Privacy Policy

Last Updated: November 29, 2025

1. Introduction

EQUINOX CLINICAL TRIAL SERVICES LTD (“we”, “us”, or “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you use our website and services.

We are registered in England and Wales under company registration number [your company number], and our registered office is at Unit 7 Martinfield Business Centre, Martinfield, Welwyn Garden City, England, AL7 1HG.

We are the data controller responsible for your personal data. For data protection queries, please contact us using the details in Section 13 below.

2. Information We Collect

2.1 Personal Data You Provide to Us

When you use our services or contact us, we may collect the following personal information:

Contact Information: First name, last name, email address, telephone number, postal address
Account Information: Username, password, and account preferences (if you create an account)
Communication Data: Information you provide when you contact us, including inquiry details and correspondence
Professional Information: Job title, company name, and professional interests (if relevant to our services)
Trial Participant Information: Health-related data, medical history, and consent records (where applicable to clinical trial services)

2.2 Information We Collect Automatically

When you visit our website, we automatically collect:

Technical Data: IP address, browser type and version, device type, operating system, time zone settings, browser plug-in types and versions
Usage Data: Information about how you use our website, including pages visited, time spent on pages, links clicked, date and time of visits, and referring website addresses
Location Data: General geographic location based on your IP address

2.3 Cookies and Similar Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. For detailed information about the cookies we use and your choices, please see Section 5 below.

3. Legal Basis and Purposes for Processing Your Data

Under UK GDPR, we must have a lawful basis for processing your personal data. Below are the purposes for which we process your data and the corresponding lawful bases:

Purpose	Type of Data	Lawful Basis
To provide and deliver our services to you	Contact information, account information, professional information	Performance of a contract with you
To respond to your inquiries and provide customer support	Contact information, communication data	Performance of a contract or legitimate interests (to respond to communications)
To send you marketing communications about our services	Contact information	Consent (you can withdraw at any time) or legitimate interests (for existing customers)
To improve our website and services	Usage data, technical data	Legitimate interests (to improve our services and user experience)
To ensure website security and prevent fraud	Technical data, usage data, IP addresses	Legitimate interests (to protect our business and comply with legal obligations)
To comply with legal and regulatory obligations	All relevant personal data	Legal obligation
To manage clinical trial participant data (where applicable)	Health data, medical history, consent records	Consent, legal obligation, or public interest in scientific research

Legitimate Interests: Where we rely on legitimate interests, we have balanced our interests against your rights and freedoms and ensured that processing is necessary and proportionate

Special Category Data: For health-related data collected in connection with clinical trials, we process this data based on your explicit consent, legal obligations, or for public health and scientific research purposes with appropriate safeguards in place.

We may share your personal information with the following categories of recipients

4.1 Service Providers

We share data with trusted third-party service providers who process data on our behalf, including:

IT and Cloud Hosting Providers: To host our website and store data securely
Email and Communication Services: To send communications and manage customer relationships
Analytics Providers: To analyze website usage and improve our services (e.g., Google Analytics)
Payment Processors: To process payments securely (if applicable)

All service providers are contractually required to keep your data secure and process it only as instructed.

4.2 Professional Advisers

We may share data with lawyers, accountants, auditors, and insurers who provide professional services to us.

4.3 Regulatory and Law Enforcement Authorities

We may disclose your data to regulatory bodies, law enforcement, or public authorities when required by law or to protect our legal rights.

4.4 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your personal data may be transferred to the new owner. We will notify you before your data becomes subject to a different privacy policy.

4.5 Clinical Trial Partners and Regulators

For clinical trial services, we may share participant data with trial sponsors, research institutions, ethics committees, and regulatory bodies such as the Medicines and Healthcare products Regulatory Agency (MHRA), in accordance with applicable regulations.

5. Cookies and Tracking Technologies

5.1 What Are Cookies?

Cookies are small text files placed on your device when you visit our website. They help us provide you with a better experience by remembering your preferences and analyzing website usage.

5.2 Types of Cookies We Use

Strictly Necessary Cookies: Essential for the website to function properly and cannot be disabled. These enable core functionality such as security, network management, and accessibility.
Functional Cookies: Remember your preferences and choices (e.g., language settings, login details) to provide a more personalized experience.
Performance/Analytics Cookies: Collect information about how you use our website, such as which pages you visit most often. This helps us improve website performance. We may use Google Analytics for this purpose.
Marketing/Targeting Cookies: Track your browsing activity to deliver relevant advertising and measure campaign effectiveness.

