PHARMExcel Privacy Notice

Last updated: 1 July 2026

1. Introduction

PHARMExcel Ltd (“PHARMExcel”, “we”, “us” or “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Notice explains how we collect, use, store and protect your personal information when you visit our website, contact us, use our services, apply for employment, or otherwise interact with us.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK data protection legislation.

Please read this Privacy Notice carefully to understand how we use your personal information and your rights in relation to that information.

2. Who we are

PHARMExcel Ltd is a UK-based Clinical Research Organisation (CRO), registered in England and Wales.

Registered Office
40 Kimbolton Road
Bedford
MK40 2NR
United Kingdom

Company Number: 06841897

Principal Office and Correspondence Address
Albany Chambers
26 Bridge Road East
Welwyn Garden City
Hertfordshire
AL7 1HL
United Kingdom

Depending on the services we provide, PHARMExcel may act as either:

• Data Controller, where we determine how and why personal data is processed; or
• Data Processor, where we process personal data solely on behalf of one of our clients.

Where PHARMExcel acts as a Data Processor, the relevant client or organisation is responsible for determining the purposes and means of processing personal data and will normally provide the appropriate privacy information.

If you have any questions about this Privacy Notice or how we process your personal information, please see the contact details in Section 16.

3. Why we collect your personal information

We collect and process personal information for a variety of legitimate business purposes, including to:

• respond to enquiries and requests for information;
• provide and manage our services;
• administer contracts and commercial relationships;
• process payments and maintain financial records;
• recruit employees and contractors;
• communicate with customers, suppliers, partners and other stakeholders;
• administer and improve our website;
• maintain the security of our website, systems and business operations;
• monitor website performance and user experience;
• conduct customer surveys and obtain feedback;
• send marketing communications where permitted by law;
• comply with legal, regulatory and professional obligations; and
• establish, exercise or defend legal claims where necessary.

We will only process your personal information for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose that is permitted by law.

Lawful basis for processing information

We only process personal information where we have a lawful basis to do so under the UK General Data Protection Regulation (UK GDPR).

Depending on how you interact with PHARMExcel, we may rely on one or more of the following lawful bases:

Where we rely on our legitimate interests as the lawful basis for processing, we assess whether the processing is necessary and carefully balance our legitimate business interests against your rights and freedoms.

Where we process Special Category Personal Data, we will only do so where an appropriate lawful basis under Article 6 UK GDPR and an additional condition under Article 9 UK GDPR applies.

Where processing is based on your consent, you may withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

5. What personal information we collect

The personal information we collect depends on how you interact with PHARMExcel, the services we provide and the purpose for which you engage with us.

We may collect the following categories of personal information:

Identity Information

• Name
• Title

Contact Information

• Business or postal address
• Email address
• Telephone number

Professional Information

• Employer or organisation
• Job title
• Professional qualifications where relevant
• Business correspondence

Recruitment and Employment Information

Where applicable, we may collect information relevant to recruitment, employment or pre-employment checks, including information contained within CVs, application forms and supporting documentation.

Financial Information

Where necessary, we may collect financial or payment information to administer contracts, invoices and payments.

Technical Information

When you use our website, we may automatically collect certain technical information, including:

• IP address
• Browser type and version
• Device type
• Operating system
• Website usage information
• Cookie identifiers (where applicable)

Marketing and Communication Preferences

Information about your preferences for receiving marketing communications from us and your communication preferences.

Special Category Personal Data

Where necessary and permitted by law, we may process Special Category Personal Data, such as health information, in connection with recruitment, employment or the delivery of our professional services.

Where applicable, we will only process Special Category Personal Data where an appropriate lawful basis under Article 6 UK GDPR and an additional condition under Article 9 UK GDPR applies.

6. How we collect personal information

We collect personal information directly from you when you:

• complete forms on our website;
• contact us by email, telephone or post;
• meet with us at conferences, exhibitions or networking events;
• enquire about our services;
• become a customer, supplier or business partner;
• apply for employment opportunities; or
• otherwise communicate with us.

Where permitted by law, we may also receive personal information from third parties, including professional contacts, recruitment agencies, publicly available sources or organisations with whom we are working.

Where we send marketing communications, we may use technologies such as email tracking pixels to understand whether emails have been opened or links have been clicked. This helps us improve the relevance of our communications and better understand engagement with our marketing. Where required by law, this processing will only take place where the appropriate consent has been obtained.

7. Who we share your personal information with

We treat your personal information as confidential and will only share it where it is necessary to do so, where we have a lawful basis, or where we are required by law.

Depending on the nature of our relationship with you and the services we provide, we may share your personal information with the following categories of organisations:

Service providers

We may share personal information with carefully selected third-party service providers who support our business operations. These may include providers of:

• information technology and system support;
• website hosting and maintenance;
• cloud-based software and business applications;
• communications services;
• professional advisory services, including legal, financial and insurance advisers; and
• other suppliers providing services on our behalf.

These organisations are only permitted to process personal information on our behalf where appropriate contractual arrangements are in place and are required to protect your personal information in accordance with applicable data protection legislation.

Customers, clients and business partners

Where necessary to deliver our services or fulfil contractual obligations, we may share personal information with our customers, clients, sponsors, business partners or organisations with whom we are working.

Where PHARMExcel is acting as a Data Processor, we will process and share personal information only in accordance with our client’s documented instructions and the applicable contractual arrangements.

Regulatory and public authorities

We may disclose personal information where required or permitted by law to regulatory bodies, government authorities, law enforcement agencies, courts or other public authorities.

