Privacy Policy — PharmaRegAI Effective Date: May 27, 2026 Last Updated: May 27, 2026 Version: 1.0
PharmaRegAI ("PharmaRegAI," "Company," "We," "Us," or "Our") is a enterprise software company operating pharmaregai.com, the PharmaRegAI Portal, and all related platforms, tools, and services (collectively, the "Platform" or "Services"). This Privacy Policy describes how We collect, use, store, protect, and disclose information obtained from You through Your access to and use of Our Platform.
By accessing, registering for, or using any part of the Platform or Services, You acknowledge that You have read, understood, and agreed to the practices described in this Privacy Policy. If You do not agree to these practices, You must not use Our Platform or Services.
1. Scope This Privacy Policy applies to:
All visitors to pharmaregai.com and any subdomain operated by PharmaRegAI.
All registered users of the PharmaRegAI Portal, eQMS platform, and associated enterprise modules.
All individuals who submit information through contact forms, demo requests, newsletter sign-ups, consultation requests, or any other inquiry mechanism.
All clients, prospective clients, and third-party representatives who engage with PharmaRegAI in a business capacity.
This Policy does not apply to third-party websites, tools, or platforms that may be linked from Our Platform. PharmaRegAI is not responsible for the privacy practices of such third parties.
2. Information We Collect 2.1 Information You Provide Directly When You interact with Our Platform or Services, You may voluntarily provide:
Identity and Contact Information — full name, job title, company name, business email address, phone number, and physical address.
Account Credentials — username, password, and security preferences for registered user accounts.
Inquiry and Communication Data — messages, questions, feedback, support tickets, and consultation requests submitted through forms or direct communication channels.
Company and Compliance Profile — information You provide about Your organization, regulatory interests, quality system requirements, inspection history, or pharma operations context, to the extent You choose to share it during onboarding or service engagement.
Payment Information — billing name, address, and payment method details, processed through our secure payment processors. PharmaRegAI does not store raw payment card data on its own systems.
2.2 Information Collected Automatically When You access Our Platform, We and Our authorized service providers may automatically collect:
Usage and Activity Data — pages visited, features accessed, search queries, session duration, interaction patterns, and navigation paths within the Platform.
Device and Technical Data — IP address, browser type and version, operating system, screen resolution, device identifiers, time zone, and language settings.
Log Files — server logs recording access timestamps, request types, and error events.
Cookie and Tracking Data — information collected through cookies, pixel tags, web beacons, and similar technologies as described in Section 6.
2.3 Information From Third Parties We may receive information about You from:
CRM and Sales Platforms — contact and company data sourced from business intelligence tools used for outreach and lead qualification.
Integration Partners — where You connect third-party enterprise systems such as ERP platforms, cloud environments, or identity providers to Our Services.
Publicly Available Sources — professional profile information from business directories or platforms such as LinkedIn, used solely for business development context.
3. How We Use Your Information PharmaRegAI uses collected information for the following purposes:
Service Delivery — to operate, maintain, and improve the PharmaRegAI Portal, eQMS modules, and all other Service offerings.
Account Management — to create and manage Your user account, verify identity, and maintain access security.
Communication — to respond to inquiries, deliver support, send service-related notifications, and provide updates about Your account or active Services.
Platform Enhancement — to analyze usage patterns, diagnose technical issues, improve product performance, and develop new features aligned with user and market needs.
Regulatory Intelligence Processing — to deliver inspection analysis, investigator insights, root cause recommendations, CAPA guidance, and AI-powered compliance content based on Your Platform activity and queries.
Marketing and Outreach — to inform You about PharmaRegAI services, regulatory updates, product releases, or industry insights that may be relevant to Your business, where You have not opted out or where permitted by applicable law.
Legal and Compliance Obligations — to comply with applicable laws, respond to lawful regulatory or governmental requests, enforce Our agreements, and protect the rights, safety, and interests of PharmaRegAI, its clients, and the public.
Business Analytics — to generate aggregated, de-identified analytics for internal research and business planning purposes. No individual user is identifiable from such aggregated outputs.
4. Legal Basis for Processing (For Users in Applicable Jurisdictions) Where required by applicable data protection law, including the General Data Protection Regulation (GDPR) for users in the European Economic Area, or equivalent frameworks, PharmaRegAI processes personal information on the following legal bases:
Contractual Necessity — processing required to deliver Services under an active agreement or Order Form.
Legitimate Interests — processing for security, fraud prevention, product improvement, and business communication, where such interests are not overridden by Your rights.
Consent — where You have explicitly consented, such as for marketing communications or the use of non-essential cookies.
Legal Obligation — processing required to comply with applicable law or regulatory requirements.