You can control and manage cookies through your browser settings. Most browsers allow you to block or delete cookies. However, blocking all cookies may affect website functionality.

To opt out of Google Analytics, visit: https://tools.google.com/dlpage/gaoptout

6. International Data Transfers

Your personal data may be transferred to and stored in countries outside the United Kingdom and European Economic Area (EEA), including countries that may not provide the same level of data protection.ico

When we transfer your data internationally, we ensure appropriate safeguards are in place, including:

Adequacy Decisions: Transferring data to countries recognized by the UK Government as providing adequate data protection
Standard Contractual Clauses: Using UK-approved Standard Contractual Clauses with third-party processors
Binding Corporate Rules: For transfers within corporate groups with approved binding rules

You can request further information about the safeguards we use by contacting us (see Section 13).

7. Data Retention

We will retain your personal data only for as long as necessary to fulfill the purposes for which it was collected:ico

Service and Account Data: Retained for the duration of your relationship with us and up to 7 years afterward for legal and accounting purposes
Marketing Data: Retained until you withdraw consent or object to marketing, after which we will suppress your data to prevent future marketing
Website Analytics Data: Typically retained for 26 months
Clinical Trial Data: Retained in accordance with regulatory requirements, typically 25 years or as specified by applicable regulations

When personal data is no longer needed, we will securely delete or anonymize it.

Under UK data protection law, you have the following rights regarding your personal data:

8.1 Right of Access

You have the right to request a copy of the personal data we hold about you, along with information about how we process it.

8.2 Right to Rectification

You can ask us to correct inaccurate or incomplete personal data.

8.3 Right to Erasure (Right to be Forgotten)

You can request that we delete your personal data in certain circumstances, such as when it is no longer necessary for the purposes for which it was collected, or if you withdraw consent.

8.4 Right to Restrict Processing

You can ask us to restrict processing of your personal data in certain situations, such as when you contest the accuracy of the data or object to processing.

8.5 Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller.

8.6 Right to Object

You can object to processing based on legitimate interests or for direct marketing purposes. We will stop processing unless we have compelling legitimate grounds to continue.

If we process your data based on consent, you have the right to withdraw consent at any time. This will not affect the lawfulness of processing before withdrawal. Withdrawing consent is as easy as giving it.

8.8 Right Not to Be Subject to Automated Decision-Making

You have the right not to be subject to decisions based solely on automated processing, including profiling, that produce legal or similarly significant effects, unless certain exceptions apply.

8.9 Exercising Your Rights

To exercise any of these rights, please contact us using the details in Section 13. We will respond to your request within one month, though this may be extended by two months for complex requests.

8.10 Right to Complain

You have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe we have not handled your personal data properly:

Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

9. Data Security

We implement appropriate technical and organizational security measures to protect your personal data against unauthorized access, loss, destruction, or alteration. These measures include:

Encryption of data in transit and at rest
Secure access controls and authentication
Regular security assessments and updates
Staff training on data protection and security
Secure backup and disaster recovery procedures

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal data, we cannot guarantee absolute security.

10. Children’s Privacy

Our services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children without appropriate parental or guardian consent.

If you are a parent or guardian and believe your child has provided us with personal data without consent, please contact us immediately, and we will take steps to remove that information from our systems.

For clinical trial participants under 16, we obtain consent from a parent or legal guardian in accordance with applicable regulations and ethical requirements.

11. Links to Third-Party Websites

Our website may contain links to third-party websites, services, or applications that are not operated by us. We are not responsible for the privacy practices of these third parties.

We strongly recommend that you review the privacy policy of every website you visit. This Privacy Policy applies only to information collected through our website and services.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

When we make material changes, we will notify you by:

Posting the updated policy on this page with a new “Last Updated” date
Sending you an email notification (if you have provided your email address)
Displaying a prominent notice on our website

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your data.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please contact us:

EQUINOX CLINICAL TRIAL SERVICES LTD

Address: Unit 7 Martinfield Business Centre, Martinfield, Welwyn Garden City, England, AL7 1HG

Email: [insert your data protection email]

Phone: [insert contact number]

Website Contact Form: https://eqnxclinicaltrials.com/contact-us/

We aim to respond to all inquiries within 5 business days.