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Institution Staff Privacy Policy

Institution Staff Privacy Statement

Privacy Commitment

Fortrea, Inc., which has a place of business at 8 Moore Drive, Durham, North Carolina 27709, which, together with its subsidiaries and affiliates (collectively "Fortrea", “We”, “Us” or “Our”), is committed to protecting your (“Your” or “You”) information that We may collect or which You may submit to Fortrea, including whether collected through www.Fortrea.com or other Fortrea Websites or mobile applications that also link to this privacy statement (collectively, the “Website”). For more information on the collection, use and disclosure of Your information collected via Our Website, please read the Website Privacy Policy on www.Fortrea.com.

This privacy statement (the "Privacy Statement") shall apply to individuals engaged by Our partner clinical trial institutions to assist with the conduct of clinical trials contracted by Us, including research staff and management, and administrative and support staff.

This Privacy Statement describes the types of information We may collect, how We may use Your information, how that information may be disclosed by Us, and Your rights in relation to Your information.

Collecting Your Information

We collect and process the following information (including Your personal data, which directly or indirectly is individually identifiable of You):

  • Unique Identifiers such as Your full name, initials, signature including e-signature, online identifier, email address, telephone number (work and mobile), postal address, pager number, fax number;
  • Professional or employment related information, such as Your CV/resume details, job title, institution details, professional qualifications, specialty and therapeutic expertise, educational history, clinical trial experience and performance history.

Information Collection Sources

We obtain the information listed above:

  • Directly from You, where You voluntarily choose to provide such information such as from documents or forms You provide to Us, or preferences You express or provide when accessing or responding to Our services, surveys, questionnaires;
  • Indirectly from You, such as by observing Your activity when receiving, using or accessing Our services;
  • From third-parties, such as from Your institution (with your consent), public registries, subscription databases, central IRBs, ethic committees, regulatory authorities, clients/sponsors or other third party vendors that We use to provide services to Your institution.

We may be required by law to collect certain personal information about You or as a consequence of any contractual relationship We have with Your institution. Failure to provide this information may prevent or delay the fulfillment of these obligations.

How We Will Use Your Information

We use Your information for the following purposes and Our processing bases are:

  • Identification and authentication: We use Your identification information to verify Your identity when You are assisting with the conduct of clinical trials, and to maintain the security of Your information. We use Your information for this purpose so that We can comply with Our contractual obligations with Your institution, including to confirm that You are able to provide Your services.
  • Communicating with you: We will use any of the categories of Your information when We communicate with You, for example if We wish to contact You or Your institution in relation to Your services or other clinical trial opportunities, or if You contact Us with questions. It is in Our legitimate interests to be able to provide You with appropriate responses. It is in Our legitimate interests to be able to notify Your institution of clinical trials for which it may be suitable and this allows Us to fulfill Our contractual obligations to Your institution in this regard.
  • Institution database: We may add Your information to Our institution database and use it to identify and notify Your institution of clinical trial opportunities. In addition, this allows Us to fulfill Our contractual obligations to Your institution so that We can identify and notify Your institution of clinical trials for which it may be suitable.
  • Future clinical trials: We will collect and use Your contact information and information about Your performance to help evaluate clinical studies, investigators, and institutions to be considered and contacted for future clinical trials. It is in Our legitimate interests to be able to use Your information, to identify and notify Your institution of future clinical trial opportunities and to support the development and evaluation of future clinical trials. For these purposes, Your information may be disclosed to Fortrea’s affiliates, subsidiaries and third parties that conduct clinical research trials.
  • Exercising rights and legal/contractual obligations: We will use any of the categories of Your information as necessary or appropriate to protect the rights, property or safety of Us or others, to fulfil our contractual obligations to Your institution, to exercise Our legal rights where it is necessary to do so, for example to detect, prevent and respond to fraud claims, intellectual property infringement claims or violations of law or the contract that We have with You, to respond to law enforcement requests and as required by applicable law, court order or governmental regulations. It is in Our legitimate interests to use Your information for these purposes.

When We process Your information to meet Our legitimate interests (including for the purposes of communicating with You and exercising Our rights as set out above), We balance these against Your fundamental rights and freedoms and put in place safeguards to protect Your privacy.

 Worldwide Transfer of Your Information

Your personal information may be transferred to, stored, and processed in a country other than the one in which it was provided including the U.S.A. (i.e., a ‘Recipient’ country). Fortrea will use approved mechanisms as required under applicable data protection laws for any such information transfer to a Recipient country. If You have questions concerning the transfer of Your information, please contact Us using the contact details set out below.

