Legal Terms and Conditions

Purpose of processing

Lawfulness of processing

Data Controller

Legal Terms and Conditions of the “Oncology Clinical Trial Ideas Contest” by MEDSIR

1. Purpose

1.1. These terms and conditions govern the Oncology Clinical Trial Ideas Contest (the “Contest”), organized by MEDICA SCIENTIA INNOVATION RESEARCH, S.L. (hereinafter, “MEDSIR”), with the purpose of identifying innovative oncology clinical trial ideas that may be suitable for potential collaborative development.
1.2. Participation in the Contest is free of charge and does not require participants to make any payment or purchase any product or service from MEDSIR.
1.3. The prize will consist of a grant to cover travel, accommodation and, where applicable, registration costs for attendance at MEDSIR Clinical Trial Ideas Contest, under the terms set out in clause 8.

2. Organizing entity

The organizing entity is MEDICA SCIENTIA INNOVATION RESEARCH, S.L. (“MEDSIR”), with registered office at Pere IV 128, 3rd floor and tax identification number B65778946, and contact email info@medsir.org .

3. Territorial scope and duration

3.1. The Contest will have a European economic area, United Kingdom and Ireland scope, without prejudice to any restrictions arising from national law or codes of conduct applicable to certain professional profiles, including healthcare professionals.
3.2. The submission period will begin on 23/06/2026 and end on 20/08/2026. Proposals received after the deadline will not be accepted.

4. Eligibility requirements

4.1. Individuals over 18 years of age with a professional or academic connection to clinical research, oncology, biomedicine or related fields (including investigators, physicians, research staff and statisticians) may participate, provided they comply with these terms and conditions.
4.2. Participation may be subject to prior authorization from, or notification to, the participant’s employer or affiliated institution where required under internal rules on conflict of interest, transparency or professional compatibility.
4.3. Employees of MEDSIR, members of the judging panel, and any persons directly involved in organizing the Contest, as well as their immediate family members up to the second degree, may not participate.
4.4. MEDSIR reserves the right to exclude any participant who does not meet the eligibility requirements or who breaches these terms and conditions.

5. Contest mechanics

5.1. Participation shall be made exclusively through the form available on the website www.medsir.org. Participants must complete all mandatory fields and submit the required information regarding their clinical trial idea.
5.2. Proposals must be submitted in the form of a high-level idea or synopsis and should, for guidance purposes, include:
• Therapeutic area and oncology indication.
• Main objective of the trial.
• Target population and general inclusion/exclusion criteria.
• Overall study design (for example, phase, comparator and primary endpoints).
• Brief scientific rationale.
5.3. Each participant may submit proposals, each of which must be original and independent.
5.4. Participants shall be solely responsible for the content of their proposals. It is expressly prohibited to include personal data relating to patients or other third parties, as well as information subject to confidentiality obligations owed to third parties, including sponsors, institutions or companies.
5.5. Submission of a proposal does not create any entitlement for the participant to have the clinical trial developed by MEDSIR or to enter into any further agreement with MEDSIR.

6. Nature of the information and confidentiality

6.1. Information submitted by participants shall be deemed non-confidential for the purposes of the Contest. Participants should not include any information they consider secret or confidential.
6.2. If MEDSIR is interested in further exploring the development of a particular proposal, the parties may negotiate and execute a separate agreement (for example, a confidentiality agreement, collaboration agreement, or assignment/license agreement), which will govern the level of detail of any additional information to be shared and the intellectual and industrial property regime applicable to subsequent stages.

7. Evaluation criteria and judging panel

7.1. Proposals will be assessed by a judging panel appointed by MEDSIR and composed of professionals with experience in clinical research, oncology, trial design and/or regulatory matters.
7.2. Evaluation criteria will include, among others:
• Scientific quality and robustness of the idea.
• Originality and innovation.
• Clinical and regulatory feasibility.
• Potential impact on patients and clinical practice.
• Alignment with MEDSIR’s areas of interest.
7.3. The judging panel will select the winning proposal. The panel’s decision shall be final and binding, and the Contest may be declared void if the proposals do not meet a minimum quality threshold.
7.4. MEDSIR will notify the winner directly using the email address provided by the participant and may subsequently publish the winner’s name, surname, affiliation and proposal title on its website and corporate channels, in accordance with clause 11.

8. Prize: travel grant

8.1. The prize will consist of a grant covering, within the limits specified below:
• Round-trip transportation from the winner’s country of residence to the Event venue.
• Hotel accommodation in a 4-star hotel for 1 night.
• Event registration fee, where applicable.
8.2. The grant will have a maximum total value of EUR 500. Any expenses not expressly included, such as meals, supplementary insurance, visas or personal expenses, shall be borne by the winner.
8.3. The prize is personal and non-transferable unless MEDSIR expressly authorizes otherwise in writing.
8.4. 8.5. The prize may be subject to tax obligations for the winner under applicable law. The winner shall be responsible for such obligations, without prejudice to any withholding or reporting obligations that may apply to MEDSIR.

