Privacy Policy

Introduction

VITALANE GxP Consultancy (referred to in this policy as VITALANE, we, us or our) is an independent pharmaceutical quality and regulatory consulting business providing GxP audit, advisory, training and related services to clients internationally.

VITALANE operates from Australia and is expanding its operational presence in India to support clients across India and the wider Asia-Pacific region. The India operations are an operational presence of VITALANE GxP Consultancy, not a separately incorporated entity.

We are committed to handling personal information responsibly, transparently and in accordance with applicable privacy requirements. This Privacy Policy explains what personal information we collect, how we collect it, why we use it, and how we protect it.

This policy applies to personal information collected through our website (vitalane.com.au), our social media business pages, sponsored advertisements, lead generation forms, and direct business communications.

Scope of This Policy

This policy covers personal information collected through the following channels and activities:

• The VITALANE website contact and enquiry forms at vitalane.com.au
• LinkedIn, Facebook and Instagram business pages operated by VITALANE
• Sponsored advertisements and social media lead generation forms on those platforms
• Email communications and direct messages to or from VITALANE
• GMP, GDP and GxP auditing and consulting enquiries
• Clinical trial depot qualification and supplier auditing enquiries
• Regulatory compliance, validation and training enquiries
• Business proposals, quotations and client engagement communications

Types of Personal Information Collected

The types of personal information we may collect include:

• Name and professional title
• Business name and industry sector
• Business or professional email address
• Business telephone number
• Country or region of operation
• Details of the enquiry, compliance challenge or service requirement you describe
• Any additional information you voluntarily provide in communications with us

We do not collect sensitive personal information (such as health, financial or identity document information) through our website or social media channels. If sensitive information becomes relevant in the course of a client engagement, it is handled under a separate confidentiality arrangement.

How Personal Information Is Collected

We collect personal information directly from you when you:

• Submit an enquiry or contact form on our website
• Send us an email or direct message
• Submit a lead generation form through LinkedIn, Facebook or Instagram
• Engage with our sponsored advertisements on social media platforms
• Contact us by telephone or through professional networking platforms
• Enter into a business proposal, quotation or client engagement with us

We collect personal information only when it is reasonably necessary for our business functions. We will not collect personal information by unlawful or unfair means.

Purposes of Collection and Use

We collect and use personal information for the following purposes:

• To respond to your enquiry or request for information
• To discuss your auditing, consulting, training or regulatory compliance requirements
• To prepare and provide business proposals and quotations
• To deliver contracted consulting, auditing or training services
• To maintain records of our business communications and engagements
• To send relevant professional updates, insights or service information where you have consented or where permitted by applicable law
• To comply with applicable legal and regulatory obligations

We will not use your personal information for purposes other than those described above without your consent, unless required or permitted by law.

Social Media Advertising and Lead Generation

VITALANE operates business pages on LinkedIn, Facebook and Instagram and may run sponsored advertisements and lead generation campaigns on those platforms.

When you submit a lead generation form through LinkedIn, Facebook or Instagram in response to a VITALANE advertisement, the information you provide — such as your name, professional title, business name and email address — is transmitted to us by the relevant platform and used to respond to your enquiry, discuss your requirements, and maintain relevant business communications.

VITALANE does not sell personal information to third parties.

Social media platforms operate under their own independent privacy policies and data practices. VITALANE is not responsible for how those platforms collect, use or handle your information. We encourage you to review the privacy policies of LinkedIn, Facebook and Instagram directly.

Disclosure to Third-Party Service Providers

We may disclose personal information to third-party service providers who assist us in operating our business, including:

• Website hosting and technology service providers
• Email and communication platforms
• Cloud storage and document management services
• Professional advisers such as accountants and legal advisers, where necessary

We take reasonable steps to ensure that third-party service providers handle personal information in a manner consistent with applicable privacy requirements. We do not authorise service providers to use or disclose personal information for their own purposes.

Australia–India Operations and Cross-Border Data Handling

VITALANE's principal operations are based in Australia. We are expanding our operational presence in India to support clients across India and the Asia-Pacific region.

Personal information collected through our website and business communications may be accessed by VITALANE personnel operating in both Australia and India in the course of delivering our services.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) as applicable to our operations. We also have regard to the requirements of India's Digital Personal Data Protection Act 2023 (DPDPA) as and when those requirements apply to our India operations.

Where personal information is transferred between our Australian and India operations, we take reasonable steps to ensure it is handled consistently with the applicable privacy requirements of both jurisdictions.

Data Security and Retention

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure. These steps include the use of secure communication channels, access controls and reputable cloud-based service providers.

We retain personal information for as long as it is reasonably necessary for the purposes for which it was collected, or as required by applicable law. When personal information is no longer required, we take reasonable steps to destroy or de-identify it.

While we take reasonable precautions, no method of electronic transmission or storage is completely secure. We cannot guarantee the absolute security of information transmitted to us over the internet.

Access, Correction and Individual Privacy Rights

You have the right to request access to personal information we hold about you, and to request that we correct information that is inaccurate, out of date, incomplete or misleading.

To make an access or correction request, please contact us using the details at the end of this policy. We will respond to your request within a reasonable time and in accordance with applicable privacy requirements.

In some circumstances, we may be unable to provide access to certain information — for example, where doing so would unreasonably impact the privacy of another individual, or where an applicable legal exemption applies. If we decline a request, we will explain the reason.

Individuals whose personal information is handled by our India operations may also have rights under India's Digital Personal Data Protection Act 2023, including rights of access, correction and erasure, as and when those provisions come into effect.

Marketing Communications and Opt-Out

We may send you professional updates, industry insights or information about our services where you have consented to receive such communications, or where we have a legitimate basis to do so under applicable law, including the Spam Act 2003 (Cth).

You may opt out of receiving marketing communications from us at any time by contacting us directly using the details at the end of this policy, or by using the unsubscribe mechanism included in any electronic marketing message we send.

We will process opt-out requests promptly. Opting out of marketing communications will not affect our ability to contact you in relation to an existing enquiry or engagement.

Website Cookies and Analytics

Our website may use cookies and similar technologies to support website functionality and, where analytics tools are in use, to collect aggregated information about how visitors use the site.

Cookies are small text files stored on your device by your browser. They do not identify you personally. You can configure your browser to refuse cookies or to alert you when cookies are being sent, although this may affect the functionality of some parts of our website.

Where we use analytics tools, we use the information collected to understand how our website is used and to improve its content and performance. We do not use analytics data to identify individual visitors.

Privacy Enquiries and Complaint Handling

If you have a question, concern or complaint about how we have handled your personal information, please contact us in the first instance using the details below. We will acknowledge your complaint promptly and aim to resolve it within a reasonable timeframe.

If you are not satisfied with our response, you may have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au. Individuals in India may also have recourse to applicable authorities under the Digital Personal Data Protection Act 2023 as those mechanisms become available.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business practices, applicable law or regulatory requirements. The current version of this policy will always be available on our website.

We encourage you to review this policy periodically. Continued use of our website or submission of personal information to us after any update constitutes acceptance of the updated policy.

Contact Information

For privacy enquiries, access or correction requests, or complaints, please contact:

We will respond to privacy enquiries within a reasonable time and in accordance with our obligations under applicable privacy legislation.