Last updated: 26 September 2025
We are Beacon Medical Systems Limited, a company incorporated in England and Wales, with registered number 14638585 and with a registered office at 5 New Street Square, London EC4A 3TW. We facilitate professional engagement between clinicians and pharmaceutical organisations. As the data controller, we are responsible for how your personal data is used and protected.
We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights please contact the DPO using the information set out in the contact details and complaints section (Section 13).
This notice describes how we collect, store, disclose, transfer, protect and otherwise process your personal data and for what purposes. This privacy notice explains how we collect and use personal data relating to:
This notice applies specifically to our Pharmaceutical Relationship Management Business activities including our Primary Market Research division and associated recruitment processes and does not cover the Pando clinical messaging platform. Pando Privacy Notice can be found here.
Alongside healthcare professionals, we may also interact with Other Relevant Decision Makers (ORDMs) — individuals who are not registered clinicians but still play a role in shaping decisions around the selection, use, or funding of medical products or services.
Examples include:
We refer to these individuals collectively as “Influential Stakeholders” or ORDMs.
We may collect the following categories of data, depending on our interactions with you:
Type of Data
Examples
Identification
Name, job title, qualifications, professional registration ID
Contact Details
Work address, email, telephone
Professional Information
Areas of expertise, clinical interests, affiliations, public activity (e.g. speaking at conferences)
Communication History
Event attendance, meeting notes, feedback you provide, survey participation responses
Financial Data
Where applicable, details of contracted services and related payments made in respect of those services
Technical Information
IP address, device/browser type, usage data for digital tools we may use (including interview tools that use Artificial Intelligence (AI).
Type of Data
Examples
Application Materials
CVs, covering letters, professional profiles (e.g. LinkedIn)
Interview Notes
Internal assessments, reference checks, screening outcomes
Eligibility Information
Right-to-work documentation, optional diversity data (collected separately and anonymised)
As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions, website usage and patterns. We use cookies and similar technologies for this purpose. We only place non-essential cookies (such as analytics or advertising cookies) where you have given your consent. You can manage or withdraw your consent at any time by visiting our Cookie Settings. Please see our Cookie Policy for further details.
We use personal data for purposes such as:
We process data under UK GDPR on the following grounds:
Where we rely on consent to process your data, you may withdraw consent at any time.
In rare cases, if we collect special category data (such as health information or diversity data), we will only process it with your explicit consent or under the research provisions of Article 9(2)(j) UK GDPR with appropriate safeguards.
We may share your information with selected third parties when it is necessary to carry out the purposes outlined in this notice. These may include:
Any organisation we share your data with is required to handle it securely and only for the specific purpose agreed with us.
Where it is necessary to process your data outside the UK (e.g. by one of our suppliers or partners), we ensure appropriate legal safeguards are in place. This includes data transfer agreements approved under UK data protection law (such as the ICO’s IDTA or the UK’s approved Standard Contractual Clauses).
Some of our technology providers are based outside the UK (for example, providers of CRM or analytics services in the United States). Where this is the case, we ensure your data is protected using approved safeguards such as the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses and, where appropriate, will conduct a Transfer Impact Assessment.
We take appropriate steps to protect your personal information. This includes using secure servers, encryption where necessary, and limiting access to your data to individuals who need it for their job. We also regularly review our data security practices.
We keep your personal information only for as long as is necessary to fulfil the relevant purposes, including to comply with legal, financial, or reporting requirements. When your information is no longer needed, we will securely delete or anonymise it.
You have a number of rights in relation to your personal data. These include the right to:
To make a request or ask a question, please contact us using the details below (Section 13)..
In certain cases, we may use your personal and professional information to build a profile of your interests or level of engagement (e.g. area of expertise, attendance at events). This helps us tailor communications. However, we do not make decisions that have a legal or similarly significant impact using automated methods alone.
We may revise this Privacy Notice from time to time to reflect changes in our activities, legal obligations, or your rights. When we do, we will update the date at the top of the notice and publish the revised version on our website.
If you have any questions about how we use your data, or if you wish to exercise any of your rights, you can contact us by emailing to dpo@headtobeacon.com or by writing to:
Data Protection Officer
Beacon Medical Systems Limited
5 New Street Square
London EC4A 3TW
Read our Privacy Notice
