Privacy Policy

This Privacy Policy explains how Biotrace Labs ("we", "our", or "us") collects, uses, discloses, and safeguards personal information obtained from clients, vendors, website visitors, and other individuals in connection with our analytical testing services for herbal products, nutraceuticals, and food items. By engaging our services or visiting our website, you acknowledge that you have read and understood this Policy.

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1. Scope of This Privacy Policy

This Privacy Policy applies to all individuals who interact with our services, including website visitors, users, customers, vendors, partners, and any other person whose personal information we process in connection with our business operations.

This Policy applies to all personal information processed by us, whether collected directly from individuals, automatically through our digital platforms, or received from third parties acting on our behalf.

This Policy does not apply to information that is non-personal, anonymized, aggregated, or information processed by third parties governed by their own privacy practices.

2. Information We Collect

2.1 Personal Data

We may collect personal information necessary to provide our services and maintain relationships with clients. This may include names, company details, designations, email addresses, phone numbers, mailing addresses, payment and billing information, and identity verification details.

2.2 Sample & Project Information

To perform analytical testing and project execution, we may collect and process sample identifiers, product composition details, formulation information, batch numbers, manufacturing data, and other project-specific information.

2.3 Technical & Website Usage Data

When you access our website, we may automatically collect technical information such as browser type and version, device information, IP address, cookies, usage data, and time spent on pages.

2.4 Sensitive or Confidential Information

Certain samples, formulations, or project-related details may be proprietary or commercially sensitive. Such information is handled with the highest level of confidentiality and subject to strict internal controls.

3. How We Use Your Information

We process personal, sample-related, and technical data strictly for legitimate and clearly defined purposes, including:

• Providing analytical testing and reporting services
• Verifying client identities and maintaining service records
• Providing Certificates of Analysis (COA) and regulatory documentation
• Billing, invoicing, and financial transactions
• Sample traceability and compliance documentation
• Communicating changes, technical notices, and regulatory information
• Internal auditing, quality assurance, and accreditation purposes

4. Legal Basis of Processing

Depending on applicable requirements, we process data on one or more of the following grounds:

• Performance of contractual obligations
• Compliance with legal or regulatory requirements
• Legitimate business interests
• Consent provided by the data subject where required

5. How We Share Information

We do not sell personal information. Information may be shared only on a need-to-know basis with:

• Accrediting bodies as needed for audits
• Regulatory authorities where disclosure is required
• Approved subcontracted laboratories
• Payment processors and financial institutions
• Verified IT service providers supporting our systems

6. Data Security

We implement administrative, technical, and physical safeguards to protect personal information, including secure laboratory information systems, encrypted storage, access controls, confidentiality agreements, and periodic security reviews.

While no system can guarantee absolute security, we continuously enhance our practices to maintain a high standard of protection.

7. Data Retention

We retain personal and sample-related information only as long as necessary to:

• Fulfill contractual obligations
• Meet accreditation and regulatory requirements
• Support audits and investigations
• Resolve disputes and enforce agreements

8. Your Rights

Depending on applicable laws, you may have rights including:

• Requesting access to your personal information
• Requesting corrections or updates
• Restricting processing in certain circumstances
• Requesting data portability
• Withdrawing consent where applicable
• Objecting to specific processing activities

9. Cookies & Tracking Technologies

Our website may use cookies or similar technologies to enhance user experience, analyze website performance, and support functionality.

10. Confidentiality of Client Data & Test Results

We maintain strict confidentiality regarding client information, sample composition, test results, analytical methods, and project specifications.

11. International Data Transfers

If information is transferred outside your jurisdiction, appropriate safeguards will be implemented to ensure adequate protection of personal information.

12. Policy Updates

We may revise this Privacy Policy from time to time to reflect changes in our practices, regulatory requirements, or operational needs. Updated versions will be posted on this page.