Privacy Policy

1. Introduction

AIcyclinder is an AI-powered regulatory and clinical data management platform operated by Feyti Medical Group. We are committed to protecting the privacy of all users — including regulatory officers, pharmacovigilance (PV) officers, quality assurance professionals, clinical research staff, and organisation administrators — who access the platform.

This Privacy Policy explains what personal data we collect, how we use and protect it, and your rights with regard to that data.

2. Data We Collect

• Account information: Full name, email address, phone number, job title, and organisation affiliation provided during registration.
• Authentication data: Hashed passwords and two-factor authentication tokens (6-digit codes sent via email).
• Regulatory & clinical data: Documents, dossiers, adverse drug reaction (ADR) reports, pharmacovigilance case data, literature reviews, drug lists, and regulatory submissions uploaded or created within the platform.
• Audit and activity logs: Actions performed within the platform (document uploads, approvals, role assignments) for traceability and compliance purposes.
• Usage data: Browser type, IP address, timestamps, and session identifiers collected automatically to ensure security and platform performance.

3. How We Use Your Data

• To provide and operate the AIcyclinder platform, including Regulatory Document Management (RDM) and Clinical Trial Management (CTM) modules.
• To manage user accounts, organisation memberships, role assignments, and access permissions.
• To facilitate the approval and onboarding of new users by notifying designated super administrators.
• To generate AI-assisted regulatory documents, dossiers, and pharmacovigilance reports.
• To comply with applicable pharmaceutical regulations and regulatory body requirements (e.g., NDA, NAFDAC, EMA, WHO guidelines).
• To send transactional emails such as registration confirmations, account approval notifications, and two-factor authentication codes.
• To detect, investigate, and prevent security incidents or unauthorised access.

4. Legal Basis for Processing

We process personal data under the following legal bases where applicable:

• Contract performance: Processing necessary to provide the platform services under your organisation's subscription agreement with Feyti Medical Group.
• Legal obligation: Processing required to comply with pharmaceutical, clinical trial, and pharmacovigilance regulations.
• Legitimate interests: Platform security, fraud prevention, and service improvement.
• Consent: Where you have explicitly provided consent, such as during self-registration.

5. Data Sharing

We do not sell personal data. We may share data only in the following circumstances:

• Within your organisation: Super administrators and authorised organisation administrators can view member profiles and activity within their organisation.
• Infrastructure providers: Cloud hosting (AWS Amplify, AWS S3), database services, and email delivery are provided by vetted third-party processors operating under data processing agreements.
• Regulatory authorities: Where required by law or a competent regulatory body.

6. Data Retention

Personal data is retained for as long as your account is active or as required to comply with regulatory obligations. Regulatory documents and pharmacovigilance records may be retained for extended periods as mandated by applicable law (e.g., ICH E6 GCP requirements for clinical trial records). You may request account deletion by contacting us; however, data required for regulatory compliance will be retained for the legally required period.

7. Security

We implement industry-standard security measures including encrypted data transmission (HTTPS/TLS), hashed credential storage, role-based access controls (RBAC), two-factor authentication, and audit logging. Access to sensitive data is restricted to users with appropriate roles within their organisation.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access personal data we hold about you.
• Request correction of inaccurate or incomplete personal data.
• Request deletion of personal data (subject to regulatory retention obligations).
• Object to or restrict certain processing activities.
• Receive a portable copy of your personal data in a structured format.

To exercise these rights, contact us at privacy@feytimedicalgroup.com.

9. Cookies

AIcyclinder uses essential cookies and browser local storage to maintain your authenticated session, remember your preferred language, and store your active organisation context. We do not use third-party tracking or advertising cookies.

10. Changes to This Policy

We may update this policy periodically. Material changes will be communicated via email or a notice within the platform. Continued use of AIcyclinder after the effective date constitutes acceptance of the updated policy.

11. Contact

For privacy-related inquiries, contact Feyti Medical Group at: