How your personal information is used by Intelligent Clinical  

This privacy notice is to let you know how we look after the personal information you provide via our registration form or through our project specific research surveys.

This notice explains how we protect your privacy rights and how the law protects you.

Intelligent Clinical may change this policy from time to time, all updates will be posted on our websites and you should check this from time to time.

 

Our Privacy Promise

We promise:

• To keep your data safe and secure.
• Not to share or sell your personally identifiable data.
• To give you ways to manage and review your choices.
• To correct any information that is inaccurate or obsolete

 

How the law protects you

As well as our Privacy Promise, your privacy is protected by law.

The General Data Protection Regulation (GDPR) says that we are allowed to use personal information only if we have a proper reason to do so. This includes sharing it outside of Intelligent Clinical. The law says we must have one or more of these reasons:

• When it is our legal duty, or
• When you consent to it.

Here is a list of all the ways that we may use your personal information, and which of the reasons we rely on to do so. This is also where we tell you what our legitimate interests are.

 

Examples of personal information we may hold

Information	Description
Contact Details	How to contact you. This may include details about your e-mail address and telephone number.
Location	This may come from the address where you connect a computer to the internet, when you complete our registration form, an online research survey or connect to our website
Communications	What we learn about you when we receive your online registration form or when you complete a research survey.
Consents	Any permissions, consents, or preferences that you give us. This includes things like how you want us to contact you about new research or tissue sample donation, or our follow up after you have provided a response to a research survey.
Special types of data	GDPR and other regulations treat some types of personal information as more sensitive. We will only collect and use these types of data where appropriate for our Donor / Clinical Trials Database: Racial or ethnic origin, Genetic and bio-metric data, Health data including gender and medical or medication history.

 

Where we collect personal information from

We collect data directly. We do not rely on third parties.

Data you give to us:

• When you complete our online registration form
• When you provide a response to a research survey
• When you use our websites
• In emails and letters

Data we collect:

• Contact information and personal health data via our online registration form
• Contact and personal health data via our project specific research surveys.

 

How we use your data

We require this information in particular, for the following reasons

• To build our volunteer / donor / clinical trial database, this allows us to inform you of new research or tissue sample donations which may be of interest.
• To assess if you might be suitable to take part in a research study or tissue sample donation based on the main criteria the clinical trial sponsor is looking for.

 

Who we share your personal information with:

• The Niche CRO Group and Intelligent Clinical employees, as part of running the business
• If you have donated a tissue sample or participated in a clinical trial and have received any payments for travel / inconvenience then we are required to maintain records for HM Revenue & Customs, regulators and other authorities
• Information may be shared with clients but only after anonymised to ensure you cannot be identified.   An example of when this might be shared is to provide a sponsor with a summary of how many people in the community have responded to our research survey and of those how many are experiencing a specific condition or have provided specific responses to medical history questions.  The sponsor will never be aware of your identifiable personal data and this information would only be outlined as a general summary of responses.

We may choose to sell, transfer, or merge parts of our business at some point in the future. Or we may seek to acquire other businesses or merge with them.  During any such process, we may share your data with other parties. We’ll only do this if they agree to keep your data safe and private.  If the change to our company happens, then other parties may use your data in the same way as set out in this notice.

 

How we use your information to make automated decisions

We sometimes use systems to make automated decisions based on personal information we have about you. This helps us to make sure our decisions are, fair and without bias based on what we know. Here are the types of automated decision we make:

Selecting volunteer / donor / study participants for research studies or tissue sample donation.

When recruiting volunteers / donors or study participants for our research, we use a semi-automated system to decide who to select from our database or we may use a list of search criteria which specifically meets the project’s needs.  This ensures that all respondents are offered an equal opportunity to take part in research studies based on the search criteria we require.

This process uses data you may have provided when registering including;

• Your general contact details
• Your medical history
• Your availability to attend
• The frequency of contact we have had with you
• Data we may already hold.

This ensures our selection process is fair and unbiased.

 

Marketing / Future Project Notifications

We may use your personal information to tell you about future projects which you may be interested in or to share updates about The Niche CRO Group companies.  This is what we mean when we talk about ‘marketing’.

The personal information we have for you is made up of what you tell us, and data we collect when you register on our database and agree to be contacted.

We will only use your personal information to send you these type of marketing messages if we have either your consent or a ‘legitimate interest’. You can ask us to stop sending you future project / marketing messages by contacting us at any time.

 

How long we keep your personal information

We will keep your personal information for as long as you agree to remain in the  Intelligent Clinical database

After you request to be removed from the database, we may keep your data on file for one of these reasons:

• To respond to any questions or complaints.
• To maintain records according to rules that apply to us.

We may also keep it for legal, regulatory or technical reasons.

 

How do we use cookies?

A cookie is a small file which asks permission to be placed on your computer hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us through our registration form or research survey.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

 

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

 

How to withdraw your consent

You can withdraw your consent for us to retain your personal information at any time. Please contact us at info@intelligent-clinical.com if you want to do so.

Letting us know if your personal information is incorrect

You have the right to question any information we have about you that you think is wrong or incomplete. Please contact us if you want to do this.  If you do, we will take reasonable steps to check its accuracy and correct it.

 

What if you want us to stop using your personal information?

You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’.

There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.

We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted.

You can ask us to restrict the use of your personal information if:

• It is not accurate.
• It has been used unlawfully but you don’t want us to delete it.
• It not relevant any more, but you want us to keep it for use in legal claims.
• You have already asked us to stop using your data but you are waiting for us to tell you if we are allowed to keep on using it.

 

How to contact us

If you want to object to how we use your data, or if you would like to ask us to delete it or restrict how we use it or if you have any questions about our Privacy Policy (directly applying to our online registration form or our research surveys) or the information we hold about you, please write to:

Intelligent Clinical Ltd, 1.1 Fleming Pavilion, Todd Campus, West of Scotland Science Park, Glasgow G20 0XA.  info@intelligent-clinical.com