Privacy policy for details

Incubeats Privacy Policy

Effective date: 20/10/2025

Incubeats Tech Ltd (“Incubeats”, “we”, “our”, “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you express that your hospital or institution may be interested in potentially participating in a clinical study.

By providing your information to us, you agree to this Privacy Policy. Please read it carefully.

1. Roles and Responsibilities

When you submit your details to express interest on behalf of a hospital or institution in a potential clinical study, Incubeats acts as the Data Controller under UK GDPR / EU GDPR.

This means Incubeats determines the purpose and means of processing your personal data for the management of expressions of interest in research participation.

2. Information We Collect

We may collect and process the following information when you express interest in a clinical study:

Your name
Your role or position
Hospital or institution name
Contact details (e.g., email address, phone number)
Any additional information you voluntarily provide about your hospital’s potential interest in a study

We do not collect any patient data or sensitive personal information as part of this process.

3. Purpose of Processing

We process your personal data for the following purposes:

To record and manage expressions of interest from hospitals or hospital representatives
To communicate with you regarding potential participation in clinical studies or related initiatives
To maintain records of institutional interest for future research collaboration or follow-up
To comply with legal and regulatory obligations applicable to research partnerships

4. Lawful Basis for Processing

The lawful bases for processing your personal data are:

Legitimate interest – to enable Incubeats to manage and follow up on expressions of interest in research collaborations
Consent – where we request your explicit agreement to retain and use your contact information for potential future opportunities

You may withdraw your consent or object to processing at any time (see Section 7 below).

5. Sharing Your Data

Your information may be shared internally within Incubeats with teams responsible for research, partnership management, and compliance.

We do not share your personal information with third parties, including other hospitals, research sponsors, or partners, without your explicit consent.

We do not sell, lease, or distribute your personal information to any external parties unless required by law.

6. Data Retention and Deletion

Your information will be retained for up to 10 years after your last contact with Incubeats, or until you request deletion, whichever occurs first.

If you wish to have your data deleted sooner, you may contact us at general@incubeats.com. We aim to delete your information within 7 days of receiving your request.

7. Your Rights

Under UK GDPR / EU GDPR, you have the following rights regarding your personal data:

To access your personal data
To rectify any inaccuracies
To request erasure of your data
To restrict or object to processing
To data portability (where applicable)
To withdraw consent at any time

Requests can be made by contacting us at general@incubeats.com.

8. Security Measures

We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, disclosure, alteration, or destruction.
Access to personal data is limited to authorized Incubeats personnel only.

9. Updates to this Privacy Policy

This Privacy Policy may be updated from time to time. The latest version will always be available on our website.

10. Contact Information

Incubeats Tech Ltd
25 Camberton Road, Leighton Buzzard, LU7 2UN, England
Email: christelle.sanchez@incubeats.com