Legal
Privacy Notice
01 Who We Are
ChordexBio Research and Analysis ("ChordexBio", "we", "us", "our") is a research, technology, and innovation organization registered in the Philippines. We operate experts.chordexbio.com (the "Platform") — a strategic managed expert network through which organizations engage ChordexBio to scope, staff, and deliver research, technology, and scientific projects.
ChordexBio is the data controller for personal data processed through this Platform. For inquiries, see Section 15.
02 Scope of This Notice
This Privacy Notice applies to all personal data collected through experts.chordexbio.com, including all subpages, forms, and submission interfaces. It covers data submitted by:
- Clients and project requestors — individuals, teams, companies, organizations, universities, government agencies, NGOs, and any other entity submitting a project brief or inquiry.
- Expert applicants — individuals applying to join the ChordexBio Expert Network.
- Partnership inquirers — organizations exploring formal partnership arrangements.
- General visitors — anyone browsing the Platform.
This notice supplements, and should be read alongside, the main ChordexBio Privacy Notice at chordexbio.com/privacy-notice. Where this notice is more specific, it governs for interactions through this Platform.
03 Information We Collect
3.1 Information you provide directly
| Category | Examples | Collected via |
|---|---|---|
| Identity & contact | Name, email address, phone number, job title, organization name | Contact form, project request form, partnership inquiry, expert application |
| Organizational information | Organization type (company, university, NGO, government, individual), country, sector, size | Project request form, partnership inquiry |
| Project and engagement data | Project briefs, scope descriptions, timelines, budget ranges, confidentiality requirements, deliverable specifications | Project request form, follow-up communications |
| Expert application data | CV/résumé, academic credentials, publication list, work history, specialization areas, availability, portfolio files | Join-network application form, file uploads |
| Partnership data | Organization profile, partnership objectives, reference contacts | Partnership inquiry form |
| Communications | Email correspondence, follow-up messages, feedback | Email, contact form |
3.2 Information collected automatically
- Technical metadata: IP address, browser type and version, operating system, device type, referring URL, page views, session duration, and timestamps.
- Cookies and similar technologies: See Section 12.
3.3 Information from third parties
We may receive supplementary information about expert applicants from professional verification sources, or information about organizational clients from publicly available sources (e.g., company websites, LinkedIn) to support scoping and engagement management. We do not purchase or broker personal data.
3.4 Sensitive data
We do not intentionally collect sensitive personal data (such as health data, biometric data, or financial account details) through this Platform. If a project brief or expert application happens to include such data, we treat it with heightened confidentiality and, where required by applicable law, obtain explicit consent before processing it for any purpose beyond the immediate scope of the engagement.
04 How We Use Your Information
| Purpose | Description |
|---|---|
| Responding to inquiries | Reviewing and responding to project requests, partnership inquiries, and contact form submissions. |
| Engagement scoping | Translating project briefs into scoped deliverables, timelines, and team requirements before engaging experts. |
| Expert matching & network management | Evaluating expert applications; assembling and managing vetted expert teams for client engagements. Expert identities are only shared with clients after a project is scoped and an NDA is in place. |
| Contract and NDA administration | Executing and managing confidentiality agreements, engagement contracts, and related legal instruments. |
| Project delivery and quality assurance | Managing milestones, reviewing deliverables, and maintaining quality standards throughout engagements. |
| Platform security and integrity | Detecting and preventing abuse, unauthorized access, fraud, or spam. Maintaining server and application security logs. |
| Legal compliance | Meeting obligations under applicable Philippine law, including the Data Privacy Act of 2012 (Republic Act 10173), and other applicable international regulations. |
| Platform improvement | Aggregated, anonymized analytics to understand how the Platform is used and to improve its design and functionality. |
| Communications | Sending relevant updates about your inquiry, engagement status, or, where you have opted in, ChordexBio platform announcements. |
We do not use your data for automated decision-making that produces legal or similarly significant effects without human review.
05 Legal Bases for Processing
Where applicable data protection law (including the Philippine Data Privacy Act of 2012 and, where relevant, the EU General Data Protection Regulation) requires a legal basis for processing, we rely on the following:
- Contractual necessity: Processing necessary to respond to your inquiry, scope an engagement, execute an NDA or service contract, or evaluate your expert application.
- Legitimate interests: Platform security, fraud prevention, aggregate analytics, and managing the expert network — provided these interests are not overridden by your rights.
- Consent: For optional communications such as newsletters or updates where we have specifically requested your consent. You may withdraw consent at any time by contacting us.
- Legal obligation: Where processing is required to comply with applicable law or a lawful order.
06 Confidentiality & Project Data
Project briefs: Treated as confidential from the moment of submission. Content is used solely to scope potential engagements and is not shared with experts or third parties without explicit authorization.
Expert profiles: All expert directory listings on the Platform are anonymized. Full credentials, including names, institutional affiliations, and publication records, are shared only with clients after a project has been formally scoped and a confidentiality agreement is in place.
Sensitive or regulated project data: If your project involves regulated data categories (e.g., personal health information, genomic data, classified research, government data), we will discuss appropriate handling, security measures, and any required additional agreements prior to engagement.
Intellectual property: Any IP, proprietary methods, unpublished data, or trade secrets disclosed as part of a project brief or engagement are handled under the confidentiality provisions of the applicable engagement agreement. This Privacy Notice does not constitute or replace those contractual protections.
