Privacy & Data Handling Policy

1.Introduction

AK Clinical Research Pty Ltd (AKCR), is committed to protecting the privacy, confidentiality, and security of personal, sensitive, and health-related information.
This Privacy Policy outlines how we collect, use, store, and disclose information in accordance with the Australian Privacy Act 1988 (Cth) and applicable regulatory frameworks, including those relevant to clinical research and healthcare services.

2. Types of Information We Collect

We may collect and process the following categories of information:

Personal Information
• Name, contact details (email, phone, address)
• Employment or professional details
• Identification information where required

Sensitive & Health Information
• Medical history, clinical trial data, and health-related records
• Information collected as part of clinical research participation
• Telehealth consultation records and notes

Technical & Usage Data
• IP address, browser type, device information
• Website usage data via cookies and analytics tools

Operational & Communication Data
• Emails, messages, meeting records, and call notes
• Documentation and files shared with us

3. How We Collect Information

We collect information through:

• Website contact forms and enquiry submissions
• Clinical trial recruitment and participation processes
• Patient intake, telehealth, and consultation systems
• Direct communication (email, phone, messaging platforms)
• Third-party systems and service providers
• Automated technologies such as cookies and analytics tools

Where required, we obtain consent before collecting sensitive or health information.

4. How We Use Information

We use information for the following purposes:

• Delivering clinical research and healthcare-related services
• Managing clinical trials and participant engagement
• Communicating with patients, clients, and stakeholders
• Meeting legal, regulatory, and ethical obligations
• Maintaining internal records and documentation
• Improving our services, systems, and operations
• Ensuring data security and risk management

5. Use of Technology and AI

We may use advanced technologies, including automated systems and artificial intelligence (AI), to support our operations.

These technologies may assist with:

• Documentation and note-taking
• Transcription of consultations or meetings
• Data processing and analysis
• Workflow automation and operational efficiency

Where such technologies are used:

• We implement appropriate safeguards to protect personal and sensitive information
• We do not knowingly use identifiable personal or health information in AI systems unless appropriate controls are in place
• Human oversight is maintained where required, particularly in clinical or decision-making contexts

6. Data Storage and Security

We take reasonable steps to protect information from misuse, interference, loss, unauthorised access, modification, or disclosure.

This includes:

• Secure cloud-based systems and validated platforms
• Access controls and user authentication measures
• Encryption of data in transit and at rest where applicable
• Backup and disaster recovery procedures
• Monitoring and security controls to detect and respond to threats

Information is stored in accordance with regulatory requirements and industry best practices.

7. Disclosure of Information

We may disclose information to:

• Service providers and technology platforms supporting our operations
• Clinical trial sponsors, research partners, and regulatory bodies
• Healthcare professionals involved in patient care
• Legal or regulatory authorities where required

All disclosures are conducted in accordance with privacy obligations and contractual safeguards.

8. Data Retention

We retain information for as long as required to:

• Fulfil the purposes outlined in this policy
• Meet legal and regulatory obligations
• Comply with clinical trial and research record retention requirements

Retention periods for clinical data may extend for multiple years in accordance with applicable regulations.

9. Website Analytics and Cookies

Our websites may use cookies and similar technologies to:

• Improve user experience
• Analyse website traffic and usage patterns
• Support functionality and performance

Users may control cookie settings through their browser preferences.

10. Access and Correction

You may request access to, or correction of, your personal information by contacting us.
We will take reasonable steps to ensure that information is accurate, complete, and up to date.

11. Data Breaches

In the event of a data breach:

• We will investigate and take appropriate corrective action
• We will notify affected individuals and authorities where required under applicable laws

12. Contact

For any privacy-related enquiries, requests, or complaints, please contact: privacy@akclinicalresearch.com