Privacy Policy
Effective date: 20 September 2026
Vida CRM is a mobile-first CRM for the life sciences industry. This policy explains what personal data the Vida CRM mobile app, web dashboard and this website handle, why, and what choices you have.
1. Who we are
Vida CRM is operated by Vida Sciences Research & Consulting FZCO ("Vida", "we", "us").
Vida CRM is sold to pharmaceutical and life sciences companies ("Customers"). Customers give their employees and field representatives ("Users") access to the app and dashboard. This creates two roles:
- Customer data. For the visit, healthcare-professional and business data a Customer puts into Vida CRM, the Customer decides why and how it is used and Vida acts as its service provider (data processor). Requests about that data are best directed to your employer, and we will help them respond.
- Account and service data. For sign-in, security, support and product operation, Vida acts as the controller.
2. Data we handle
| Category | Examples | Source |
|---|---|---|
| Account data | Name, work email, role, territory, employer, authentication details (passwords are stored hashed; multi-factor authentication data where enabled) | You or your employer |
| Field activity data | Weekly plans, visits and events you log, call notes, products discussed, follow-ups, vacation requests, coaching feedback | You |
| Healthcare-professional (HCP) business data | Names, specialty, workplace, professional contact details and engagement history of the HCPs you plan or visit | Your employer and you |
| Location data | GPS position when you log a visit, and periodic position samples during a work session (see section 3) | Your device |
| Device and usage data | App version, device type, sync status, error and security logs, and an audit trail of changes made in the system | Your device / the service |
| Communications | Messages you send to us for support or enquiries | You |
We do not collect payment card details in the app, contacts from your device, photos, microphone or camera data, and we do not sell personal data.
Vida CRM stores HCP business information only for legitimate commercial engagement purposes and does not record patient health data.
3. Location data
Location is the most sensitive data the app handles, so we are specific about it:
- Visit verification. When you log a visit, the app captures your position to check that you were near the HCP.
- Work-session trail. If you start a work session, the app samples your position periodically (every 10 minutes by default; your employer can configure 5–15 minutes) only while the session is active and the app is in use. The trail helps verify visits and keeps an accurate visit record.
- Consent and control. Tracking starts only after you give consent in the app and grant the device location permission. A visible banner shows while tracking is active. You can end the session at any time, or withdraw the device permission in your phone settings; the rest of the app remains available.
- Who can see it. Your own trail is visible to you. Supervisors and administrators at your employer can review it, for example when a visit is flagged. Other reps cannot see it.
- Not used for. The app does not track you outside work sessions and we do not use location for advertising.
4. How we use data
- To provide the service: planning, visit and event logging, the HCP directory, analytics dashboards and offline sync.
- To authenticate users and keep accounts and data secure, including detecting fraud and abuse.
- To support Customers in verifying field activity (for example, visit-proximity flagging).
- To provide support, fix defects and improve reliability and performance.
- To meet legal obligations and enforce our agreements.
Where applicable law requires a legal basis, we rely on performance of our contract with the Customer, our legitimate interests in securing and improving the service, your consent (for location tracking), and legal obligation.
5. Who we share it with
- Your employer (the Customer) and its authorised administrators and supervisors, in line with the role-based access it configures.
- Service providers that host and operate the service on our behalf (cloud and database hosting, and, where the dashboard shows route maps, Google Maps). They may process data only to provide their service to us.
- Authorities or advisers where required by law, or to protect rights, safety and security.
- A successor in the event of a merger, acquisition or asset sale, subject to this policy.
We do not sell personal data or share it for third-party advertising.
6. Retention
- Location trail data is deleted automatically after a retention period set by your employer (90 days by default).
- Other Customer data is kept while the Customer's account is active and deleted or returned after the contract ends, unless we must keep it by law.
- Security and audit logs are kept for as long as needed for security, compliance and dispute resolution.
7. Security
We use measures designed to protect data, including tenant isolation so each Customer's data is separated, role-based access controls, authentication with multi-factor verification for sensitive actions, secure on-device storage for credentials, and audit logging. No system is completely secure; if a breach affects your data we will notify the affected Customer and, where required, the relevant authorities.
8. Your rights and choices
Depending on where you live, you may have the right to access, correct, delete, restrict or object to the processing of your personal data, to withdraw consent, and to lodge a complaint with a data protection authority.
- In the app: you can view your location history and request deletion of your location trail, and end tracking at any time.
- HCPs: if you are a healthcare professional and want to see, correct or delete data held about you, contact us or the Customer that recorded it. Requests are handled within 30 days.
- Other requests: email us at the address below. We may need to verify your identity and, for Customer data, refer you to the Customer.
9. International transfers
We serve Customers across the MENA region and beyond, and our providers may process data in other countries. Where data is transferred internationally, we use appropriate safeguards required by applicable law.
10. This website
This marketing website does not use cookies or analytics and has no sign-up forms. It loads fonts from Google Fonts, which means your browser sends your IP address to Google when you visit. If you email us or download the brochure, we handle your message only to respond to you.
11. Children
Vida CRM is a professional business tool and is not directed at anyone under 18. We do not knowingly collect data from children.
12. Changes to this policy
We may update this policy from time to time. We will post the new version here with a new effective date and, for material changes, notify Customers or Users through the service or by email.
13. Contact us
Vida Sciences Research & Consulting FZCO
Email: Info@Vida-Sciences.com
Web: www.Vida-Sciences.com