5. Disclosure of Your Information PharmaRegAI does not sell personal information to third parties. We may share Your information in the following circumstances:
Service Providers and Vendors — third-party providers who assist Us in delivering Services, including cloud infrastructure providers, analytics platforms, payment processors, email services, and security tools. Such providers are contractually bound to use Your data only to perform services on Our behalf.
Affiliated Entities — subsidiaries or affiliated entities of PharmaRegAI that support the delivery of Services.
Client Organizations — where You access Our Platform as an authorized representative or employee of a client company, We may share account and activity information with the primary account holder or administrator for that organization.
Business Transfers — in the event of a merger, acquisition, asset sale, or reorganization, Your information may be transferred as part of the transaction, subject to equivalent privacy protections.
Legal and Regulatory Requirements — where required by law, court order, or legitimate government authority, or where necessary to protect Our legal rights, prevent fraud, or respond to security incidents.
Aggregate and De-Identified Data — We may share statistical, aggregated, or de-identified data with partners, analysts, or for publication, in a form that does not identify individual users.
6. Cookies and Tracking Technologies PharmaRegAI uses cookies and similar tracking technologies to operate and improve the Platform.
Types of cookies used:
Essential Cookies — required for Platform functionality, including authentication, session management, and security features. These cannot be disabled without impairing Platform access.
Analytics Cookies — used to understand how users interact with the Platform, identify usage trends, and improve performance. These may include tools such as Google Analytics or equivalent platforms.
Preference Cookies — used to remember Your settings and display preferences.
Marketing Cookies — used, where consent is obtained, to deliver relevant content and measure campaign effectiveness.
Managing cookies: You may configure Your browser to reject cookies or alert You when cookies are set. Disabling essential cookies may limit Platform functionality. For users in jurisdictions requiring consent, a cookie consent mechanism is presented upon first access.
7. Data Retention PharmaRegAI retains personal information for as long as necessary to:
Fulfill the purposes described in this Policy.
Maintain an active account or service relationship.
Comply with applicable legal, tax, or regulatory retention obligations.
Resolve disputes and enforce agreements.
When data is no longer required, it is securely deleted or anonymized. Retention periods may vary by data type and applicable jurisdiction.
8. Data Security PharmaRegAI implements industry-standard technical and organizational measures to protect Your personal information against unauthorized access, loss, alteration, or disclosure. These measures include:
Encrypted data transmission via TLS/SSL protocols.
Access controls and role-based permissions for internal data handling.
Regular security assessments and vulnerability reviews.
Secure cloud infrastructure with data backup and recovery procedures.
Employee confidentiality obligations and data handling training.
No method of electronic transmission or storage is completely secure. While We take every reasonable precaution, We cannot guarantee absolute security. In the event of a data breach that affects Your rights, We will notify You as required by applicable law.
9. International Data Transfers PharmaRegAI is a USA-established company. If You are accessing Our Services from outside the United States, Your information may be transferred to and processed in the United States or other jurisdictions where Our service providers operate. We take appropriate steps to ensure such transfers comply with applicable data protection laws, including through the use of standard contractual clauses or other recognized transfer mechanisms.
10. Your Rights and Choices Depending on Your jurisdiction, You may have the following rights with respect to Your personal information:
Access — request a copy of the personal information We hold about You.
Correction — request correction of inaccurate or incomplete data.
Deletion — request deletion of Your personal information, subject to legal retention obligations.
Portability — request that Your data be provided in a structured, machine-readable format.
Objection or Restriction — object to or request restriction of processing based on legitimate interests.
Consent Withdrawal — withdraw consent for activities where consent is the legal basis, without affecting processing conducted prior to withdrawal.
Opt-Out of Marketing — unsubscribe from marketing communications at any time by using the opt-out mechanism in any email or by contacting Us directly.
To exercise any of these rights, contact Us at the address provided in Section 14. We will respond within the timeframe required by applicable law.
11. Children's Privacy The PharmaRegAI Platform is intended exclusively for business professionals and enterprise users. We do not knowingly collect personal information from individuals under the age of 18. If We become aware that a minor has submitted personal information, We will take immediate steps to delete it.
12. Third-Party Links Our Platform may contain links to third-party websites, tools, or resources. PharmaRegAI is not responsible for the privacy practices or content of such third parties. Accessing linked sites is at Your own risk, and You are encouraged to review the privacy policies of any third party before sharing personal information.
13. Changes to This Privacy Policy PharmaRegAI reserves the right to update or modify this Privacy Policy at any time. Changes will be posted on this page with an updated effective date. Continued use of the Platform following the posting of changes constitutes Your acceptance of the revised Policy. If changes are material, We will provide additional notice through the Platform or by email to registered users.
14. Contact Us For questions, concerns, or requests related to this Privacy Policy or the handling of Your personal information, contact PharmaRegAI at:
PharmaRegAI
Email: shrey@pharmaregai.com
Website: www.pharmaregai.com