Privacy Notice

Effective Date: February 06, 2025

This Notice describes how the company will handle Personal Data it receives under GDPR, Privacy Framework Program, and other applicable laws and regulations

Overview

FHI Clinical understands the importance of protecting personal data. We are committed to being transparent and fair when we collect and use personal data and to complying with the applicable data protection laws that apply in the countries where we operate. FHI Clinical has adopted the principles and requirements of the European Union’s General Data Protection Regulation (GDPR) as the basis for its general privacy practices.

This notice describes our general privacy practices and applies to the information we collect through our websites or when communicating with us by email, phone, or other means. Upon access or use our websites, the user acknowledges having read this Privacy Notice and understand its contents. Use of our website is subject to this Privacy Notice and any applicable Terms of Use.

This Privacy Notice applies to all users of our websites around the world. Unless stated otherwise, this Notice does not apply to any third-party sites that may link to, or be accessible from, our websites.

Personal Information We Collect and How We Collect It

In this notice, the term “personal data” refers to information that identifies a living individual or can be used by itself or in combination with other information to identify a living individual. FHI Clinical collects the personal data we need to provide our services.

We collect personal data when it is voluntarily provided to us. For example, the following may be provided to us:

Name, email address and information about areas of interest upon signing up to receive newsletters, updates, and other information from us.
Name and contact information.
Contact information and any other information chosen to include in emails or other electronic messages to us, including contacting us through the website.
Personal data contained in articles, photos, videos, feedback, comments, or other content posted on our website or submitted via online portals, forms, or surveys.

We may also collect personal data automatically during navigation through the site, through the browser and the use of cookies and other tracking technologies, which allows us to store information about the connection and preferences and make use of the site easier and more customized.

The collected information may include:

Information about website usage, such as time and date of visits, frequency of visits, pages viewed, resources downloaded and information about Site usage and resource requests.
Information about the devices and internet connections used to access or use the Site, such as device type, operating system, browser type, domain, IP address and system settings for language, time zone, etc.

For more details about the information we collect automatically, please read our complete Website Cookie Notice.

How We Use and Share Your Personal Information

FHI Clinical only collects and uses personal data when we have a lawful basis for doing so. We use the personal data we collect to administer our websites, provide services, communicate with users, and facilitate changes in our business, as required by law or with user consent. For instance, we may use or disclose personal data for purposes of:

Responding to inquiries and fulfilling requests for information about FHI Clinical and our projects and services, including information requested by signing up for newsletters and alerts.
Providing web and email content that reflects user interests, providing information about events, and targeting content and communications to the user.
Enabling application for jobs or to register as a consultant or vendor with FHI Clinical.
Preventing malicious activity and unwanted communications and ensuring website security.
Performing data analysis, audits, and fraud monitoring and prevention to enhance and improve our website, identify usage trends, determine program effectiveness, and carry out and expand our business activities.

We may share personal data as follows:

With our employees who need the information for the purposes described above.
With third-party vendors and service providers who provide cloud storage, website hosting, data analysis, payment processing, information technology, auditing and similar services related to our business.
When we believe disclosure is necessary and appropriate to prevent physical, financial, or other harm, injury, or loss, including fraud.
With governmental or judicial authorities as required or ordered by those authorities or applicable laws or regulations.
In connection with legal action, such as response to subpoenas or investigation of suspected illicit or illegal activities.
Where we are bound by contract or law to enable a client or business partner to comply with applicable laws.
With consent or by direction, such as when the user chooses to share information or publicly post content and comments on our websites.

FHI Clinical does not sell personal data to any third parties or share it with any third parties for marketing purposes.

Our lawful bases for processing personal data are as follows:

To take steps by request prior to entering into a contract, or to perform a contract with the user.
Where necessary for compliance with legal obligations.
To pursue our legitimate interests.
In some cases, with the user’s consent.

How Long We Keep Your Personal Information

FHI Clinical keeps personal data for as long as we need it to carry out the purpose for which it was collected, or as per the consent that was provided by the user, or as required by applicable laws and regulations.

How We Keep Your Personal Information Safe

We use administrative, organizational, technical, and physical safeguards to protect the personal data we collect and process. Our security controls are designed to maintain data confidentiality, integrity, and an appropriate level of availability.

