Scottish Brain Sciences Privacy
Policy
Your privacy is very important to us. We want you to be confident that the
information you give us when using our site is safe and secure.
In this Privacy Policy we explain how we use your information.
We will also tell you how and why we collect your personal info, your rights
and choices when it comes to these details, as well as the steps we take to
keep your information secure and confidential.
Our contact details
Registered Name: Brain Health Scotland Life Sciences Ltd.
Trading Name: Scottish Brain Sciences
Contact: Kim Montano
Registered Office: Scottish Gas Murrayfield Stadium, 3rd Floor, South Stand, 110 Roseburn Street, Edinburgh, EH12 5PJ.
Phone Number: 0131 353 0233
Website: http://www.brainsciences.scot/
E-mail: info@brainsciences.scot
The type of personal information we collect
Scottish Brain Sciences process the following information to
allow us to contact you for research and comment:
- Personal identifiers:
o Name
o Job Title
o Employing Organisation
o Email address associated with your employment
o Phone Number - Information you have supplied to us that we have retained:
o Emails you have sent to us
o Written documents containing the information you have shared
with us such as our: - Monitoring reports
- Research reports
- News and comment articles
- We have two primary sources of the information we collect:
o Public websites and publicly available documents
o Information supplied to us by the named individuals
Our processing purposes
Most of the personal information we process is provided to us directly by you
for one of the following reasons:
When you apply to participate in our research studies
What we need and why we need it
We collect your personal information directly from you, such as when you
register with us on our website, telephone, or in person at roadshows, fairs,
and other group events. We may also receive your personal information via
a referral from your GP, or from a family member, or carer, who is
supporting you.
We use your personal information for our legitimate interests in the following
ways:
- To add your personal information as volunteered by you to our
database and use it in accordance with your preferences to identify
and notify you of clinical trials for which you may be suitable and in
which you may wish to participate. This is to establish suitability for
current studies and with your authorisation, to review your information
in the event that future studies arise for which you may be suitable. - To administer registration records (including reminder letters, paying
your travel expenses) - To provide details to you on information that may be of benefit to you.
- To notify you about any changes to our service. This is to keep you
informed of changes that may affect our business and the services that
we provide. - To investigate complaints and queries in order to investigate and
address such information provided to us in order to progress matters
raised and to improve our service. - To monitor / record telephone conversations to or from you in order to
ensure best quality, adherence to our policies, to improve our service
standards, resolve complaints and for staff training purposes. - To protect the rights, property and/or safety of Scottish Brain
Sciences, its personnel and others associated with the organisation.
If you are enrolled to participate in a particular study, the study sponsor will
be the data controller of your personal data for the duration of that trial. We
will be processing your personal data on behalf of the sponsor, under a
contract with them. For further information you should read the trial
sponsor’s own privacy notice.
If you are enrolled to participate in a study which involves procedures which
take place outside of our organisation, this may include but is not limited to
MRI scans and PET scans, the organisation performing the scan may hold
your data within their systems for the purposes of the scan. The data they
hold will be held in accordance with their local GDPR policies and procedures.
For more information, please ask a member of the study team.
When you make a general enquiry
Purpose and legal basis for processing
When you contact us to make a general enquiry about us or our work, or to
request information from us, we collect information, including your personal
data, so that we can respond to it in the most appropriate way.
The legal basis we rely on to process the personal data you give us in this
case is Article 6(1)(f) of the GDPR which allows us to process your personal
data where it is in our legitimate interests to do so. We always balance our
legitimate interests with your interests as the owner of your own information.
What we need and why we need it
We need enough information from you to answer your enquiry.
This will usually include your contact details. If you contact us by post, email
or through our website, we will need some contact details from you in order
to respond to you. If you telephone us, our telephone system will tell us the
number you are calling from if that number is available to the system, but we
will not record that number. If you telephone us and we cannot respond
immediately to your enquiry, we may need to record some contact details in
order to respond to you later. You can choose which contact details to give
us and which to ask us to use. We may also, if appropriate, record the name
of the organisation you represent. We will record the details of your enquiry
in order for us to answer appropriately.
What we do with your information
Unless your enquiry is extremely simple or trivial (such as, for example, a
phone call asking us for our address), we will keep a record of your enquiry
and your contact details so we can respond to it appropriately and
effectively. We may keep a record of our response to you.
Depending on the complexity of your enquiry we may open a case file in
which to record the details of your enquiry in one place.
We will keep the information you provide so that, if you contact us again, we
have a record of your enquiry and our response.
We may also use it to analyse our own work and how well we carry out our
tasks.
What are your rights
You have the rights of access, rectification, erasure, restriction, objection.
How long we keep it
We keep your data for the minimum 10-year period after the last treatment
so that it can respond effectively to any questions or complaints that may
later be raised by you and/or your representatives.
- If you are a family member or carer supporting someone
attending our clinic for a study
What we need and why we need it
We may receive your name, contact details and relationship to the study
participant from your relative/friend, if not directly from you. We will use
this information to contact you in relation to your relative/friend’s visits to
the clinic and for emergency purposes if necessary.
How long we keep it
We have the right to retain your data for the minimum 10-year period after
the last treatment participant so that it can respond effectively to any
questions or complaints that may later be raised by you. This data will be
retained in accordance with patient information. - When you subscribe to our marketing
We like to keep people informed about our work, the latest news and our
events.
Purpose and legal basis for processing
If you choose to, we will add your name and contact details to our marketing
and newsletter list so we can send you information such as that listed above.
We will only ever send you such information when we have your consent to
do so, and we will send you that information only via the channels (e.g., by
email, post, or telephone) that you have told us we can use.
