Legal
Effective August 3, 2026
Introduction
This privacy notice for Oncology Out Loud, LLC (“Oncology Out Loud,” “we,” “us,” or “our”) describes how and why we collect, store, use, and share (“process”) your information when you interact with us, including when you:
• Visit our website at oncologyoutloud.com, or any website of ours that links to this privacy notice
• Join our Expert Network or express interest in participating in our programs
• Participate in one of our clinical insights programs as a clinician, expert chair, or observer
• Contact us, schedule a meeting with us, or engage with us in other ways, including sales, marketing, or events
Oncology Out Loud is an independent clinical insights agency focused exclusively on gynecologic oncology. We convene practicing clinicians for unbranded, peer-to-peer discussions and report what we learn to industry partners in de-identified, aggregate form.
Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our services. If you have questions or concerns, contact us at privacy@oncologyoutloud.com.
Summary of Key Points
This summary provides key points from our privacy notice. You can find more detail on any topic by using the table of contents below.
What information do we process? We process the information you provide when you join our Expert Network, contact us, or participate in our programs - primarily your name, professional contact details, institution, specialty, and practice setting. We also automatically collect limited technical information when you visit our website. Learn more
Do we process sensitive information? For clinicians who accept a paid consulting engagement with us, we collect tax and payment information, which may include a Social Security number or other taxpayer identification number and banking details. We collect this only when necessary to contract with you and pay you, and we never use it for marketing. Learn more
How do we handle information from our programs? Our programs are unbranded and run in a semi-blinded format. We do not attribute comments to individual participants, and we take reasonable steps to ensure comments cannot be traced back to a specific participant. Industry partners do not receive participant rosters. Learn more
Do we sell your information? No. We do not sell or share personal information, we do not use it for targeted advertising, and we do not run advertising or advertising trackers on our website. Learn more
Do we receive information from other sources? Yes. Before inviting a clinician to participate in a paid engagement, we verify professional credentials and standing using publicly available databases and registries. Learn more
How do we keep your information safe? We use organizational and technical measures designed to protect your personal information. No system is completely secure, however, so we cannot guarantee that unauthorized parties will never defeat our safeguards. Learn more
What are your rights? Depending on where you live, you may have rights to access, correct, delete, or restrict the use of your personal information, and to opt out of marketing communications at any time. Learn more
How do you exercise your rights? Email us at privacy@oncologyoutloud.com. We will consider and act on any request in accordance with applicable law.
Table of Contents
1. What information do we collect?
2. How do we process your information?
3. What legal bases do we rely on?
4. How we handle information from our programs
5. When and with whom do we share your information?
6. Information we receive from other sources
7. Cookies and other tracking technologies
8. Is your information transferred internationally?
9. How long do we keep your information?
10. How do we keep your information safe?
11. Do we collect information from minors?
12. What are your privacy rights?
13. Controls for do-not-track features
14. United States state privacy rights
15. Do we make updates to this notice?
16. How can you contact us about this notice?
17. How can you review, update, or delete your information?
1. What information do we collect?
Information you provide to us
In Short: We collect the information you give us when you join our Expert Network, contact us, or work with us on a program.
Expert Network. When you complete our Expert Network form to be notified of future consulting opportunities, we collect:
• First and last name
• City and state
• Primary institution
• Preferred contact email address
• Specialty (gynecologic oncology, medical oncology, advanced practice provider, or other)
• Practice setting (university-based or community-based, with or without clinical research responsibilities)
Inquiries and meetings. When you contact us or schedule a meeting through our website, we collect your name, email address, and any information you choose to include in your message, along with scheduling details such as your selected meeting time and time zone.
Program participation. If you participate in one of our programs as a clinician, expert chair, or observer, we collect information necessary to plan and run the program. This may include your professional credentials, years of experience, patient volume, areas of clinical interest, availability, travel and dietary preferences where applicable, and a mobile phone number if you choose to provide one.
