This Website Privacy Notice was last updated: 13.06.2025

Table of Contents

1. Background
2. Information About Us
3. What Does This Notice Cover?
4. What is Personal Data?
5. What Are My Rights?
6. What Personal Data Do You Collect?
7. How Do You Use My Personal Data?
8. How Long Will You Keep My Personal Data?
9. How and Where Do You Store or Transfer My Personal Data?
10. Do You Share My Personal Data?
11. How Can I Access My Personal Data?
12. How Do I Contact You?
13. Changes to this Privacy Notice

1. Background

MWB Consulting Ltd, and its affiliates, MWB Consulting SARL and Pharma Data Protection SARL, understand that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of personal data provided by our personnel, job applicants, clients, research subjects, and patients, and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

2. Information About Us

MWB Consulting Limited is a private limited company registered in England & Wales under company number 04133381 with a registered address at The Croft, Pantings Lane, Highclere, Berkshire RG20 9PS, United Kingdom.

MWB Consulting SARL is a société à responsabilité limitée registered in France under SIRET number 840 743 553 000 17 with a registered address at La Cour, 50210 Belval, France.

Pharma Data Protection SARL is a société à responsabilité limitée registered in France under SIRET number 898 061 023 00013 with a registered address at La Cour, 50210 Belval, France.

3. What Does This Notice Cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

4. What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) and the data protection regulations in the UK (UK GDPR) (together, the “GDPR”) as ‘any information relating to an identifiable natural person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 6.

5. What Are My Rights?
Under the GDPR and pertinent data protection regulations at a national level in the EU, you have the following rights, which we will always work to uphold:

• The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 12.
• The right to access the personal data we hold about you. Part 11 will tell you how to do this.
• The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 12 to find out more.
• The right to be forgotten, i.e., the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 12 to find out more.
• The right to restrict (i.e., prevent) the processing of your personal data.
• The right to object to us using your personal data for a particular purpose or purposes.
• The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
• Rights relating to automated decision-making and profiling - we do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 12.

Further information about your rights can also be obtained from your national Data Protection Supervisory Authority.

A list can be found here: https://www.edpb.europa.eu/about-edpb/about-edpb/members_en. In the UK, you can contact the Information Commissioner’s Office (ICO) via https://ico.org.uk/.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with your Supervisory Authority or the ICO.

6. What Personal Data Do You Collect?
We may collect some or all of the following personal data (this may vary according to your relationship with us):

• Name;
• Date of birth;
• Gender;
• Business address;
• Business email address;
• Business telephone number;
• Business name;
• Job title;
• Profession;
• Payment information;
• Curriculum Vitae;
• For employees, and job applicants only – home address and telephone/mobile number, bank account number, information necessary to process payroll (e.g., National Insurance number), information you provide to us in your Curriculum Vitae.

We may offer various services to our clients that will involve us obtaining personal data from them or their third parties as follows:

• Sensitive healthcare information. These data are usually pseudonymised (details that can identify you directly such as your name and address are removed) prior to our receipt but may not always be so. Our clients will normally be responsible for providing you with further information about how they will collect your data and who (including ourselves) may be processing it.

Please note that if you believe we are processing your pseudonymised data, we will not be able to identify your data directly, and you may need to make a request directly to our client or a third party, such as your doctor. We will advise you about this.

7. How Do You Use My Personal Data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you or one of our clients, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it.

Your personal data may be used for one of the following purposes:

• To enable us to act as your employer or potential employer and to meet our legal obligations.
• To enable us to contract with you.
• To enable us to provide services to you as a client.
• To enable us to provide services to our clients that may involve processing personal and sensitive healthcare information about you in clinical trials or due to your use of licensed pharmaceutical medicines, medical devices, cosmetics, and other healthcare products.

With your permission and/or when permitted by law, and solely in relation to developing our business with our clients, we may use personal data for marketing purposes, which may include contacting you by email, telephone, email, or post with information and news about our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and regulations concerning personal information in other countries such as the Data Protection Act 2018 in the UK, and you will always have the opportunity to opt-out.

8. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary consistent with the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

• For personal data obtained via services to our clients, we will retain personal data per the client’s instructions.

For personal data we collect for our own use, we will retain the personal data for the following periods:

• Employees/job applicants: 2 years from date of leaving or final interview.
• Third parties and contractors: 10 years from date of termination of the commercial agreement.

9. How and Where Do You Store or Transfer My Personal Data?
We may store or transfer some or all of your personal data to countries that are not part of the European Union1 or the UK. These are known as “third countries” and may not have data protection laws that are as strong as those in the EU or UK. This means that we will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the EU or UK and under the GDPR.

The security of your personal data is essential to us and to protect your data we take several important measures, including the following:

• All personal data is stored on secure databases with adequate protection and backup capabilities. We use third-party providers for storage and have ensured they meet the requirements of GDPR.
• All personal sensitive healthcare data is provided to us either pseudonymised or following the data subject’s consent to disclosure and transfer to us.
• Secure databases are accessed via our personnel or our clients using authorised secure access employing usernames, passwords, and variable privilege rights.

Please contact us using the details below in Part 12 for further information about the particular data protection mechanism used by us when transferring your personal data to a third country.

10. Do You Share My Personal Data?
We will not share any of your personal data provided to us directly or indirectly via our clients with any unauthorised third parties for any purposes, subject to the following exceptions:

• In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
• We may sometimes contract with the third parties to supply hosted secure database services to us. In some cases, those third parties may require limited access to some of your personal data for the purpose of maintaining that information in the database.

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.

If any personal data is transferred outside the EU or UK, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the EU or UK and under the GDPR or UK regulations.

11. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details and for a copy of it (if we have any personal data), subject to any exemptions (e.g., if providing you with the data also means disclosing the personal information of other individuals, or if we have a legitimate, legal, or contractual reason not to send information to you). This is known as a “Subject Access Request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 12.

There is not normally a charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will endeavour to respond to your subject access request within one month of receiving it. However, where your personal data has been provided to us by a client, that client is normally the Controller and we will pass your request onto the client who must authorise us to disclose it. In some cases, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

12. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:

• Email address: dpo@mwbconsulting.com
• Telephone number: +33 (0)2 34 38 71 20
• Postal Address: MWB Consulting SARL, La Cour, 50210 Belval, France.

13. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.