The legal basis we rely on to process the personal data you give us in this
case is Article 6(1)(a) of the GDPR which allows us to process your personal
data where we have your consent to do so.
What we need and why we need it
To provide you with the information you have requested we need your name
and some means of contacting you such as your email address, phone
number or postal address. We also need to record your consent to receiving
this information and your consent to the channels by which we can contact
you.
What we do with it
We store the details you have given us on our marketing list and use it to
provide you with the information you have requested. We may also use your
information to understand whether you have responded to anything
contained in the information we send you. This helps us to improve our
communications.
What are your rights?
We rely on your consent to process the personal data you give us to provide
this service. This means you have the right to withdraw your consent at any
time. If you do that, we will update our records immediately to reflect your
wishes. You also have the rights of access, rectification, erasure, restriction,
objection and portability.
Your consent
This is deemed to have been given if information about you is available on
the website of the organisation that employs you.
You are able to remove your consent at any time. You can do this by contacting
participation@brainsciences.scot
How long we keep it
Any marketing emails/ newsletter emails with be retained for a period of 5
years.
If you have consented to be in our database, your data is kept for a period of
10 years or longer depending on whether or not you have been assigned a
study. - When you apply for a job to work with us
What we need and why we need it
We collect and process personal information on people who apply for a job
role with us. Information on how we process your information in these
circumstances is available separately and will always be provided in any job
role we advertise so it is available before you apply.
How long we keep it
All recruitment information will be retained for a period of 6 months. If you
retire and/ or switch jobs, all your employment information including
personal information, wages, employment contracts will be retained for a
period of 6 years. - When you visit our website
What we need and why we need it
When you visit our website, we may place Cookies on your computer. Please
see our Cookies Notice below for further information. You have the option to
manage whether Cookies are placed on your device or change preferences at
any time. - When you interact with us on social media
When you interact with us on social media platforms such as LinkedIn,
Facebook, and Twitter, we may obtain information about you (for example,
when you like or post on our Twitter page). The information we receive will
depend on the privacy preferences you have set on those types of platforms.
How long we keep it
We keep any interactions on social media will be retained for a period of 6
years.
Children’s Privacy
Our website is not intended or designed to attract individuals under the age
of 18. We do not collect personal information from any person whom we
know to be underage and therefore require you to confirm in the Contact Us
section to confirm that you are over 18 years of age before completing any
personal information.
Sharing your data
Third Party Marketing Partners
We will never sell or give away your information to any third parties to allow
them to contact you for the purposes of direct marketing. We do use data
processors to provide some services to us. Data processors are third parties
who provide a service for us, such as our email provider.
We have contracts in place with all our data processors. This means that it is
illegal for them to do anything with your personal information unless we have
instructed them to do it. They will not share your personal information with
any organisations apart from us. They will hold it securely and retain it for
the period we instruct. You can see further information on the data
processors we use in the section on processing purposes below.
Our data processors
We use Office 365, provided by Microsoft to provide our email system and
some cloud storage services (such as storing letters we send). Our IT
Support provider Vector Cloud Ltd manage our Office 365 system and
provide IT security for it. They and their subcontractors, Datto Secure,
Webroot, and Cybersmart, are under contract to us and fully comply with all
data protection legislation. We use Salesforce as our Constituent
Management Database. This is where we store your contact details and any
case files we have opened on your enquiry.
We use Amazon Web Services and Evidation Health Inc to supply our
website. If you contact us via our website these companies will store the
information you supply via the forms on our website.
Our Clinical Study Sponsors
If you are participating in a clinical trial, we will transfer statistical
information relating to the study to our clinical trial sponsors. Only the
statistical information, from which you cannot be individually identified,
required for the study statistics and monitoring as per the relevant study
protocol will be transferred. In most circumstances this information is
transferred via secure electronic databases and software systems.
Cookies
Cookies are small text files that are placed on your computer by websites
that you visit. They are widely used in order to make websites work, or work
more efficiently, as well as to provide information to the owners of the site.
The table below explains the cookies we use and why. The cookies marked as
necessary are essential for our website to function and will be placed on your
computer when you first visit our site. All other cookies are optional, and you
can choose whether to receive them or not using the cookie settings buttons
at the bottom of the screen.
Controlling cookies
Most web browsers allow you to control the cookies that you come across
while browsing the web, including allowing you to refuse to accept cookies
and to delete cookies. For detailed information on what cookies are and how
they are used see here:
www.allaboutcookies.org
The following links will show you how to manage cookies on popular
browsers:
Apple Safari
To find information relating to other browsers, visit the browser developer’s
website.
To opt out of being tracked by Google Analytics across all websites,
visit http://tools.google.com/dlpage/gaoptout.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal
information.
Your right to rectification – You have the right to ask us to rectify personal
information you think is inaccurate. You also have the right to ask us to
complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal
information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict
the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the
processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the
personal information you gave us to another organisation, or to you, in
certain circumstances.
You are not required to pay any charge for exercising your rights. If you
make a request, we have one month to respond to you.
Please contact Kim Montano, our Communications and Engagement Officer,
using the contact information at the beginning of this document.
How to complain
If you have any concerns about our use of your personal information, you
can make a complaint to us at the contact address above.
Brain Health Scotland Life Sciences Ltd. is registered with the ICO,
Reference:C1291121. You can complain to the ICO if you are unhappy with how we have used your
data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House Water Lane
Wilmslow Cheshire SK9 5AF
Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk
Links to other websites
Where we provide links to websites of other organisations, this privacy notice
does not cover how that organisation processes personal information. We
encourage you to read the privacy notices on the other websites you visit.
Changes to this privacy notice
Any changes we may make to this notice will be posted on our website.
Please check back frequently to see any updates or changes to our privacy
notice. This notice is effective from September 2025