Consulting and payment information. If you accept a paid consulting engagement with us, we collect the information required to contract with you and compensate you. This may include your mailing address, taxpayer identification number or Social Security number, IRS Form W-9, and banking or payment details. We collect this information only for contracting, payment, and tax reporting purposes. We never use it for marketing, and we never share it with industry partners.
Program chairs. Our programs are chaired by practicing gynecologic oncology experts. With their agreement, we use a chair’s name, photograph, professional title, and institutional affiliation in program materials, invitations, and related communications. We do not use the name, photograph, or affiliation of any program participant in this way.
Information collected automatically
In Short: Limited technical information is collected when you visit our website.
When you visit our website, we may automatically collect technical information that does not by itself reveal your identity, including your IP address, browser type and settings, operating system, device characteristics, referring URL, approximate geographic location derived from your IP address, and information about how and when you use the site - such as pages viewed and time spent. We use this information to maintain the security and operation of our website and for internal analytics and reporting.
We do not use advertising trackers, retargeting pixels, or third-party advertising cookies on our website.
2. How do we process your information?
In Short: We process your information to run our programs, communicate with you, operate and improve our website, meet our legal obligations, and pay you if you work with us.
We process your personal information for the following purposes:
• To operate our Expert Network. To maintain a network of clinicians interested in participating in our programs, and to identify clinicians whose specialty, practice setting, and experience fit a particular program.
• To communicate with you about our programs. To send program invitations, consulting opportunities, newsletters, de-identified reference materials from programs you participated in, program summaries and results, survey and feedback requests, and similar communications about our work.
• To plan and run our programs. To manage recruitment, scheduling, logistics, execution, and reporting.
• To produce insights reports. To analyze what we learn in our programs and report it to industry partners in de-identified, aggregate form, as described in Section 4.
• To respond to inquiries and manage business relationships. To respond to your questions, schedule meetings, and communicate with current and prospective industry partners.
• To contract with you and pay you. To prepare consulting agreements, process honoraria and expense reimbursements, and meet tax reporting requirements.
• To verify professional credentials and standing. As described in Section 6.
• To operate, secure, and improve our website. To understand how our website is used, diagnose problems, and protect against fraud and misuse.
• To comply with legal obligations. To meet our obligations under applicable law, respond to lawful requests, and establish, exercise, or defend legal claims.
Text messages
We may contact clinicians and industry partners by text message only when we need to reach you urgently about something time-sensitive - for example, if you are running late for a program you agreed to attend, or if we have been unable to reach you by email about a contract awaiting your signature. We use mobile numbers for these operational purposes only. We do not send marketing or promotional text messages, and no mobile information is shared with third parties or affiliates for marketing or promotional purposes.
3. What legal bases do we rely on to process your information?
In Short: We process your personal information only when we have a valid legal reason to do so.
If you are located in the European Economic Area, the United Kingdom, or Switzerland, this section applies to you.
We may rely on the following legal bases:
• Consent. Where you have given us permission to process your information for a specific purpose, such as sending you newsletters or program invitations. You may withdraw your consent at any time.
• Performance of a contract. Where processing is necessary to enter into or perform a contract with you, such as a consulting engagement.
• Legitimate interests. Where processing is reasonably necessary to achieve our legitimate business interests and those interests do not override your rights and freedoms. This includes operating and securing our website, communicating with business contacts at organizations we work with or seek to work with, verifying the professional credentials of clinicians we engage, and analyzing how our programs and website are used so we can improve them.
• Legal obligations. Where processing is necessary to comply with applicable law, including tax and payment reporting requirements, or to exercise or defend legal claims.
You have the right to object to processing based on our legitimate interests. See Section 12.
4. How we handle information from our programs
In Short: Our programs are unbranded and semi-blinded. Industry partners observe but do not receive participant rosters, and we report what we learn in de-identified, aggregate form.
This section describes practices specific to our clinical insights programs. These commitments are central to how we work.
