Privacy Notices
General / USA Privacy Notice
Who we are?
Oak Hill Bio is a clinical stage biopharmaceutical company operating from 3rd Floor, 1 Ashley Road, Altrincham, Cheshire, UK, WA14 2DT
Introduction
This general privacy describes how Oak Hill Bio may use information about you (“Personal Data” or “Personal Information”). It also informs you about your privacy rights and the measures and processes we put in place to protect your data.
This Notice applies whether you are a patient, member of the public, visitor, member of a regulatory body or authority, supplier or business partner, job applicant, or any other individual with whom we engage or who is involved in our business activities.
If you are an employee, supplier, or business partner, there may be additional privacy notices that apply to your information. Please refer to the information you received from us as an employee for additional privacy notice information, and if you are a supplier or business partner, please refer to your contractual agreements with Oak Hill Bio for additional information. If you are a clinical trial participant, please refer to your Informed Consent Forms.
In this Notice, we refer to you as “you” or “your”. We use the term “Processing” or “Use” when we refer to the access, collection, recording, organisation, structuring, retrieval, disclosure, storage, transfer, deletion or otherwise use of your Personal Information.
Compliance with applicable laws
When using your Personal Information in the context of our activities, we will do so in compliance with relevant data privacy and data protection laws, which includes regulatory and national law requirements that may apply to such use and, where applicable, giving you the specific rights that apply in the country where you reside (altogether “Applicable Data Protection Law”).
Your privacy matters to us and we are committed to meeting regulatory data privacy standards and confidentiality.
What information may we process about you?
The information that we Process about you may include various categories of Personal Data depending on your interactions with Oakhill Bio, third parties with whom we collaborate, or external sources that provide us with your Personal Data. We have outlined below the main categories of Personal Information and, where applicable categories of sensitive Personal Information that we may collect about you.
| Examples of general categories of Personal Information | |
|---|---|
| Contact Information | Full name, personal or professional postal and/or email address, phone number and other contact details. |
| Identification information | Full name, initials, date of birth, photographs, or government-issued identification, such as driving licence, passport, professional licence number, or government ID number. |
| Financial information | Payment-related information, such as your bank address or account details and number, tax-related information for business purposes, or other information about you, your relatives, connections, your suppliers or third parties for example to verify the absence of conflicts of interest or to comply with anti-bribery laws. |
| Professional information | Job title, CVs and resume, educational information, professional qualifications, position, work experience, background checks, professional networks, programs, publications and activities, referrals and, other relevant professional information where needed. |
| Cookies |
|
In some situations, we may collect sensitive Personal Information about you. When doing so, we apply stronger safeguards to protect your privacy. Depending upon the country in which you reside and the particular context for the collection of such Personal Information, this may include the following information:
| General types of sensitive Personal Information |
|
| Health information (if permitted or required by law) |
We may collect data relating to your health in limited contexts, which includes:
|
Please note: The categories of Personal Data listed above are not exhaustive and may vary depending on the way that you interact with us or the type of Personal Data that Oak Hill Bio needs to Process for particular activities. In the event that Oak Hill Bio Uses Personal Data about you which is not listed in this Notice, we will inform you of the information that we will use at the time of collection or when we communicate with you.
How long will we retain your information?
Personal data will not be kept for longer than is necessary to fulfil its purpose. As an exception, Oak Hill Bio may be required to retain your Personal Data for longer periods as required or permitted by law, or as necessary to protect its rights and interests. In such a case, you will be informed of the intended retention period in the applicable Privacy Notice, Informed Consent Form, or Patient Information Sheet.
Where Do We Get Your Information From?
Oak Hill Bio may collect your Personal Data from different sources:
Data that you provide to us through various methods, e.g., clinical trial participation, employment, or submitting a request to us for information, etc.
Data that we collect automatically, for instance when following your interactions with our websites, platforms, applications and services through certain technologies, such as cookies.
Data that we obtain legally from third parties.
Sharing of Personal Data
Oak Hill Bio is a multinational organization with affiliates, partners and subcontractors located in many countries around the world. For that reason, we may need to transfer (via access, visualization, storage etc) your Personal Data to other jurisdictions, which may not be regarded as providing the same level of protection as the jurisdiction you are based in.