Professional advisers

We may share personal information with our professional advisers, including auditors, legal advisers, accountants and insurers, where necessary to obtain professional advice, establish, exercise or defend legal claims, or meet our legal obligations.

Business transactions

If PHARMExcel undergoes a business reorganisation, merger, acquisition or sale of assets, personal information may be transferred as part of that transaction, subject to appropriate confidentiality and legal safeguards.

We will never sell your personal information to third parties for their own marketing purposes.

8. International transfers

PHARMExcel does not routinely transfer personal information outside the United Kingdom.

Where it is necessary to transfer personal information internationally, we will ensure appropriate safeguards are in place in accordance with UK data protection legislation.

These safeguards may include:

• transfers to countries that have been recognised as providing an adequate level of protection for personal information;
• the use of approved contractual safeguards; or
• other lawful transfer mechanisms recognised under UK data protection legislation.

Where appropriate, we will assess the risks associated with international transfers and implement additional safeguards where required.

9. How long we keep your personal information

We will only retain personal information for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, regulatory, accounting and contractual requirements.

When determining how long personal information should be retained, we consider:

• the purpose for which it was collected;
• the nature and sensitivity of the information;
• legal and regulatory requirements;
• contractual obligations; and
• the potential risks associated with retaining the information.

Once personal information is no longer required, it will be securely deleted, anonymised or otherwise disposed of in accordance with our retention procedures.

10. How we protect your personal information

We take the security of personal information seriously and have implemented appropriate technical and organisational measures designed to protect it from unauthorised access, alteration, disclosure, loss or destruction.

Access to personal information is limited to individuals who have a legitimate business need to access it.

Although we take reasonable steps to protect personal information, no method of transmitting information over the internet or storing electronic information can be guaranteed to be completely secure. We therefore encourage users to take appropriate precautions when submitting information online.

Our website may contain links to third-party websites. These websites operate independently of PHARMExcel and have their own privacy notices. We are not responsible for the privacy practices or content of third-party websites and encourage you to review their privacy notices before providing any personal information.

11. Children’s personal information

Our website and services are not directed at children.

We do not knowingly collect personal information from individuals under the age of 18 through our website.

If you believe that a child has provided personal information to us, please contact us using the details in Section 16 so that we can investigate and, where appropriate, delete the information.

12. Your rights

Under the UK General Data Protection Regulation (UK GDPR), you have a number of rights in relation to your personal information. These rights are not absolute and may be subject to certain exemptions or legal restrictions.

Subject to applicable law, you have the right to:

The right to be informed

To receive clear and transparent information about how we collect and use your personal information.

The right of access

To request a copy of the personal information we hold about you.

The right to rectification

To ask us to correct inaccurate or incomplete personal information.

The right to erasure

To request that we delete your personal information where there is no lawful reason for us to continue processing it.

The right to restrict processing

To request that we temporarily suspend the processing of your personal information in certain circumstances.

The right to data portability

Where processing is based on your consent or a contract and carried out by automated means, you may request that your personal information is provided to you or another organisation in a structured, commonly used and machine-readable format.

The right to object

To object to the processing of your personal information where we rely on legitimate interests or process information for direct marketing purposes.

Rights relating to automated decision-making

PHARMExcel does not currently make decisions based solely on automated processing, including profiling, that produce legal or similarly significant effects on individuals.

The right to withdraw consent

Where processing is based on your consent, you may withdraw your consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.

If you wish to exercise any of these rights, please contact us using the details in Section 16.

We may ask you to provide proof of identity before responding to your request. This helps us ensure that personal information is not disclosed to anyone who does not have the right to receive it.

13. Marketing communications

We may send you information about our services, events, publications or other business updates where permitted by law.

We will only send electronic marketing communications where:

• you have provided your consent; or
• we are otherwise permitted to do so under the Privacy and Electronic Communications Regulations (PECR).

You may opt out of receiving marketing communications at any time by:

• clicking the “unsubscribe” link included in our marketing emails; or
• contacting us using the details provided in Section 16.

Please note that if you opt out of marketing communications, we may still contact you regarding existing business relationships, contractual matters, service updates or other non-marketing communications where appropriate.

14. Cookies

Our website uses cookies and similar technologies to improve your browsing experience, understand how our website is used and support the effective operation of our website.

Cookies are small text files placed on your computer or mobile device when you visit a website.

Some cookies are essential for the operation of our website and cannot be disabled through our cookie preference tools. Other cookies, including analytics and marketing cookies, will only be used where you have provided your consent where required by law.

When you first visit our website, you will be presented with a cookie banner that enables you to manage your cookie preferences.

You can change your cookie preferences at any time using our Cookie Settings tool.

Further information about the cookies we use can be found in our Cookie Policy.

15. Changes to this privacy notice

We keep this Privacy Notice under regular review to ensure it remains accurate and reflects changes to our business activities, legal obligations and regulatory requirements.

We may update this Privacy Notice from time to time. The latest version will always be available on our website and will include the date on which it was last updated.

Where appropriate, we will notify individuals of significant changes through appropriate communication channels.

16. Contact us or make a complaint

If you have any questions about this Privacy Notice, wish to exercise your data protection rights or have any concerns about how your personal information has been processed, please contact us:

Data Protection Lead

PHARMExcel Ltd

Correspondence Address

Albany Chambers
26 Bridge Road East
Welwyn Garden City
Hertfordshire
AL7 1HL
United Kingdom

Email: [email protected]

Telephone: +44 (0)203 642 6654

If you are not satisfied with our response, you have the right to lodge a complaint with the UK’s supervisory authority:

Information Commissioner’s Office (ICO)

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Website: https://ico.org.uk