Independence. Program content is led by a practicing gynecologic oncology expert chair and is independent of industry influence. Industry partners may participate as silent observers. They do not select participants, shape content, join the discussion, or influence what is reported.
De-identification. We report what we learn in aggregate, analyzed by stratification factors such as practice setting, region, specialty, years of experience, and patient volume. Where we include a verbatim quote in a report, it is attributed in a blinded manner that describes the speaker’s role and setting rather than their identity - for example, “community-based medical oncologist.” We do not attribute comments to individual participants, and we take reasonable steps to ensure comments cannot be traced back to a specific participant.
Participant rosters. Industry partners do not receive participant rosters. Following a program, we may share a list of the institutions represented, and we will withhold that list where doing so is necessary to protect participant confidentiality.
Recordings and transcripts. We record our programs and produce transcripts solely to support the accuracy of our insights reports. Recordings are deleted once the corresponding transcript has been finalized and quality-checked, and in no event later than 30 days after the program. Transcripts are de-identified and may be retained as source material for our analysis.
Scope of discussion. Our programs concern clinical practice patterns and treatment decision-making. They are not intended to involve individually identifiable patient information, and we do not seek or retain it.
5. When and with whom do we share your information?
In Short: We share information with the service providers who help us operate, and in limited situations described below. We do not sell your information.
We do not sell or share your personal information, and we do not use it for targeted advertising.
We may share your personal information in the following circumstances:
• Service providers. We share information with vendors who perform services on our behalf under contract, including our website host, form and scheduling providers, customer relationship management platform, analytics provider, email and communications platforms, transcription services, payment processors, and professional advisors such as accountants and legal counsel. These providers may process your information only on our instructions and for the purposes we specify.
• Industry partners. We share the de-identified, aggregate findings of our programs as described in Section 4. We do not share participant contact information, credentials, or rosters with industry partners.
• Program chairs and faculty. We share information necessary for a chair to prepare for and lead a program.
• Legal and regulatory. We may disclose information where required by law, in response to a lawful request from a government or regulatory authority, or where necessary to establish, exercise, or defend legal claims, protect our rights, or protect the safety of others.
• Business transfers. We may share or transfer your information in connection with a merger, financing, acquisition, or sale of all or part of our business.
6. Information we receive from other sources
In Short: We verify clinicians’ professional credentials and standing using public databases before engaging them.
Before inviting a clinician to participate in a paid engagement, and periodically thereafter, we verify professional credentials and standing using information from sources other than you. These sources include professional licensing databases, federal and state exclusion and debarment lists, and publicly available professional registries and directories.
We use this information only to confirm eligibility to participate in our programs and to meet obligations we owe to our industry partners. We do not use it for marketing.
7. Cookies and other tracking technologies
In Short: We use a small number of cookies and similar technologies to operate our website. We do not use advertising trackers.
Cookies are small text files placed on your device when you visit a website. We and our service providers may use cookies and similar technologies - such as pixels, tags, and local storage - for the following purposes:
• Strictly necessary. Cookies required for the website to function, including security, load balancing, and remembering your cookie preferences. These cannot be disabled through our website.
• Functional. Cookies that support features such as forms and scheduling tools.
• Analytics. We use privacy-friendly analytics built into Framer, the platform we use to build and host this website, to understand in aggregate how visitors find and use it, so we can improve it. These analytics do not use cookies and do not identify you personally.
We do not use advertising or targeting cookies. We do not permit third parties to use cookies on our website to build advertising profiles or to track you across other websites.
Third-party tools. Some pages on our website use tools provided by other companies - including our form provider and our meeting-scheduling tool - which may set their own cookies when you interact with them. These providers process information under their own privacy notices, and we encourage you to review them.
Your choices. Most browsers accept cookies by default. You can set your browser to refuse cookies or to alert you when cookies are being sent. If you block cookies, some features of our website may not work properly. Where required by law, we ask for your consent before setting non-essential cookies. You may withdraw your consent at any time by adjusting your browser settings, by using any cookie preference controls made available on our website, or by contacting us at privacy@oncologyoutloud.com.
