Privacy Policy

1.    What we need

RWS Holdings plc and all its subsidiaries, hereafter referred to as “RWS”, are subject to this privacy policy.  RWS is a Controller of the personal data, you (the data subject) provide us.

This policy encompasses the data that is submitted on the following RWS platforms:

AOP Connect


Global Filing Platform






On various pages of our websites you have the opportunity to submit personal data to RWS. We therefore have the potential to collect the following personal data from you:

·        Name

·        Email address

·        Company name

·        Job title

·        Address details

·        Telephone numbers

·        Documents and messages submitted by you

·        VAT numbers

·        Website details

Data that is collected but not actively submitted by you includes:

·        Information collected from cookies

·        IP addresses

Where IP addresses are processed, they are done so exclusive of other data submitted by you. Therefore, it is not possible for RWS to identify individuals based on IP address alone.

Please note that any documents submitted to RWS on this site or any other RWS platform, for the purpose of translation, must have all personal data redacted unless a prior agreement has been made in writing that such data should not be redacted. In these cases, appropriate technological security measures should be taken to ensure the protection of documents that contain personal data.


2.    Why we need it

Depending on which form or area of the website in which your data was submitted to us, RWS may need your data in order to:

·        Reply to your requests for downloadable resources or information

·        Process quotes, orders and queries relating to RWS’s services

·        Process applications for job vacancies

·        Contact you with relevant information that may be of interest

·        Monitor and analyse visits to our website for internal reporting

·        Provide you with access to our various platforms

·        Respond to your IM chat queries

3.    What we do with it

Depending on your location and which division and services are applicable to you, your data may be processed at several different RWS offices. For a full list of RWS offices, please see our contact us page. RWS utilizes a variety of on-premise and Cloud storage infrastructure.

Your data will not be sold or shared to third parties unless we have your express permission to do so, unless required to by law, or if it is necessary to fulfil our contractual obligations with you. We may use the following third-party service providers to process and store your data depending on your use of RWS services:

·        Google Analytics (Google, Inc), which we use to help us track visits to and usage of our websites. Read Google’s privacy policy here. More information on Google Analytics here.

·        HubSpot (HubSpot, Inc), which we use to help us track visits to and usage of our websites; and use to store customer and prospect information, marketing, internal reporting and campaign management.  Read HubSpot’s privacy policy here.  More information on HubSpot here.

·        MailChimp (The Rocket Science Group, LLC), which we use to manage email marketing subscriber lists and send emails to our subscribers. Read their privacy policy.

·        Mailgun (Mailgun Technologies, Inc), our integration API solution that facilitates email delivery and meta-data tracking from our WordPress platform to RWS email servers. Read their privacy policy.

·        Minesoft (Minesoft Ltd), in partnership with RWS, used to develop and maintain PatBase. Read their privacy policy.

·        Plunet (Plunet GmbH), which we use as a workflow management system. Read their privacy statement.

·        Salesforce and affiliates (Salesforce EMEA Limited), which we use to store customer and prospect information, marketing, internal reporting and campaign management. Read their privacy policy.

·        Tipalti (Tipalti, Inc), which we use to pay Researchers that are part of our AOP Connect platform. Read their privacy policy.

·        WordPress, our chosen public-facing web hosting and content management platform, in turn hosted on WPEngine infrastructure. Read their privacy policy.

4.    How long we keep it

Under UK law we are required to keep your personal data for no longer than is necessary for the purposes for which it is processed. We work to this in accordance with our Data Retention Policy. After this period your personal data will be irreversibly destroyed. Any personal data held by us for marketing, promotional and service update notifications will be kept by us until such time as you notify us that you no longer wish to receive this information. For more information about our data retention schedule please contact [email protected].

5.    What are your rights?

Should you believe that any personal data we hold on you is incorrect or incomplete, you have the right and the ability to request to see this information, rectify it or have it deleted. We aim to comply with such requests within 30 days.

In the event that you wish to submit a data subject access request, or to complain about how we have handled your personal data, please contact our Information Security personnel at [email protected] or in writing to the following address:

Information Security

Europa House
Chiltern Park, Chiltern Hill
Chalfont St Peter, SL9 9FG, England

Our Information Security team will then investigate your request/complaint and work with you to resolve the matter.

If you still feel that your personal data has not been handled appropriately according to the law, you can contact the UK’s Information Commissioner’s Office (ICO) and file a complaint with them.

6.    Links to Other Sites

This website contains links to other sites that are not owned or controlled by RWS, such as (but not limited to) Facebook, Twitter, LinkedIn. Links to other sites will open in a new tab. Please be aware that RWS is not responsible for the privacy practices of such other sites. We encourage you to be aware when you leave our site and to read the privacy statements of each and every website that collects personal data. This privacy policy applies only to data collected by this website and other RWS platforms.

7.    Cookies

Like most websites we use cookies to deliver you the best experience on our website. These cookies are completely safe and secure and will never contain any sensitive information which protects your privacy. If you continue without changing your settings we will assume that you are happy to receive only the essential cookies from this website. If you would like to change your preferences you may do so by following the instructions here.

You can read our Cookie Policy here.

8.    Hotjar

We use Hotjar in order to better understand our users’ needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behaviour and their devices (in particular device’s IP address (captured and stored only in anonymized form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), preferred language used to display our website). Hotjar stores this information in a pseudonymized user profile. Neither Hotjar nor we will ever use this information to identify individual users or to match it with further data on an individual user. For further details, please see Hotjar’s privacy policy by clicking on this link.

You can opt-out to the creation of a user profile, Hotjar’s storing of data about your usage of our site and Hotjar’s use of tracking cookies on other websites by following this opt-out link.

9.    Further Information

RWS Life Sciences Data Safeguards, Privacy and Destruction policy can be found here.