Privacy Policy

The Department of Health is the Data Controller for UKCTG under the Data Protection Act 1998. We will process your data in accordance with the Data Protection Act. The purpose of the privacy policy is to inform you, as a user of UKCTG, about what information we collect when you visit the service, how we use the information, whether the information is disclosed and the ways in which we protect users' privacy


At all times, we want you to feel secure when using the website and associated services. We are committed to respecting your privacy. Below we give an overview of how we do that.

The following sets out what personal data is collected and shared on UKCTG

Personal information is only collected if you register for a UKCTG account or create a volunteer profile. Personal information provided by you is held securely and will not be shared without your explicit consent.


UKCTG uses your information to provide a personalised experience enabling us to  recommend relevant trials for you. An example is the recommendation of trials near you in a volunteer profile.


Navigation data such as your IP address, the website which you were directed to UKCTG from, how you move around our site and hyperlinks clicked on are collected. This enables us to better understand and improve your experience on UKCTG as well as to  improve the visibility and prominence of UKCTG for yourself and others.


Standard analytics software captures navigation data in services provided by UKCTG. Navigation data is anonymous and shared with trusted third parties providing analytics. Analytics software captures navigation data in services provided by UKCTG.


By signing up to UKCTG you agree that we can share your personal information with registered researchers

Privacy notice

This privacy notice tells you what to expect when UK Clinical Trials Gateway (UKCTG) collects personal information.  It applies to information we collect about:

  • Visitors to our website

  • Those who use UKCTG to sign up for account registration with the service

  • Individuals with queries or complaints in relation to data protection, or freedom of information


How do we use your information?

We analyse information to see what is most effective about our website and associated services to help us identify ways to improve it and to make it more effective. We may also use information for other purposes, which will always be described to you at the point when we collect the information.

Personal information will be collected by signing up for and using an account. This is necessary so we can provide you with relevant information about trials suitable to your profile. It is also important if you want to be contacted by registered researchers when you are eligible for a trial and so you can be identified by the system when you try to log in to the site again.

What information do we collect when you use UKCTG?

When you use UKCTG we use technology to collect information indirectly - such how you found the site. This is commonplace across all internet services to enable the investigation of issues such as malicious use. This information is then kept in our internet access logs.

We collect information directly from you in a number of ways. One way is by using “cookies”. Cookies are common small files of information that save and retrieve information about your visit to our site, such as how you entered our site, how you navigated through the site and what information was of interest to you. This information is collected for a number of reasons, for example, to help improve and develop the website and associated services.

The cookies we use identify you merely as a number. If you are uncomfortable about the use of cookies, you can disable them by changing the settings in the preferences or options menu in your internet browser. However, disabling cookies may affect the ability to provide services to you; if certain cookies are disabled you may not be able to access the service.

See our Cookies policy for more information on the cookies we use.

We also collect information when you give it to us i.e. when you  register for an account. When we collect this type of information, we will notify you as to why we are asking for information and how this information will be used. It is completely up to you whether you provide it, but not providing information may affect our ability to provide services to you.

Links to other websites

Due to the nature and function of the UKCTG we have to link to other websites to obtain the data presented. The sites that UKCTG links to are third-party sites and UKCTG does control the way these sites use your information. If you choose to access these sites using the links provided, the operators of these sites may collect information from you that may be used by them in accordance with their privacy policies, but please be aware, these policies may differ from ours.

You should read their privacy policies carefully to find out what happens to any information that is collected by these services when you use them.

How long do we hold this information?

We will hold the information for as long as we are providing you services. If you do not access the services provided UKCTG, for instance, open or click through one of the emails for more than a year, we will send you an email asking you to confirm that you wish to continue receiving UKCTG emails. If you do not respond to this email within one month we assume you no longer wish to be registered with the site and will unsubscribe you.

We will remove all personal information we hold relating to you, which you registered with us, within six months of you unsubscribing from UKCTG. We hold this information for a further six months following unsubscription, as we may need to use it for statistical analysis or if you choose to re-subscribe. Be assured that if you unsubscribe you will not receive further information from us.

Will we disclose your information or share it with other organisations?

As a Government department, we do not share data with other organisations unless the law permits us to do so. We do not sell an individuals’ information. We will share it only with our authorised Data Processors, who must act at all times on our instructions as the Data Controller under the Data Protection Act 1998. Before you submit any information, we will notify you as to why we are asking for specific information and it is up to you whether you provide it.

If you register as a volunteer for UKCTG, then we will only share your personal information with approved researchers, NHS staff, and the Helpdesks registered to use UKCTG.

Complaints or queries

UKCTG seeks to meet the highest standards when collecting and processing personal information. For this reason, we take any complaints made about this very seriously and we encourage people to feedback and tell us when they feel that our collection and/or use of personal information is unfair, misleading or inappropriate. Any complaint and/or query should be sent to the Register Manager (contact details below).

If an individual should wish to make a complaint, we create a file containing the details of the complaint. We will only use the personal information we collect to process the complaint and to verify the level of the service we provide.

In cases where the complaint is about an individual, we usually have to disclose the nature of the complaint made. Where the complainant does not wish for their information to be disclosed, we do try to respect this request, however if the complaint results in a disputed disciplinary matter this may not always be possible.

Complaint files are maintained and kept in line with the UKCTG retention schedule (as explained in the Destruction of Data policy).

Your data is kept under secure conditions

UKCTG resides on servers located within the European Economic Area (EEA). None of the data contained within UKCTG be stored outside the EEA. The host platform is accredited to ISO 27001 security standards. In order to provide responsive and timely support, it may be necessary for support activities to be performed on the service outside of the EEA, but data within the service will never be transported outside of the EEA.

We take appropriate steps to maintain the security of your data on our service. The open nature of the internet means that data may flow over networks without security measures and may be accessed and used by people other than those for whom the data is intended. Our intention is that this should not happen and we take measures to ensure that it does not.

The security of the UKCTG website is managed by the National Institute for Health Research Information Systems Function, contracted to the Department of Health. This function has the appropriate technical expertise to protect against unlawful processing and/or accidental loss of information.

You can request access to your personal information

You are entitled to know whether we hold any information about you and, if we do, to have access to that information and request that it be corrected if it is inaccurate.

Any such requests must be made in writing to: or to UKCTG Enquiries, Department of Health, Room 124, Richmond House, 79 Whitehall, London, SW1A 2NS