8. Is your information transferred internationally?
In Short: We are based in the United States, and some of our service providers are located elsewhere.
Oncology Out Loud is based in the United States, and our programs are conducted in the United States. Some of the service providers we use to operate our website and collect form submissions are established outside the United States, including in the European Union. As a result, your information may be transferred to, stored in, and processed in countries other than the one in which you reside.
If you are located in the European Economic Area, the United Kingdom, or Switzerland, we take steps to ensure that transfers of your personal information are protected in accordance with applicable law, including through the use of the European Commission’s Standard Contractual Clauses and equivalent UK safeguards where appropriate. Further information about these safeguards is available on request at privacy@oncologyoutloud.com.
9. How long do we keep your information?
In Short: We keep information for as long as it serves the purpose it was collected for, and no longer than the law allows.
We retain personal information as follows:
| Information | Retention |
| --- | --- |
| Program recordings | Until the transcript is finalized and quality-checked, and no later than 30 days after the program |
| Program transcripts | Retained in de-identified form as source material for our analysis |
| Expert Network records | For as long as you remain in the Expert Network. You may ask to be removed at any time. |
| Inquiries and meeting requests | For as long as the business relationship or prospective relationship remains active |
| Consulting, contracting, and payment records | For at least seven years following the engagement, to meet tax, accounting, and audit requirements |
| Website and analytics data | Retained in identifiable form for no more than 24 months |
Where we no longer have a legitimate business or legal need to process your personal information, we will delete or de-identify it. Where deletion is not immediately possible - for example, because the information is held in backup archives - we will securely store it and isolate it from further processing until deletion is possible.
De-identified and aggregate information is not subject to these periods, because it is no longer personal information.
10. How do we keep your information safe?
In Short: We use organizational and technical measures designed to protect your information, but no system is completely secure.
We have implemented appropriate and reasonable technical and organizational security measures designed to protect the personal information we process. However, despite our safeguards, no electronic transmission over the internet or method of information storage can be guaranteed to be completely secure. We cannot promise that unauthorized third parties will never defeat our security measures and improperly collect, access, or modify your information. Transmission of personal information to and from us is at your own risk, and you should only interact with our services in a secure environment.
11. Do we collect information from minors?
In Short: No. Our services are intended for adults.
Our services are directed to healthcare professionals and business contacts and are intended for individuals 18 years of age and older. We do not knowingly collect information from or market to children under 18. If we learn that we have collected personal information from a person under 18, we will delete it promptly. If you believe we may have collected such information, contact us at privacy@oncologyoutloud.com.
12. What are your privacy rights?
In Short: You may ask us to access, correct, or delete your information, and you can opt out of our marketing communications at any time.
Depending on where you live, you may have some or all of the following rights regarding your personal information:
• Access. To confirm whether we process your personal information and obtain a copy of it.
• Correction. To ask us to correct inaccurate or incomplete information.
• Deletion. To ask us to delete your personal information, subject to exceptions permitted by law.
• Portability. To receive a copy of the information you provided to us in a commonly used, machine-readable format.
• Restriction and objection. To ask us to restrict processing, or to object to processing based on our legitimate interests.
• Withdrawal of consent. To withdraw consent at any time where we rely on it. This does not affect the lawfulness of processing carried out before withdrawal.
• Non-discrimination. We will not discriminate against you for exercising any of these rights.
How to exercise your rights. Email us at privacy@oncologyoutloud.com. We may need to ask for information to verify your identity before acting on a request, and we will use that information only for verification. We will respond within the time required by applicable law.
Authorized agents. You may designate an authorized agent to make a request on your behalf. We may deny a request from an agent who does not provide proof of valid authorization.