Securing and Processing of your Personal Data
We implement appropriate technical and organisational controls to protect your Personal Information that we hold to prevent unauthorised Processing, loss of data, disclosure, use, alteration, or destruction. Where appropriate, we use encryption, pseudonymisation (such as key coding), de-identification and other technologies that can assist us in securing the information about you, including measures to restore access to your information. We also require our service providers to comply with reasonable and recognized data privacy and security requirements.
Your rights in relation to personal data
You have a number of rights related to the Personal Data that we Process about you (this will depend on the jurisdiction where you reside and the legal basis that we use). Most often, exercising your right is free of charge. We may also have to clarify your request and explain if we can comply with it or if this is restricted in your situation
Below we have listed individual rights that may apply depending on your jurisdiction.
You may have the right to:
receive a copy of your Personal Data we hold about you;
correct your Personal Data we hold about you;
where applicable, receive a machine-readable copy of your Personal Data (portability);
ask us to delete your Personal Data or restrict how it is used;
where applicable, object to Processing of your Personal Data for certain purposes, such as when we use it for marketing purposes (opt-out); and
where you have provided us with your consent to use your Personal Data, you can withdraw your consent at any time without affecting Oak Hill Bio’s use of such information before your withdrawal of consent.
Exceptions to your rights
There may be exceptions to your privacy rights described in this Notice. This depends on the country where you reside, why we are Processing your Personal Data and if your request may impair the rights of others. If we cannot comply with your request to exercise your privacy rights, for example when we keep your information for regulatory purposes or for the investigation, prosecution, or defence of a legal claim, we will explain this to you when you contact us.
How to exercise these rights?
If you took part in a clinical trial as a study subject, you should ideally contact the institute where your trial took place (as we will not be able to identify you from the study data). Contact details will have been given on your Informed Consent Form or Patient Information Sheet. Failing this you can contact us directly using the details below.
Name: Josh Distler
Position: CFO and President
Contact E mail: privacy@oakhillbio.com
If you are unhappy with anything we have done with your data, you have the right to complain to the relevant supervisory authority in your country.
GDPR Privacy Notice
Who we are?
Oak Hill Bio Ltd is a clinical stage biopharmaceutical company operating from 3rd Floor, 1 Ashley Road, Altrincham, Cheshire, UK, WA14 2DT
Your Privacy
This policy provides information for individuals whose personal data has been collected by Oak Hill Bio, whilst acting as the Sponsor of a clinical trial taking place in the UK or EEA. Under these circumstances we fall within scope of the General Data Protection Regulations (GDPR). As the sponsor of clinical trials in the UK or EEA, we will be obligated as the Data Controller for the study data generated.
Your privacy matters to us and we are committed to meeting regulatory data privacy standards and confidentiality.
Main Categories and Type of Personal Data Collected and processed in clinical trials
Below are details on the main categories and types of personal data collected and processed by Oak Hill Bio.
As a clinical stage biopharmaceutical company, we collect various types of data from trial subjects. This data is pseudonymised (Coded) and we are unable to identify individual trial subjects from this. Access to identifiable personal data will only be by the site/hospital/clinic at which you as the trial subject attended. The types of data that we may collect from trial subjects includes but is not limited to:
Subject Identifiers
Age, Sex, and Ethnicity
Health and Medical Information
Blood Samples
Urine Samples
Tissue Biopsies
Ultrasound Scans
Lifestyle information
The study data will not be kept for longer than is necessary. To comply with the laws relating to clinical trials, this may be for up to 25 years. Details of how long study data is retained for is specific to a trial, this can be found in the Patient Information Sheet provided to trial subjects.
We collect and process study data on the basis of legal requirements and in the interest of public health. All study subjects will have been provided information on the processing of their personal data when consenting to take part in the trial.
During clinical trials we will also collect the personal data of staff conducting the study on our behalf.
The types of data that we may collect from trial staff includes but is not limited to:
Names, contact details, and work address
Qualifications, experience, and training
Financial declarations and details
We collect and process this personal data on the basis of a contractual relationship and will only retain this data outside of the study data for future use with consent. All data related to the trial is retained in accordance with clinical regulations and could be up to 25 years.
