Privacy Policy for Clinicaltrial.be
Clinicaltrial.be is a portal to search clinical trials, get notified about new opportunities, and explore healthcare professionals, hospitals, and sponsors with trial interest. This Privacy Policy explains how we process your personal data across clinicaltrial.be, findclinicaltrials.eu and derivatives in other languages (such as trialsconnect.io).
Controller
ESPERITY BV (the “Controller” or the “Company”) (0848.466.027), with registered office at Blv Brand Whitlock 108/1, 1200 Brussels, is the controller and processor of your personal data processed through the use of clinicaltrial.be, the findclinicaltrials.eu website and its derivatives in other languages (such as trialsconnect.io).
Who is responsible for your data?
ESPERITY BV acts primarily as a Data Controller for personal data processed through ClinicalTrial.be and affiliated websites using the ClinicalTrial.be infrastructure (such as TrialsConnect.io) (e.g., registration data, email, profile information, searches, preferences). This means we determine the purposes and means of processing your data.
In certain cases, when we process data on behalf of a sponsor or partner (for example, where a sponsor requests feasibility input, or when handling trial-related updates under their instructions), ESPERITY BV acts as a Data Processor. In those situations, the sponsor is the Controller and ESPERITY BV processes data strictly in accordance with their documented instructions and under a Data Processing Agreement (DPA) as required by Article 28 GDPR.
What personal data do we process and why?
| Purpose (why we process data) | Personal data processed | Legal basis | Required? | Retention |
|---|---|---|---|---|
| Provision of the services (allowing you to search clinical trials to which you may apply) | IP address, language, disease area, keywords (free text) | Performance of the contract | Yes — automatically collected and necessary to provide the search service. | For the duration of the service. |
| Security of the system | IP address, log data | Legitimate interest in keeping our system secure | Yes — automatically collected and necessary to use the service. | 6 months. |
| Statistical analysis on portal usage | IP address, language, keywords used for search (including disease area and free text), trials searched | Legitimate interest in understanding portal usage, and explicit consent for processing health-related data (specific trials searched) | Optional — you may opt in or out of consent for health data analysis. | For the duration of the service, then data is anonymised. |
| Sending you information on relevant trials (“newsletter”) | Email address, IP address, trials searched, disease area, keywords (free text) | Your explicit consent to be profiled for this purpose, including explicit consent to process health-related data | No — you can use the site without consenting to this profiling. | 12 months from consent (renewable if consent is renewed). |
| Creation and sharing of an HCP profile (optional) | Email address, name, specialization, institution, location, research interests, and any profile fields you choose | Your explicit consent for processing and sharing with third parties (sponsors and/or other HCPs) | Optional — you can use the site without creating/sharing a profile. | Until you withdraw consent or delete your profile (subject to legal obligations). |
| Communication, contact and notifications | Email address, and details you provide (name, role, message), preferences (opted-in notifications) | Performance of the contract (account communications), legitimate interest to respond to queries; explicit consent if you opt in to notifications | Yes for account communications; optional for opt-in notifications. | For the duration of your account or until the query/notification is addressed, then deleted unless law requires retention. |
How do we use your data for sending trial information?
With your consent, we will track your searches of clinical trials to identify which trials may be relevant for you and send you communications about new trials that might match your interests. The content of these communications is selected automatically based on your previous searches. If you consent, we share HCP profiles with sponsors to facilitate opportunities for HCPs and sponsors to work together. If the content provided does not match your preferences or you wish to obtain human intervention in the selection of content, please contact us at dpo@esperity.com.
Where is your data processed?
All personal data collected through our platform is processed and stored exclusively on secure servers located within the European Union. We do not transfer your personal data outside the EU/EEA.
If, in the future, we exceptionally need to transfer data outside the EU/EEA, this will only occur under the following strict conditions:
- An adequacy decision of the European Commission; or
- Use of the Commission’s Standard Contractual Clauses (SCCs); or
- Your explicit, informed consent for such transfer.
Unless one of these safeguards is in place, your personal data will never be transferred outside the EU/EEA.
For physicians located outside the EU/EEA
If you are a physician located outside the EU/EEA and choose to register on our platform, we will process your personal data under the safeguards of the GDPR. By registering, you explicitly consent to the processing of your data in the EU. For U.S.-based physicians or institutions, we also apply safeguards consistent with the principles of HIPAA.
How do we support your data subject rights?
You have the right to:
- Access and correct your data.
- Erase your personal data under certain circumstances.
- Restrict processing if certain conditions apply.
- Obtain a copy of your personal data or request transmission to another controller, where technically feasible.
- Withdraw consent at any time (without affecting processing based on prior consent).
- Object to processing based on our legitimate interests.
Regarding automated processing (for sending you information on relevant clinical trials), you can always obtain human intervention, express your opinion, and object to automated choices.
Exercise your rights by contacting our Data Protection Officer (DPO): dpo@esperity.com.
Right to complain
You may lodge a complaint with your supervisory authority if you believe your rights have been violated. The supervisory authority for Belgium is:
Belgian Privacy Commission
Rue de la Presse 35, 1000 Brussels, Belgium
Website dataprotectionauthority.be
Email contact@apd-gba.be
Our commitment and contact
We are committed to protecting your personal data and handling it transparently and securely. We process your information only for the purposes described in this Privacy Policy and in accordance with applicable data protection laws.
You may exercise your rights of access, rectification, erasure, restriction, objection, and data portability at any time by contacting our Data Protection Officer at dpo@esperity.com. If you have consented to certain processing, you may withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal.
We may update this Privacy Policy from time to time. When we do, we will change the “last updated” date at the bottom of the policy. We encourage you to review this page periodically so that you are always aware of how we process your personal data.
Last update: September 25, 2025
