of Quilaban’s services and/or products (invoice data, payment data, and records of website activity);
  5. Payment data (tax identification number, credit and/or debit card numbers, security code numbers, payment dates, amounts outstanding or payments received, and/or other related billing information);
  6. Cookies (information collected when we use cookies and/or other technologies, including, but not limited to, for advertising purposes).



5. Purposes of personal data processing 

The development and conduct of Quilaban’s various activities generate a significant number of specific and legitimate purposes for processing your personal data, including:
  1. Contract and order management: performance of service provision or product supply contracts;
  2. Service quality management: for the analysis and improvement of services, including the handling of complaints, suggestions, and other enquiries;
  3. Accounting, tax, and administrative management: management of customer, supplier, administrative, financial, and accounting matters);
  4. Communication and marketing: contact management, customer management for the provision of services and/or supply of products, customer support, marketing, and online advertising;
  5. Call recording: evidence of the contractual relationship, and monitoring of service quality;
  6. Image capture and recording by CCTV devices: video surveillance for the security of persons and property;
  7. Access control management: access control for the protection of persons and property;
  8. Human resources management: staff selection and recruitment;
  9. Electronic communications management: management of website and mobile application usage and retention of traffic/location data;
  10. Litigation management: debt collection and credit recovery management, and the provision of information to judicial, administrative, supervisory, and/or regulatory authorities;
  11. Compliance with legal and/or contractual obligations: transfer of data to third parties, fraud prevention, and security.


6. Legal bases for processing personal data

With reference to the Principle of Lawfulness enshrined in current and future data protection legislation, in the development and conduct of its activities, Quilaban only processes your personal data where a lawful basis exists to legitimise that processing, namely:
  1. Consent: where the data subject gives their explicit consent for specific purposes;
  2. Pre-contractual steps or performance of a contract: where the data is necessary, without limitation, for the performance of a service provision and/or product supply contract to which the data subject is a party, or to take pre-contractual steps at their request;
  3. Legitimate interest: where the processing is necessary for the protection of the legitimate interests of Quilaban, other controllers (e.g. other companies within the Augma Group), or third parties, provided that such processing does not supersede the data subject’s interests or fundamental rights and freedoms;
  4. Compliance with legal obligations: where the processing is necessary for compliance with a legal obligation to which Quilaban is subject.

7. Retention of personal data

Quilaban retains your personal data only for as long as is necessary to fulfil the specific purposes for which they were collected. However, Quilaban may be required to retain certain personal data for a longer period, taking into account factors such as:
  1. Legal obligations, under applicable law, to retain personal data for a specified period;
  2. Contractual obligations and/or the legitimate interests of Quilaban;
  3. Limitation periods, under applicable law;
  4. (Potential) litigation; and,
  5. Guidelines issued by the competent data protection authorities.

Throughout the period during which your personal data is processed, Quilaban ensures that it is processed in accordance with this Data Protection and Privacy Policy. Once your data is no longer required, Quilaban will proceed with its secure deletion.


8. Sharing of personal data

Your personal data may be shared with:
  1. Sub-processors: these companies are bound to Quilaban by a written contract and may only process your personal data for the specifically established purposes; they are not authorised to process your personal data, directly or indirectly, for any other purpose, for their own benefit or for the benefit of any third party;
  2. Augma Group companies: by means of an intra-group data sharing agreement, which shall comply with the applicable data protection rules based on the purposes associated with the processing performed;
  3. Third parties: in compliance with legal and/or contractual obligations, personal data may also be transferred to judicial, administrative, supervisory, or regulatory authorities with whom Quilaban establishes partnerships, as well as to entities that lawfully perform data compilation activities, fraud prevention and detection activities, or market and statistical studies. 


9. International Transfers of Personal Data

If it becomes necessary to transfer personal data outside of the European Economic Area (EEA), we guarantee that such transfers are made in accordance with applicable standards, guaranteeing that the level of personal data protection is equivalent to that required under European legislation.


10. Rights of Data Subjects

As the data subject whose personal data is processed by Quilaban, you have the right to exercise a range of rights relating to the protection of your personal data. These rights include:
  1. Right to obtain information: entitles you to obtain clear and comprehensible information about how Quilaban uses your personal data and what your rights are.
  2. Right of access: allows you to find out what types of data that Quilaban holds about you and how they are being processed.
  3. Right to rectification: enables the correction of any inaccurate or incomplete data we may hold about you.
  4. Right to erasure (or “Right to be forgotten”): allows you to request the deletion of your personal data, provided that no valid grounds exist for Quilaban to continue using this data or where such use is unlawful.
  5. Right to restrict processing: allows you to block the future use of your data whilst Quilaban assesses a rectification request, or as an alternative to erasure.
  6. Right to data portability: guarantees your right to receive the data you have provided to us in a structured, commonly used, and machine-readable format, so that you may transmit it to another entity.
  7. Right to object: withdrawal of consent for the processing of data with a basis on that legal foundation.
  8. Right to complain:  lodge a complaint with the competent supervisory authority, the National Commission on Data Protection.

You may at any time, in writing, exercise the rights enshrined in the Personal Data Protection Law and other applicable legislation, by e-mail at dadospessoais@quilaban.pt or in writing to the address: Beloura Office Park - Edifício 11, Quinta da Beloura, 2710-693 Sintra.
If you are dissatisfied with our use of your personal data or with our response following the exercise of any of these rights, you may lodge a complaint with the National Commission on Data Protection.


11. Data Protection Officer

Quilaban has appointed a Data Protection Officer who is responsible for supervising the data processing activities and to ensure the corresponding legal compliance.

You may contact Quilaban’s Data Protection Officer at any time, in writing, regarding any matters relating to data protection and your privacy, by e-mail at dadospessoais@quilaban.pt or in writing to Beloura Office Park - Edifício 11, Quinta da Beloura, 2710-693 Sintra.


12. Personal Data Security

Quilaban adopts a range of technical and organisational security measures to protect its customers’ personal data against loss, unauthorised disclosure, alteration, processing, or access. However, as the transmission of information over the Internet is not entirely secure, Quilaban cannot guarantee the security of your personal data when transmitted over an open network.


13. Confidentiality

Quilaban acknowledges that the information you provide may be confidential. Quilaban does not sell, rent, distribute, or otherwise make personal data commercially or otherwise available to any third party, except where it is necessary to share information for the purposes established in this Data Protection and Privacy Policy. Quilaban preserves the confidentiality and integrity of your personal data and protects it in accordance with this Data Protection and Privacy Policy and all applicable legislation.


14. Cookies

Quilaban uses cookies to collect information about website usage. Whenever you use the website, Quilaban processes your personal data collected through the use of cookies in accordance with our Cookie Policy. For further information on the use of cookies, we recommend reading our Cookie Policy and checking it regularly to ensure you are viewing the most up-to-date version.


15. Updates to this Data Protection and Privacy Policy

Quilaban may update this Data Protection and Privacy Policy to comply with legal or regulatory requirements, or to adapt it to new instructions established under law. All relevant changes will be communicated and made available on the website. We recommend checking this page regularly to keep yourself informed. Updates will apply from their date of publication, always in accordance with legal requirements.


Date of last update: 27/11/2024