Collection of online identifiers for analytical purposes (Cookies)
When you use our website, we may also collect certain information by automated means, such as cookies and web beacons. A “cookie” is a text file that websites send to a visitor’s computer or other Internet-connected device to uniquely identify the visitor’s browser or to store information or settings in the browser. We may also use third-party analytics tools (such as Google Analytics) that collect information about use of the website and user traffic. The information we may collect by automated means may include, without limitation:
Cookie information
IP address
Device ID
Session ID
Interaction history
For information on how long this data is stored, please see our cookie policy which is available on our website.
Sharing of Personal Data
Oak Hill Bio may pass the clinical trial study data on to service providers contracted to provide specialist functions, such as, safety monitoring, statistical analysis, report writing etc. Our service providers are under contract with us and have provided sufficient guarantees that they will process your data only as per the terms of that contract and throughout processing activities will ensure your data is protected using appropriate technical and organisation measures. Once your data is no longer needed to fulfil the service, they will dispose of the details in line with Oak Hill Bio’s procedures.
A full list of processors is available upon request.
Where necessary or requested, we may disclose your information to relevant regulatory bodies or agencies responsible for the regulation of clinical trials.
UK and EU Data Subjects- International Data Transfers
In some instances, we may transfer your personal information to third countries, for example, where our service providers or suppliers are situated outside the UK and EEA.
If the recipient is situated in a third country that has not received an adequacy decision from the relevant UK or EU regulator, we will ensure additional safeguards are in place including the use of applicable standard contractual clauses.
Securing and Processing of your Personal Data
To provide and manage our services your electronic data is stored and processed by internal and external systems. All our systems have appropriate security processes in place. These systems can differ with each trial. If you would like more information on the security measures in place for the system that your data is stored on, please contact us with details of the trial.
Your rights in relation to personal data
Oak Hill Bio conducts trials across the world and abides with each countries Data Protection law. Each countries law provides its residents with rights to their data these can include:
| Right | Explanation |
|---|---|
| Right to be Informed | This means that we have to be transparent in how we collect and use your personal data |
| Right of Access | You have the right to access your personal data. |
| Right to Rectification | If the information we hold about you is inaccurate or incomplete you can request that we correct this |
| Right to Erasure | You can request that we delete or remove personal data in certain circumstances (Not applicable to clinical trial study data) |
| Right to Restrict Processing | You have the right to request that we cease processing your data if
|
| Right to Data Portability | Where you have consented to our processing your data or where the processing is necessary for us to deliver a contract you can request a copy of that data be provided to a third party |
| Right to Object | You have the right to object to our processing in certain circumstances |
| Rights relating to Automated Decision-Making including Profiling | We do not use automated decision-making or profiling
Where automated decision-making is applied, organisations must
|
How to exercise these rights?
If you took part in a clinical trial as a study subject, you should ideally contact the institute where your trial took place (as we will not be able to identify you from the study data). Contact details will have been given on your Informed Consent Form or Patient Information Sheet. Failing this you can contact us directly using the details below.
If you took part in a clinical trial as part of the study team, please contact us using the details below to exercise your rights.
Name: Josh Distler
Position: CFO and President
Contact E mail: privacy@oakhillbio.com
If you are unhappy with anything we have done with your data, you have the right to complain to the relevant supervisory authority in your country.
Canada’s Privacy Notice
Who we are?
Oak Hill Bio Ltd is a clinical stage biopharmaceutical company operating from 3rd Floor, 1 Ashley Road, Altrincham, Cheshire, UK, WA14 2DT
Your Privacy
This policy provides information for individuals whose personal data has been collected by Oak Hill Bio, whilst acting as the Sponsor of a clinical trial taking place in Canada. Under these circumstances we fall within scope of the Personal Information Protection and Electronic Documents Act (PIPEDA).
Your privacy matters to us and we are committed to meeting regulatory data privacy standards and confidentiality.
Main Categories and Type of Personal Data Collected and processed in clinical trials
Below are details on the main categories and types of personal data collected and processed by Oak Hill Bio.
As a clinical stage biopharmaceutical company, we collect various types of data from trial subjects. This data is pseudonymised and we are unable to identify subjects from this. Access to identifiable personal data will only be by the site/hospital/clinic at which you as the trial subject attended. The types of data that we may collect from trial subjects includes but is not limited to:
Subject Identifiers
Age, Sex, and Ethnicity
Health and Medical Information
Blood Samples
Urine Samples
Tissue Biopsies
Ultrasound Scans
Lifestyle information
The study data will not be kept for longer than is necessary. To comply with the laws relating to clinical trials, this may be for up to 25 years. Details of how long study data is retained for is specific to a trial, this can be found in the Patient Information Sheet provided to trial subjects.