07 Disclosure & Sharing
We do not sell, rent, or trade your personal data. We may share it in the following limited circumstances:
7.1 Within ChordexBio
With ChordexBio staff and internal teams involved in scoping, delivery, and administration of your engagement or application. Access is limited to personnel with a need to know.
7.2 Expert network members
Expert credentials (anonymized initially) may be shared with clients only after NDA execution and formal scoping. Client project information may be shared with matched experts only after engagement is contracted and confidentiality obligations are in place.
7.3 Service providers and processors
We may engage third-party service providers for hosting, email delivery, document management, and analytics. These providers act as data processors and are bound by data processing agreements that restrict use to the purposes we specify.
7.4 Legal and compliance
We may disclose your data where required by Philippine law, a court order, or a lawful request from a government authority. Where legally permitted, we will notify you before doing so.
7.5 Business transfers
In the event of a merger, acquisition, or transfer of all or part of ChordexBio's business, personal data may be transferred to the acquiring entity, subject to the same protections as described in this notice.
7.6 With your consent
For any other disclosure not described above, we will seek your explicit consent in advance.
08 International Data Transfers
ChordexBio is registered in the Philippines. The Platform is used by clients and experts globally — including from the Philippines, India, Japan, Singapore, Thailand, China, Taiwan, and other jurisdictions. Personal data submitted through this Platform may be stored and processed in the Philippines or in other countries where our hosting infrastructure or service providers are located.
Where data is transferred outside the Philippines, we implement appropriate safeguards consistent with the Philippine Data Privacy Act of 2012 and the guidelines of the National Privacy Commission, including, where applicable, contractual protections aligned with international standards.
If you are located in the European Economic Area or United Kingdom, note that we process your data on the legal bases described in Section 5, and transfers outside those jurisdictions are made under appropriate transfer mechanisms (e.g., Standard Contractual Clauses where applicable).
09 Data Retention
We retain personal data for as long as necessary for the purposes described in this notice, subject to the following guidelines:
- Inquiries that do not proceed to engagement: Up to 24 months, to allow for follow-up or future projects, then deleted or anonymized.
- Active and completed engagements: For the duration of the engagement plus a minimum of 5 years to satisfy contract, financial, and legal record-keeping obligations.
- Expert applications — unsuccessful: Up to 12 months, to allow re-evaluation for future opportunities, unless you request earlier deletion.
- Expert applications — accepted and active: For the duration of network membership plus 3 years after departure.
- Security and access logs: Up to 12 months.
- Marketing communications consent records: Until consent is withdrawn, plus a reasonable record-keeping period.
At the end of the applicable retention period, data is securely deleted or irreversibly anonymized.
10 Security
We implement technical and organizational measures appropriate to the risk level of the data processed, including access controls, encrypted data transmission (HTTPS/TLS), and restricted internal access based on role and need.
No internet-based transmission or storage system can be guaranteed to be 100% secure. If you believe your interaction with us has been compromised, please contact us immediately at experts@chordexbio.com.
In the event of a personal data breach that is likely to result in risk to your rights and freedoms, we will notify the relevant supervisory authority and, where required, affected individuals in accordance with applicable law.
11 Your Rights
Subject to applicable law and the exceptions provided therein, you may have the following rights with respect to your personal data:
| Right | What it means |
|---|---|
| Access | Request a copy of the personal data we hold about you. |
| Correction / Rectification | Request correction of inaccurate or incomplete data. |
| Erasure / Deletion | Request deletion of your data where we no longer have a lawful basis to retain it. |
| Restriction | Request that we limit how we use your data while a concern is resolved. |
| Data portability | Request your data in a structured, commonly used format where technically feasible. |
| Objection | Object to processing based on our legitimate interests. |
| Withdraw consent | Where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing. |
| Lodge a complaint | File a complaint with the Philippine National Privacy Commission (privacy.gov.ph) or your local supervisory authority. |
To exercise any of these rights, contact us at experts@chordexbio.com. We will respond within 30 days, or within any shorter period required by applicable law. We may ask you to verify your identity before acting on a request.
12 Cookies & Tracking Technologies
This Platform uses the following categories of cookies and similar technologies:
- Strictly necessary cookies: Required for the Platform to function (e.g., session management, security tokens). These cannot be disabled.
- Analytics cookies: Help us understand how the Platform is used in aggregate (e.g., page views, navigation paths). We use anonymized or aggregated data only. You may opt out by adjusting your browser settings.
- Preference cookies: Remember settings or preferences you have selected during your visit.
We do not use advertising or behavioral tracking cookies. You may control cookie behavior through your browser settings. Disabling cookies may affect Platform functionality.
13 Children's Privacy
This Platform is intended for professional and institutional use. We do not knowingly collect personal data from individuals under the age of 18. If you believe we have inadvertently collected data from a minor, please contact us and we will promptly delete it.
14 Changes to This Notice
We may update this Privacy Notice from time to time to reflect changes in our practices, the Platform's functionality, or applicable law. The effective date at the top of this page reflects the most recent revision.
For material changes that significantly affect how we process your data, we will provide prominent notice on the Platform and, where we have your contact details and it is appropriate, direct notification by email.
15 Contact Us
For any questions, concerns, or requests relating to this Privacy Notice or your personal data, please contact:
ChordexBio Research and Analysis
Data Privacy Inquiries
Email: experts@chordexbio.com
Website: chordexbio.com
Registered in the Philippines. For complaints, you may also contact the National Privacy Commission at privacy.gov.ph.