Opting out of marketing. You can unsubscribe from our marketing and program communications at any time by clicking the unsubscribe link in any such email or by emailing privacy@oncologyoutloud.com. We may still contact you for non-marketing purposes - for example, about a program you have agreed to attend, a contract in progress, or a payment owed to you.
If you are in the EEA, UK, or Switzerland, you also have the right to lodge a complaint with your local data protection supervisory authority.
13. Controls for do-not-track features
Most web browsers and some mobile operating systems include a Do-Not-Track (“DNT”) feature you can activate to signal your preference not to have your online browsing activity monitored. No uniform standard for recognizing and implementing DNT signals has been finalized. As a result, we do not currently respond to DNT browser signals. If a standard is adopted that we are required to follow, we will update this notice.
14. United States state privacy rights
In Short: Residents of states with comprehensive privacy laws have specific rights, which we honor.
A number of US states have enacted comprehensive consumer privacy laws granting residents rights over their personal information. These laws generally apply to businesses that meet certain revenue or data-volume thresholds. To the extent these laws apply to us, and regardless of whether they do, we honor the rights described in Section 12 for residents of any US state.
Categories of personal information we collect. In the past twelve months, we have collected the following categories of personal information:
| Category | Examples | Collected |
| --- | --- | --- |
| Identifiers | Name, email address, mailing address, phone number, IP address | Yes |
| Personal information under the California Customer Records statute | Name, contact information, education, employment, financial information | Yes |
| Protected classification characteristics | Race, religion, age, gender | No |
| Commercial information | Transaction and payment records for consulting engagements | Yes |
| Biometric information | Fingerprints, voiceprints | No |
| Internet or network activity | Browsing behavior on our website | Yes |
| Geolocation data | Approximate location derived from IP address; city and state you provide | Yes |
| Audio, electronic, visual, or similar information | Program recordings and transcripts | Yes |
| Professional or employment-related information | Specialty, institution, practice setting, credentials, years of experience | Yes |
| Education information | Student records and directory information | No |
| Inferences | Inferences drawn from the above to determine program fit | Yes |
| Sensitive personal information | Social Security number or taxpayer identification number, financial account information | Yes |
Sensitive personal information. We collect Social Security or taxpayer identification numbers and financial account information only from clinicians who accept a paid consulting engagement, and we use this information solely to contract with you, pay you, and meet tax reporting obligations. We do not use or disclose sensitive personal information for the purpose of inferring characteristics about you, and we do not use it for marketing.
Sale and sharing. We have not sold or shared personal information for a business or commercial purpose in the preceding twelve months, and we do not use personal information for targeted advertising or profiling that produces legal or similarly significant effects. We do not have actual knowledge that we sell or share the personal information of consumers under 16 years of age.
Right to appeal. If we decline to act on your request and you wish to appeal, email us at privacy@oncologyoutloud.com. We will inform you in writing of any action taken or not taken in response to the appeal, together with the reasons, within the time required by applicable law.
California “Shine the Light.” California Civil Code Section 1798.83 permits California residents to request, once a year and free of charge, information about categories of personal information we disclosed to third parties for their direct marketing purposes. We do not disclose personal information to third parties for their direct marketing purposes. To make such a request, email privacy@oncologyoutloud.com.
15. Do we make updates to this notice?
In Short: Yes, we will update this notice as needed to stay accurate and compliant.
We may update this privacy notice from time to time. The updated version will be indicated by a revised effective date and will be effective as soon as it is posted. If we make material changes, we may notify you by prominently posting a notice or by contacting you directly. We encourage you to review this notice periodically.
16. How can you contact us about this notice?
If you have questions or comments about this notice, or wish to exercise any of your rights, email us at privacy@oncologyoutloud.com.
Oncology Out Loud, LLC
A Wyoming limited liability company
oncologyoutloud.com
17. How can you review, update, or delete your information?
You may request access to the personal information we hold about you, ask us to correct it, or ask us to delete it. To make a request, email privacy@oncologyoutloud.com.