We collect and process study data on the basis of legal requirements and in the interest of public health. All study subjects will have been provided information on the processing of their personal data when consenting to take part in the trial.
During clinical trials we will also collect the personal data of staff conducting the study on our behalf.
The types of data that we may collect from trial staff includes but is not limited to:
Names, contact details, and work address
Qualifications, experience, and training
Financial declarations and details
We collect and process this personal data on the basis of a contractual relationship and will only retain this data outside of the study data for future use with consent. All data related to the trial is retained in accordance with clinical regulations and could be up to 25 years.
Collection of online identifiers for analytical purposes (Cookies)
When you use our website, we may also collect certain information by automated means, such as cookies and web beacons. A “cookie” is a text file that websites send to a visitor’s computer or other Internet-connected device to uniquely identify the visitor’s browser or to store information or settings in the browser. We may also use third-party analytics tools (such as Google Analytics) that collect information about use of the website and user traffic. The information we may collect by automated means may include, without limitation:
Cookie information
IP address
Device ID
Session ID
Interaction history
For information on how long this data is stored, please see our cookie policy on our website.
Sharing of Personal Data
Oak Hill Bio may pass the clinical trial study data on to service providers contracted to provide specialist functions, such as, safety monitoring, statistical analysis, report writing etc. Our service providers are under contract with us and have provided sufficient guarantees that they will process your data only as per the terms of that contract and throughout processing activities will ensure your data is protected using appropriate technical and organisation measures. Once your data is no longer needed to fulfil the service, they will dispose of the details in line with Oak Hill Bio’s procedures.
A full list of processors is available upon request.
Where necessary or requested, we may disclose your information to relevant regulatory bodies or agencies responsible for the regulation of clinical trials.
Canadian Data Subjects- International Data Transfers
In some instances, we may transfer your personal information to third countries, for example, where our service providers or suppliers are situated outside of Canada.
If the recipient is situated in a third county, we will ensure that adequate protections are in place to protect your data.
Securing and Processing of your Personal Data
To provide and manage our services your electronic data is stored and processed by internal and external systems. All our systems have appropriate security processes in place. These systems can differ with each trial. If you would like more information on the security measures in place for the system that your data is stored on, please contact us with details of the trial.
Your rights in relation to personal data
| Right | Explanation |
|---|---|
| Right to be Informed | This means that we have to be transparent in how we collect and use your personal data |
| Right of Access | You have the right to access your personal data. |
| Right to Rectification | If the information we hold about you is inaccurate or incomplete you can request that we correct this |
How to exercise these rights?
If you took part in a clinical trial as a study subject, you should ideally contact the institute where your trial took place (as we will not be able to identify you from the study data). Contact details will have been given on your Informed Consent Form or Patient Information Sheet. Failing this you can contact us directly using the details below.
If you took part in a clinical trial as part of the study team, please contact us using the details below to exercise your rights.
Name: Josh Distler
Position: CFO and President
Contact E mail: privacy@oakhillbio.com
If you are unhappy with anything we have done with your data, you have the right to complain to the Office of the Privacy Commissioner of Canada.
Israel’s Privacy Notice
Who we are?
Oak Hill Bio Ltd is a clinical stage biopharmaceutical company operating from 3rd Floor, 1 Ashley Road, Altrincham, Cheshire, UK, WA14 2DT
Your Privacy
This policy provides information for individuals whose personal data has been collected by Oak Hill Bio, whilst acting as the Sponsor of a clinical trial taking place in Israel. Under these circumstances we fall within scope of the Protection of Privacy Law.
Your privacy matters to us and we are committed to meeting regulatory data privacy standards and confidentiality.
Main Categories and Type of Personal Data Collected and processed in clinical trials
Below are details on the main categories and types of personal data collected and processed by Oak Hill Bio.
