Link2Trials is the controller for the processing of your personal data within the meaning of the General Data Protection Regulation (referred to hereinafter as: GDPR).
What data do we collect and for what purposes?
When you register an account, you will first be asked to fill in the following data:
- To create your account, we will ask you for your email address and password.
After confirming your email address, we will ask you to supplement your profile with the following information:
- We will ask you for your name, address, postal code and place of residence so we can contact you, for instance to arrange appointments or to send information.
- In addition, we need your telephone number in order to be able to contact you by telephone and send a reminder message. We use your address, postal code and place of residence to be able to display (local) trials or studies within a certain radius from your address.
- Your time zone and locale are processed to display the correct time and language for you.
- Your IP address is processed to protect your account.
- We also need your already-stored email address to contact you by email, for example to send confirmation and reminder emails. We also send emails to alert you to new studies.
In addition, certain special personal data are requested for research purposes, in order to assess whether you match the requirements applying to the relevant study and to subsequently conduct the study with you. The data that may be requested for research purposes include personal data relating to your gender, age, ethnicity, level of education, use of medication, fertility, height and weight, alcohol consumption, smoking behaviour and other medical and/or health data.
If you register for a specific study, part of the above data, including the data related to your health (special personal data), will be requested. After all, without these special data, we cannot match you with any of the available studies. The type and quantity of special personal data may vary per study, because we only collect the data necessary for that specific study.
We ask for your consent
We may only process special personal data if you give your consent for this. When creating an account, we therefore ask you for your explicit consent for processing the special and other personal data you have provided for the above purposes. You can withdraw this consent at any time.
With whom do we share your personal data?
Your personal data may be provided to third parties who will take on part of the processing on behalf of Link2Trials. For example, we use an external party to provide dedicated hosting for the personal data. This party is certified to store medical data. These parties are processors within the meaning of the GDPR.
After you have registered for a specific study or a specific project, your special and other personal data will be shared with research institutions, which may or may not contact you to participate in the specific study or project.
We verify in advance that these institutions are recognised research institutions that comply with national legislation and regulations. In principle, your personal data will only be transferred to research institutions within the country in which you are resident.
Protecting your personal data
We have taken appropriate technical measures to protect personal data against loss or other forms of unlawful processing. These measures ensure a level of security appropriate to the data that we process. We ensure that the account uses a secure/encrypted SSL connection. In addition, we use two-factor authentication and encrypt your password.
We will not keep your data longer than necessary for the purpose for which they were received.
In principle, your personal data will be retained until you cancel your account with us. When you cancel your account, the personal data will be deleted within 72 hours at the latest.
If you have registered for a specific study and have not created an account with us, the data you have provided will be used for the application process for that specific study. Your study-specific data will be deleted within 90 days after the end of the study.
We will ask holders of inactive accounts to reactivate their account by email. Personal data in accounts that have not been active for more than 10 years will be deleted after this period.
The above periods apply unless there are further legal obligations for us to store the data or keep them available for longer.
You have the right to inspect your personal data and the right to rectify your personal data. If you want to know which of your personal data we process, you can submit a written request to access your data. Should your data be incorrect, incomplete or irrelevant, you can ask us in writing to alter or supplement your data.
If you have given us consent to process certain of your data, you are always entitled to withdraw this consent. The withdrawal of this consent does not prejudice the lawfulness of our processing on the basis of your consent, which took place prior to this withdrawal.
You also have the right to have your personal data erased, the right to restrict their processing and the right to object to their processing. In addition, you have the right to transfer your data or to make them transferable (the so-called ‘right to data portability’). You can also submit a written request to this end.
In this context, ‘written’ includes by email. You can email your request to us via firstname.lastname@example.org. We will process your request as soon as possible, but always within four weeks.
You also have the right to submit a complaint about the way in which we handle your data. You can submit any such complaints to the UK Information Commissioner’s Office.
We reserve the right to make changes to this privacy statement. The changes shall enter into force on the date announced for their entry into force.