Third Party Disclosures

We may share your information with third parties under the following circumstances:

  • Agents, contractors and business partners: We may share Your information with agents, contractors or business partners of Fortrea whether based in Your country or a Recipient country, in connection with services that these individuals or entities perform for, or with, Fortrea. We may, for example, provide Your information to agents, contractors or partners for hosting Our databases, or for data processing services such as data analytics, or so that they can mail You the information that You requested.
  • Affiliates and subsidiaries: We will share Your information with Our affiliates and subsidiaries for the purpose of identifying skills, facilities and any other information relevant to the performance of services for clinical trials being conducted by Us and/or Our affiliates on behalf of Fortrea’s sponsor(s). For more information about Our affiliates and subsidiaries, please visit the Fortrea Website.
  • Sponsors: We may share Your information with sponsors of clinical trials to identify skills, facilities and any other information relevant to carry out clinical trials, including compliance with contractual obligations.
  • Governmental, Regulatory, Judicial, Law enforcement or other third party bodies: We may share Your information with law enforcement agencies, courts, regulators (including health regulatory authorities), government authorities, IEC, auditors or other third parties based locally or abroad, where We believe such disclosure is necessary to comply with a legal or regulatory obligation, or otherwise to protect Our rights or the rights of any third party, including to identity or locate anyone for the prevention or detection of crime or the apprehension or prosecution of offenders.
  • Business / Asset Sale or Assignment: We may share Your information with any third party that purchases, or to which We transfer, all or substantially all of Our assets and business to which the information relates. It is in Our legitimate interests to share Your information in connection with a corporate transaction involving Our assets and business. When We share Your information to meet such legitimate interests, We balance these against Your fundamental rights and freedoms and put in place safeguards to protect Your privacy.

Information Security and Storage

We implement technical and organisational measures appropriate to the risk to Your personal information that We process. These measures are aimed at protecting the on-going integrity, availability and confidentiality of Your personal information for as long as We process Your information. However, while We take appropriate steps to safeguard the security of Your personal information, the transmission of information over the Internet is not completely secure and therefore any Internet use by You for the sharing of Your personal information is at Your own risk.

We will retain and use Your information for as long as We have a relationship with You and/ or Your Institution to the extent and for a period permitted under applicable law, including as necessary to comply with Our legal, regulatory and any contractual obligations, maintain business records for analysis and/or audit purposes, resolve disputes, defend or bring any existing or potential legal claims, enforce our legal agreements and policies, protect Our rights and property and respond to any complaints regarding the services provided by You and Your Institution.

We will keep Your information for a period of 10 years in Our institution database for the purposes of assessing whether You and Your institution are suitable for future clinical trial opportunities and notifying You and Your institution of those opportunities.

We will delete Your information when it is no longer required for any of the purposes referred to in this Privacy Statement. If there is any information that We are unable, for technical reasons, to delete entirely from Our systems, We will put in place appropriate measures to prevent further processing or use of Your personal information.

Your Rights Over Your Information

You have certain rights regarding Your personal information, subject to local law. These include the following rights to:

  • access Your personal information;
  • rectify the personal information We hold about You;
  • erase Your personal information;
  • restrict Our use of Your personal information;
  • object to Our use of Your personal information;
  • receive Your personal information in a usable electronic format and transmit it to a third party (right to data portability); and
  • lodge a complaint with Your local data protection authority if one exists in Your country.

We encourage You to contact Us to update or correct Your information if it changes or if the information We hold about You is inaccurate. Please note that We will likely require additional information from You in order to honor Your requests.

Please note that should You request that Your information be deleted You may continue to receive materials for a short period while We are updating Our lists. Your records will then be permanently deleted from Our institution database.

Where We have obtained Your consent to process Your information, You have the right to withdraw such consent at any time by contacting Us using the details under the section "Contact Us" below.

If You would like to discuss or exercise such rights, please contact Us at the details below. 

Contact Us

Fortrea Inc., is based in the USA and is the controller responsible for the personal information that it collects and processes.

If You have any questions or concerns regarding the way in which Your information is used, please contact Us via mail at 8 Moore Drive, Durham, North Carolina 27709, marking Your letter for the attention of the Data Controller, Law Department. Our Data Protection Officer can also be contacted via email at DataProtectionOfficer@fortrea.com.

A list of the Fortrea subsidiaries and affiliates that process Your personal information as described in this Privacy Statement, can be obtained from the Data Protection Officer at DataProtectionOfficer@fortrea.com.

The data protection representative of the Company in the European Union is Fortrea Belgium SRL, Avenue du Bourget 501130 Brussels, Belgium. The data protection representative in the United Kingdom is Fortrea Development Limited, 5 Foundation Park, Roxborough Way, Maidenhead, SL6 3UD United Kingdom.

Updates and Changes

We may modify or update this Privacy Statement from time to time. Changes and additions to the Privacy Statement are effective from the date on which they are published.

Where changes to this Privacy Statement will have a fundamental impact on the nature of the processing of Your information, or otherwise have a substantial impact on You, We will give You sufficient advance notice so that You have the opportunity to exercise Your rights (e.g. to object to the processing).

This Privacy Statement is dated November, 2024.