As a clinical stage biopharmaceutical company, we collect various types of data from trial subjects. This data is pseudonymised (Coded) and we are unable to identify individual trial subjects from this. Access to identifiable personal data will only be by the site/hospital/clinic at which you as the trial subject attended. The types of data that we may collect from trial subjects includes but is not limited to:
Subject Identifiers
Age, Sex, and Ethnicity
Health and Medical Information
Blood Samples
Urine Samples
Tissue Biopsies
Ultrasound Scans
Lifestyle information
The study data will not be kept for longer than is necessary. To comply with the laws relating to clinical trials, this may be for up to 25 years. Details of how long study data is retained for is specific to a trial, this can be found in the Patient Information Sheet provided to trial subjects.
We collect and process study data on the basis of legal requirements and in the interest of public health. All study subjects will have been provided information on the processing of their personal data when consenting to take part in the trial.
During clinical trials we will also collect the personal data of staff conducting the study on our behalf.
The types of data that we may collect from trial staff includes but is not limited to:
Names, contact details, and work address
Qualifications, experience, and training
Financial declarations and details
We collect and process this personal data on the basis of a contractual relationship and will only retain this data outside of the study data for future use with consent. All data related to the trial is retained in accordance with clinical regulations and could be up to 25 years.
Collection of online identifiers for analytical purposes (Cookies)
When you use our website, we may also collect certain information by automated means, such as cookies and web beacons. A “cookie” is a text file that websites send to a visitor’s computer or other Internet-connected device to uniquely identify the visitor’s browser or to store information or settings in the browser. We may also use third-party analytics tools (such as Google Analytics) that collect information about use of the website and user traffic. The information we may collect by automated means may include, without limitation:
Cookie information
IP address
Device ID
Session ID
Interaction history
For information on how long this data is stored, please see our cookie policy which is available on our website.
Sharing of Personal Data
Oak Hill Bio may pass the clinical trial study data on to service providers contracted to provide specialist functions, such as, safety monitoring, statistical analysis, report writing etc. Our service providers are under contract with us and have provided sufficient guarantees that they will process your data only as per the terms of that contract and throughout processing activities will ensure your data is protected using appropriate technical and organisation measures. Once your data is no longer needed to fulfil the service, they will dispose of the details in line with Oak Hill Bio’s procedures.
A full list of processors is available upon request.
Where necessary or requested, we may disclose your information to relevant regulatory bodies or agencies responsible for the regulation of clinical trials.
Israel Data Subjects- International Data Transfers
In some instances, we may transfer your personal information to third countries, for example, where our service providers or suppliers are situated outside Israel
If the recipient is situated in a third country that is not a part of the European Union, we will ensure additional safeguards are in place.
Securing and Processing of your Personal Data
To provide and manage our services your electronic data is stored and processed by internal and external systems. All our systems have appropriate security processes in place. These systems can differ with each trial. If you would like more information on the security measures in place for the system that your data is stored on, please contact us with details of the trial.
Your rights in relation to personal data
| Right | Explanation |
|---|---|
| Right to be Informed | This means that we have to be transparent in how we collect and use your personal data |
| Right of Access | You have the right to access your personal data. |
| Right to Rectification | If the information we hold about you is inaccurate or incomplete you can request that we correct this |
| Right to Erasure | You can request that we delete or remove personal data in certain circumstances (Not applicable to clinical trial study data) |
| Right to Object | You have the right to object to our processing in certain circumstances. |
How to exercise these rights?
If you took part in a clinical trial as a study subject, you should ideally contact the institute where your trial took place (as we will not be able to identify you from the study data). Contact details will have been given on your Informed Consent Form or Patient Information Sheet. Failing this you can contact us directly using the details below.
If you took part in a clinical trial as part of the study team, please contact us using the details below to exercise your rights.
Name: Josh Distler
Position: CFO and President
Contact E mail: privacy@oakhillbio.com
If you are unhappy with anything we have done with your data, you have the right to complain to the Israel Privacy Authority ("IPA").
Japan’s Privacy Notice
Who we are?
Oak Hill Bio Ltd is a clinical stage biopharmaceutical company operating from 3rd Floor, 1 Ashley Road, Altrincham, Cheshire, UK, WA14 2DT
Your Privacy
This policy provides information for individuals whose personal data has been collected by Oak Hill Bio, whilst acting as the Sponsor of a clinical trial taking place in Japan. Under these circumstances we fall within scope of the Amended Act on the Protection of Personal Information.
Your privacy matters to us and we are committed to meeting regulatory data privacy standards and confidentiality.
