How your personal information is used by Intelligent Clinical
This privacy notice is to let you know how we look after your personal information. This includes what you tell us about yourself, what we learn by having you as a client or supplier, and the choices you give us about what marketing you want us to send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you.
Intelligent Clinical may change this policy, all updates will be posted on all our websites and you should check this from time to time.
Our Privacy Promise
- To keep your data safe and secure.
- Not to sell your 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 Intelligent Clinical. The law says we must have one or more of these reasons:
- To fulfil a contract we have with you, or
- When it is our legal duty, or
- When it is in our legitimate interest, or
- When you consent to it.
A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you.
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
|Contact Details||Where you work, and how to contact you. This may include details about your company, e-mail address and telephone number, department profession, nationality or education.|
|Location||This may come from the address where you connect a computer to the internet, when you complete a survey or connect to our website|
|Communications||What we learn about you when we meet you, or from telephone calls, letters and emails.|
|Public Records||Details that are in public records such as company websites, and information about you that is openly available on the internet.|
|Consents||Any permissions, consents, or preferences that you give us. This includes things like how you want us to contact you, marketing we send, or signing up to our Volunteer Database|
|Special types of data||GDPR and other regulations treat some types of personal information as special. We will only collect and use these types of data where appropriate for our Volunteer/Participant Database: Racial or ethnic origin, Genetic and bio-metric data, Health data including gender and medical history.|
|Contracts||Details about quotes, orders, invoices and payments to and from us. We may retain documentation relating to contracts with us such as Material Transfer Agreement (MTA) or confidential disclosure agreement (CDA).|
|Technical||Details about the products or services you offer, or that we provide to you. This may include details about how you use our products and services and your interests relating to our services. We may retain documentation relating to applications for samples, and where appropriate these may be shared with our collaborating partners or Research Governance Committee.|
Where we collect personal information from
We collect customer and supplier data directly. We do not rely on third parties.
We may collect personal information about you (or your business):
Data you give to us:
- When you purchase our products and services
- When you provide details of products or services you offer
- When you use our websites or web chat
- In emails and letters
- In client or supplier surveys
Data we collect:
- When you use our services, or we meet you at an event
- Details that are in public records such as company websites, and information about you that is openly available on the internet.
- Orders and transaction data.
- Profile data. This includes the profile you create to identify yourself when you log onto our online shop. It also includes other data we gather from devices you use to connect to our website using cookies and other internet tracking software.
How we use your data
We require this information to understand your needs and allow us to provide you with a better service. In particular, for the following reasons
- To raise a quote, process an order or service and through to delivery of that
- Internal record keeping
- To improve our products and services
- To email you about other products and services we think may be of interest to you
- If you send us an application form or CV, we may store this for 6 months. We don’t share this info with third parties
Who we share your personal information with
- Intelligent Clinical and The Niche CRO Group employees, as part of running the business
- HM Revenue & Customs, regulators and other authorities
- Volunteer donor/partipant information may be shared with clients when anonymized to ensure you cannot be identified.
- Companies we have a joint venture or agreement to co-operate with
- Organisations that introduce you to us
- Companies that we introduce you to
- We may need to share your personal information with other organisations to provide you with the product or service you have chosen.
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 Donors or Clinical Trial Participants for Research Studies
When recruiting donors for a Research Study, we use a semi-automated system to decide who to select from our Donor/Participant Database. This ensures that all donors are offered an equal opportunity to take part in research studies.
This process uses data you may have provided when signing up including;
- 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.
We may use your personal information to tell you about relevant products and services. 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 use our services, or from public records. We use this to decide which products, services and offers may be relevant for you.
We will only use your personal information to send you marketing messages if we have either your consent or a ‘legitimate interest’. You can ask us to stop sending you 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 are a client or supplier of The Niche CRO group and its companies.
After you stop being a client, 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.
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.
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 firstname.lastname@example.org 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.
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, please contact us at email@example.com.
How to contact us
Intelligent Clinical Ltd, 1.2 Fleming Pavilion, Todd Campus, West of Scotland Science Park, Glasgow G20 0XA. firstname.lastname@example.org