1. Introduction
KCLEAGENICS MEDICAL INC. ("KCLEAGENICS MEDICAL", "we", "us", or "our") is a specialist oncology contract research organisation (CRO) based in Oak Brook, Illinois. We are committed to protecting the privacy and security of personal information we collect through our website (kclgmedical.com) and through our clinical research and patient navigation operations.
This Privacy Policy explains what personal data we collect, how we use it, with whom we share it, and what rights you have in relation to it. It applies to visitors to this website, participants in our research programmes, and individuals who contact us or use our Cancer Care Navigation service.
For clinical trial participant data, please also read our Patient Information Safeguards page, which sets out additional protections that apply to research participants.
2. Information We Collect
Website visitors
- Technical information: IP address, browser type, device type, referring URL, pages visited, time spent on site (collected via analytics cookies — see our Cookie Policy)
- Contact form submissions: name, email address, organisation, and the content of any message you send
- Newsletter sign-ups: email address
Sponsors, CROs, and professional contacts
- Business contact details: name, job title, organisation, work email address, telephone number
- Correspondence records relating to research enquiries, proposals, and agreements
Patients and caregivers (Cancer Care Navigation)
- Name, date of birth, contact details, and caregiver relationship (where provided)
- Cancer diagnosis, treatment history, and referral information (voluntarily provided by you or your clinician)
- Geographic location (to identify relevant specialist centres and active trials)
Clinical trial participants
Data collected from individuals enrolled in our clinical trials is governed separately by the applicable Informed Consent Form, protocol, and our Patient Information Safeguards. Such data is subject to HIPAA, 21 CFR Part 50, and applicable IRB-approved protocols.
3. How We Use Your Information
- To respond to enquiries and provide the information or services you have requested
- To administer and operate our clinical research programmes
- To provide Cancer Care Navigation services, including referrals to specialist centres and active trials
- To send our monthly clinical intelligence briefing (where you have subscribed and consented)
- To maintain records required by applicable law, including FDA regulations and GCP guidelines
- To improve this website using aggregated, anonymised analytics data
- To fulfil our legal obligations as a CRO, including adverse event reporting, regulatory submissions, and inspection obligations
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
4. Legal Basis for Processing
Where applicable under US state privacy law (including the Illinois Personal Information Protection Act) and international standards, we process personal data on the following bases:
- Consent: for newsletter subscriptions and non-essential cookies
- Contract: for processing sponsor, investigator, and vendor contact details in connection with research agreements
- Legitimate interests: for website analytics and improving our services, where your interests and rights do not override ours
- Legal obligation: for regulatory reporting, adverse event notification, and records retention required by FDA, IRB, and GCP regulations
5. Sharing Your Information
We may share personal information with:
- Study sponsors and co-investigators: where required by a clinical trial protocol and covered by the applicable ICF
- Regulatory authorities: the FDA, IRBs, and other competent authorities as required by law
- Service providers: IT systems providers, email platform providers, and analytics services — each bound by confidentiality obligations and data processing agreements
- Specialist cancer centres: where you have requested a navigation referral and consented to the transfer of relevant information
All third-party processors are assessed for compliance with applicable privacy and security standards before engagement.
6. HIPAA Compliance
To the extent that KCLEAGENICS MEDICAL functions as a Covered Entity or Business Associate under the Health Insurance Portability and Accountability Act (HIPAA), we comply with all applicable Privacy Rule and Security Rule requirements. Protected Health Information (PHI) collected in connection with clinical trials is handled in accordance with the applicable HIPAA authorisation or an exception thereto (such as the research exception under 45 CFR §164.512(i)).
For questions relating to HIPAA rights — including the right to access, amend, or restrict the use of your PHI — please contact us at the address below.
7. Data Retention
- Clinical trial data: retained for a minimum of 15 years from study completion, or as required by the applicable protocol and regulatory requirements (whichever is longer)
- Business contact records: retained for the duration of the relationship and up to 7 years thereafter
- Website analytics: aggregated data retained indefinitely; individual session data purged after 26 months
- Newsletter subscriptions: retained until you unsubscribe
- Contact form enquiries: retained for 3 years unless a longer retention obligation applies
8. Data Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These include access controls, encryption in transit (TLS), and regular staff training on data handling obligations. Our biospecimen and clinical systems operate within GCP-compliant, auditable frameworks.
No method of electronic transmission or storage is 100% secure. In the event of a data breach affecting your rights, we will notify you and the relevant authorities as required by applicable law.
9. Your Rights
Depending on your location and the nature of the data we hold, you may have the right to:
- Access the personal information we hold about you
- Correct inaccurate or incomplete information
- Request deletion of your personal information (subject to our legal retention obligations)
- Withdraw consent (where processing is based on consent) without affecting prior processing
- Opt out of marketing communications at any time
- Lodge a complaint with a relevant data protection authority
To exercise any of these rights, please contact us at keog@kclgmedical.com. We will respond within 30 days.
10. Cookies
We use cookies and similar tracking technologies on this website. For full details of the cookies we use, their purpose, and how to manage your preferences, please see our Cookie Policy.
11. Children's Privacy
This website is not directed at children under the age of 13. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately so we can take appropriate action.
12. Changes to This Policy
We may update this Privacy Policy from time to time. Where changes are material, we will post a notice on this website and update the "Last updated" date above. Continued use of this website or our services following notice of changes constitutes acceptance of the updated policy.
13. Contact Us
For any questions, requests, or concerns relating to this Privacy Policy or our data practices, please contact:
KCLEAGENICS MEDICAL INC.
1415 W 22nd Street, Tower Floor
Oak Brook, IL 60523
Email: keog@kclgmedical.com
Telephone: 312-225-3916