Additional Information for Job Applicants and Individuals Who Register for Our Consultant Database

Personal Information We Collect and How We Collect It

If a user applies online for a job with FHI Clinical, or registers online with our Consultant Database to be considered for future opportunities, FHI Clinical collects a broader range of personal data, including:

Name, email address, mailing address and telephone numbers.
Education, employment history, work experience, skills, and qualifications.
Whether the user is over 18 years of age.
Legal authorization to work in the relevant country.

We collect this information in several ways. Much of it is provided by the user when upon completion of the application or registration forms. In addition, we may obtain information from a resume, CV, or any other documents uploaded, or from social media, such as LinkedIn profiles. We may also seek information from third parties, such as references supplied by former employers (typically only after an offer has been made).

How We Use and Share Your Personal Information

We use this personal data to:

Manage and keep records of the recruiting and consultant engagement process.
Assess the qualifications and suitability of job candidates and make hiring decisions.
Include this data in our Consultant Database to enable FHI Clinical to assess qualifications and suitability for consultant opportunities and make decisions about engaging consultants.
Comply with our legal obligations, such as our obligation to verify legal eligibility to work in the relevant country.
Respond to and defend against legal claims.

We may also process special categories of data, such as information about ethnic origin, sexual orientation, or religion, to monitor recruitment statistics and comply with legal reporting requirements. We may also collect information about whether an applicant has a disability requiring reasonable accommodation, to facilitate exercise of employment rights.

We may share personal data internally with people involved in the employee recruitment and hiring processes and/or consultant recruiting and engagement processes, and others who need access to the information to perform their jobs, including recruiters, HR staff, Procurement or Contract Management staff, IT staff, proposal staff, hiring managers and interviewers.

We will not share personal data with third parties unless we offer employment or engagement as a consultant, at which point we will share personal data with former employers to obtain references and with background-check providers to obtain necessary background checks.

How Long We Keep Your Personal Information

If an application for employment is successful, the personal data we collect during the recruitment process will be transferred to the HR personnel file (electronic and/or paper) and retained during employment and thereafter for the periods outlined in FHI Clinical’s Record Retention Policy that can be requested if required.

If an application for employment is unsuccessful, we will keep the related personal data on file for as long as we are required to do so by applicable law. If consent is given to allow us to keep personal data on file beyond that period, we will hold it until consent is withdrawn or we receive a request to have personal information deleted, as described in the “Your Rights” section below. This allows us to consider an individual for hire for future positions that may become available.

Upon registering on our Consultant Database, we will keep provided personal data on file for one year. If consent is given to allow us to keep provided personal data on file beyond that period, we will hold it until consent is withdrawn or we receive a request to have personal information deleted, as described in the “Your Rights” section below. This allows us to consider an individual for future consultant opportunities that may become available.

Your Rights

Depending on the local data protection laws, applicable to you, you have the right to:

Access or request a copy of the personal data we hold about you.
Obtain or have transferred to another processor a copy of certain personal data in a commonly used, machine-readable form.
Object to processing for direct marketing, or to processing for scientific/historical research/statistical purposes, except where necessary for performance of a task carried out for reasons of public interest.
Restrict processing of your personal data.
Review your personal data for completeness or accuracy and ask to have your information corrected or completed as applicable.
Have your personal data deleted from our files and data stores in certain circumstances, such as withdrawal of consent or when the data is no longer necessary for the purpose for which it was collected or processed.
Withdraw your consent in situations where our collection and use of your personal data is based solely on your consent.

Data Subjects may exercise these rights by contacting FHI Clinical’s Data Protection Officer at [email protected]. FHI Clinical will notify the data subject of action taken on the request within 30 days after receipt (or within 90 days where an extension is warranted by the complexity and volume of requests).

You may also lodge a complaint with the relevant supervisory authority.

Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our practices or applicable law. When we make these updates, we will change the “Effective Date” above. If there are any material changes in this Privacy Notice, we will post a notice on this website. We encourage individuals to periodically review this page to verify possession of the most current information on our privacy practices.

How to Contact Us

If you have any questions or concerns about this Privacy Notice, please contact us via email at [email protected] or write to us at:

FHI Clinical
Attn: Legal Department – Data Protection Officer
359 Blackwell Street, Suite 200
Durham, NC 27701.