Main Categories and Type of Personal Data Collected and processed in clinical trials
Below are details on the main categories and types of personal data collected and processed by Oak Hill Bio.
As a clinical stage biopharmaceutical company, we collect various types of data from trial subjects. This data is pseudonymised (Coded) and we are unable to identify individual trial subjects from this. Access to identifiable personal data will only be by the site/hospital/clinic at which you as the trial subject attended. The types of data that we may collect from trial subjects includes but is not limited to:
Subject Identifiers
Age, Sex, and Ethnicity
Health and Medical Information
Blood Samples
Urine Samples
Tissue Biopsies
Ultrasound Scans
Lifestyle information
The study data will not be kept for longer than is necessary. To comply with the laws relating to clinical trials, this may be for up to 25 years. Details of how long study data is retained for is specific to a trial, this can be found in the Patient Information Sheet provided to trial subjects.
We collect and process study data on the basis of legal requirements and in the interest of public health. All study subjects will have been provided information on the processing of their personal data when consenting to take part in the trial.
During clinical trials we will also collect the personal data of staff conducting the study on our behalf.
The types of data that we may collect from trial staff includes but is not limited to:
Names, contact details, and work address
Qualifications, experience, and training
Financial declarations and details
We collect and process this personal data on the basis of a contractual relationship and will only retain this data outside of the study data for future use with consent. All data related to the trial is retained in accordance with clinical regulations and could be up to 25 years.
Collection of online identifiers for analytical purposes (Cookies)
When you use our website, we may also collect certain information by automated means, such as cookies and web beacons. A “cookie” is a text file that websites send to a visitor’s computer or other Internet-connected device to uniquely identify the visitor’s browser or to store information or settings in the browser. We may also use third-party analytics tools (such as Google Analytics) that collect information about use of the website and user traffic. The information we may collect by automated means may include, without limitation:
Cookie information
IP address
Device ID
Session ID
Interaction history
For information on how long this data is stored, please see our cookie policy which is available on our website.
Sharing of Personal Data
Oak Hill Bio may pass the clinical trial study data on to service providers contracted to provide specialist functions, such as, safety monitoring, statistical analysis, report writing etc. Our service providers are under contract with us and have provided sufficient guarantees that they will process your data only as per the terms of that contract and throughout processing activities will ensure your data is protected using appropriate technical and organisation measures. Once your data is no longer needed to fulfil the service, they will dispose of the details in line with Oak Hill Bio’s procedures.
A full list of processors is available upon request.
Where necessary or requested, we may disclose your information to relevant regulatory bodies or agencies responsible for the regulation of clinical trials.
Japan Data Subjects- International Data Transfers
In some instances, we may transfer your personal information to third countries, for example, where our service providers or suppliers are situated outside Japan.
If the recipient is situated in a third country that is not a part of the UK or European Union, we will ensure additional safeguards are in place.
Securing and Processing of your Personal Data
To provide and manage our services your electronic data is stored and processed by internal and external systems. All our systems have appropriate security processes in place. These systems can differ with each trial. If you would like more information on the security measures in place for the system that your data is stored on, please contact us with details of the trial.
Your rights in relation to personal data
Oak Hill Bio conducts trials across the world and abides with each countries Data Protection law. Each countries law provides its residents with rights to their data these can include:
| Right | Explanation |
|---|---|
| Right to be Informed | This means that we have to be transparent in how we collect and use your personal data |
| Right of Access | You have the right to access your personal data. |
| Right to Rectification | If the information we hold about you is inaccurate or incomplete you can request that we correct this |
| Right to Erasure | You can request that we delete or remove personal data in certain circumstances (Not applicable to clinical trial study data) |
| Right to Object | You have the right to object to our processing in certain circumstances. |
How to exercise these rights?
If you took part in a clinical trial as a study subject, you should ideally contact the institute where your trial took place (as we will not be able to identify you from the study data). Contact details will have been given on your Informed Consent Form or Patient Information Sheet. Failing this you can contact us directly using the details below.
If you took part in a clinical trial as part of the study team, please contact us using the details below to exercise your rights.
Name: Josh Distler
Position: CFO and President
Contact E mail: privacy@oakhillbio.com
If you are unhappy with anything we have done with your data, you have the right to complain to the Personal Information Protection Commission.