Privacy Policy

This Privacy Policy explains how Neogeniqs (“Neogeniqs,” “we,” “us,” or “our”) handles information in connection with our marketing website and our agentic AI platform for clinical-trial operations and the electronic Trial Master File (the “Platform”). It covers information we collect from website visitors, prospective customers, and the authorized users of organizations that license the Platform.

Clinical-trial and patient data processed inside the Platform on behalf of a customer (for example a sponsor, CRO, or research site) is governed primarily by the written agreement and any data-processing or business-associate terms between Neogeniqs and that customer. In that context the customer is the controller of the data and Neogeniqs acts as a processor / service provider following the customer's documented instructions.

We collect the following categories of information:

• Contact and account information you provide when you request a demo, contact us, subscribe to updates, or are provisioned as a Platform user — such as name, work email, phone number, job title, and organization.
• Program and interest information you share about your studies, role, organization type, and which suites or agents you are interested in, so that we can respond appropriately.
• Usage and device information collected automatically when you use the website or Platform — including IP address, browser and device type, pages viewed, and interaction events — via cookies and similar technologies subject to your consent where required.
• Customer content processed within the Platform on a customer's behalf. This may include protocol and study documents, clinical data, and Trial Master File records, which can contain personal data and protected health information (PHI). We process this content only to provide the Platform under our agreement with the customer.

We use information to:

• Operate, secure, maintain, and improve the website and Platform.
• Respond to demo requests, questions, and support inquiries, and communicate about your account or engagement.
• Provide the Platform's agentic AI functionality — such as generating clinical-trial deliverables — strictly on the documented instructions of the customer whose content is being processed.
• Send administrative and, where permitted, marketing communications you can opt out of at any time.
• Detect, prevent, and address security incidents, fraud, and misuse, and to comply with legal and regulatory obligations.

AI training. We do not use a customer's confidential clinical content to train shared or third-party general-purpose models except as expressly permitted in the applicable customer agreement. Model behavior on the Platform is grounded in the customer's own documents through retrieval-augmented generation rather than by absorbing that content into a public model.

Where the GDPR or UK GDPR applies, we rely on the following legal bases: performance of a contract (to provide services you or your organization request); legitimate interests (to operate, secure, and improve our business, balanced against your rights); consent (for certain cookies and marketing); and compliance with a legal obligation. Where we act as a processor for a customer, that customer is responsible for establishing the legal basis for its processing of clinical-trial data.

We do not sell personal information. We share information only as needed to run our business and provide the Platform:

• Service providers / sub-processors that host, secure, and support the Platform under contractual confidentiality and data-protection obligations, including cloud infrastructure and AI model providers used to deliver agent functionality.
• Within your organization — for example your administrators and authorized users — as configured by your account.
• Legal and safety disclosures where required by law, regulation, legal process, or to protect rights, safety, and the integrity of the Platform.
• Business transfers in connection with a merger, acquisition, or sale of assets, subject to this Policy.

We maintain administrative, technical, and physical safeguards designed to protect information, including encryption in transit and at rest, role-based access controls, least-privilege administration, audit logging aligned to 21 CFR Part 11 expectations, and an information-security program aligned to SOC 2 and ISO 27001 practices, with AI governance aligned to ISO 42001. No method of transmission or storage is completely secure, but we work continuously to protect the information entrusted to us. Learn more on our Compliance page.

When the Platform processes PHI or personal data as part of a customer's clinical trial, we do so as a business associate / processor under the customer's instructions and the applicable business-associate agreement or data-processing addendum. We apply de-identification and access controls appropriate to the customer's configuration and support the customer's obligations under HIPAA, GDPR, and Good Clinical Practice. Individuals whose data appears in a trial should direct requests about that data to the sponsor, CRO, or site responsible for the study.

We retain personal information for as long as needed to fulfill the purposes described in this Policy, to comply with our legal and regulatory obligations, resolve disputes, and enforce our agreements. Trial Master File and clinical-trial records processed for a customer are retained according to the customer's instructions and applicable record-retention requirements, which for regulated clinical trials can extend many years after study completion.

Depending on where you live, you may have rights to access, correct, delete, port, or restrict the processing of your personal information, and to object to certain processing or withdraw consent. You may also have the right to opt out of marketing communications at any time.

To exercise these rights regarding information we hold as a controller, contact us using the details below. If your request concerns clinical-trial data held within the Platform on behalf of a customer, we will refer you to, or coordinate with, that customer as the controller of the data.

We use cookies and similar technologies to operate the website, remember preferences, and understand usage through analytics. Where required, we request consent before setting non-essential cookies and honor your choices through our consent controls. You can also manage cookies through your browser settings.

We may process and store information in countries other than the one in which it was collected. Where we transfer personal data internationally, we use appropriate safeguards such as standard contractual clauses and support customer data-residency requirements for global trials where offered.

The website and Platform are intended for business and professional use and are not directed to children. We do not knowingly collect personal information from children through our website. Clinical-trial data concerning minors that a customer processes within the Platform is governed by the customer's agreement and applicable law.

We may update this Policy from time to time. When we make material changes, we will update the “last updated” date above and, where appropriate, provide additional notice. Your continued use of the website or Platform after an update indicates your acceptance of the revised Policy.

For questions about this Policy or our privacy practices, contact us at privacy@neogeniqs.clinic or through our contact page.