9. Participation of healthcare professionals

9.1. MEDSIR organizes, funds and promotes the Contest and the related travel grant using its own resources. MEDSIR is not a member of any pharmaceutical or medical device industry association and is not formally bound by any related code of conduct.
9.2. Participation in the Contest and, where applicable, acceptance of the prize shall be subject to compliance with the applicable laws, including those regulating transparency of transfers of value to Healthcare Professionals.
9.3. The Healthcare Professional represents and warrants that:
• It is the sole responsibility of the Healthcare Professional to comply with any rules applicable to transparency, conflicts of interest, or receipt of grants or in-kind benefits of their employer.
• They have reviewed and comply with said rules.
• Submission of the proposal and, where applicable, acceptance of the prize do not breach such rules or applicable law.
• They will inform their institution, ethics committee or competent authority, where required, of their participation in the Contest and, where applicable, of the award of the prize.
9.4. Regardless of the above, MEDSIR may, where necessary to ensure compliance with applicable transparency laws:
• notify the Healthcare Professional’s institution of the award of the prize and/or request evidence of any required internal approvals or notifications.
• Publish and/or disclose information relating to it, including the Healthcare Professional’s name, institution and the nature of the benefit, where required by applicable law.
9.5. MEDSIR may exclude a participant from the Contest or revoke the prize if it becomes aware that the Healthcare Professional has failed to comply with the internal rules of their institution, applicable law or transparency and healthcare professional interaction rules, or refuses to provide information reasonably required to verify such compliance.
Before definitively revoking or withholding the prize, MEDSIR may request that the Healthcare Professional, within a reasonable period, provide documentation or information necessary to evidence compliance.
9.6. MEDSIR may withhold the prize if granting it to the winner entails a breach of the law.
9.7. Participation by Healthcare Professionals in the Contest does not imply that the content of the proposals has been reviewed, approved or endorsed by health authorities, scientific societies, ethics committees or similar bodies. Any subsequent development of a clinical trial derived from the proposals shall remain subject to the ethical and regulatory approvals required by law.

10. Intellectual and industrial property

10.1. Participation in the Contest does not entail the automatic transfer to MEDSIR of any intellectual or industrial property rights that may subsist in the participant’s proposal. The participant shall retain ownership of the idea, without prejudice to the licenses set out below.
10.2. The participant represents and warrants that:
• They own the rights in the proposal or have obtained all necessary authorizations to submit it to the Contest.
• The proposal is original and does not infringe any intellectual property rights, industrial property rights, trade secrets or any other rights of third parties.
• The proposal does not breach any confidentiality obligations owed to third parties.
10.3. By participating in the Contest, the participant grants MEDSIR a non-exclusive, worldwide, royalty-free and temporary license, for a period of 2 years from the close of the Contest, to use the information contained in the proposal solely for the purpose of:
• Assessing its scientific, technical and regulatory viability.
• Analyzing its potential fit within MEDSIR’s research lines and areas of interest.
• Holding discussions, where appropriate, with the participant and/or their institution regarding possible collaboration or joint development.
10.4. Any subsequent development of the clinical trial or of projects related to the winning or finalist proposals shall be governed by the specific agreements that may be entered into by MEDSIR, the participant and/or the participant’s affiliated institution, including co-development agreements, study sponsorship agreements, and assignment or license agreements.
10.5. Participation in the Contest does not grant participants any rights in MEDSIR’s trademarks, trade names, distinctive signs or website content.

11. Contest publicity and use of name and image

11.1. MEDSIR may promote the Contest and its results through its website, social media channels, newsletters and other corporate communication channels.
11.2. If selected as winner, the participant authorizes MEDSIR, on a worldwide basis, without additional compensation and for the maximum period permitted under applicable law, to reproduce and communicate publicly their name, surname, institutional affiliation, country and the title of the proposal for information and promotional purposes relating to the Contest and future editions, in accordance with the Contest Privacy Policy.
11.3. Where the winner is a Healthcare Professional, the use of their name, affiliation and, where applicable, image in public communications relating to the Contest shall be carried out in compliance with applicable transparency requirements and the restrictions established by the applicable codes of conduct and the policies of the winner’s institution. MEDSIR may adapt the manner in which such information is published to ensure compliance.
11.4. Where required by applicable data protection law, MEDSIR will obtain the winner’s specific consent for the use of their image, for example in photographs or videos taken during the Event, for corporate communication purposes.

12. Limitation of liability

12.1. MEDSIR shall not be liable for entries that are not received, are incomplete, illegible, defective or cannot be processed due to technical issues of any kind, including software, hardware or communications failures.
12.2. MEDSIR shall not be liable for any improper, negligent or unlawful use that participants may make of their proposals or for any infringement of third-party rights arising therefrom. Participants shall remain solely liable in relation to any such claims.
12.3. If the Event is cancelled, modified or postponed by its organizers, or due to force majeure, MEDSIR shall not be liable to the winner, although it will seek to offer a reasonable alternative, such as attendance at another event of similar characteristics or rescheduling of the trip, without any entitlement to additional compensation.

13. Amendment and cancellation of the Contest

13.1. MEDSIR reserves the right to amend these terms and conditions at any time, provided that the essence of the Contest is not altered and participants are not unfairly prejudiced. Any amendment will be duly communicated through www.medsir.org and, where appropriate, by email to registered participants.
13.2. MEDSIR may also cancel or suspend the Contest in the event of force majeure, fraud, manipulation, non-payment of the Event by third parties, or any circumstance preventing its proper implementation, without participants being entitled to compensation.

14. Acceptance of the terms and conditions

14.1. Participation in the Contest implies full and unconditional acceptance of these terms and conditions and of the Contest Privacy Policy.
14.2. Any refusal to accept all or part of these terms and conditions shall result in the immediate exclusion of the participant, and MEDSIR shall be released from any obligation owed to such participant.

15. Governing law and jurisdiction

15.1. These terms and conditions shall be governed by Spanish law.
15.2. Unless mandatory law provides otherwise, the parties submit, with express waiver of any other jurisdiction that may otherwise apply, to the courts of Barcelona for the resolution of any dispute arising out of or in connection with the Contest.

1. Data controller

The controller of participants’ personal data is MEDICA SCIENTIA INNOVATION RESEARCH, S.L. (hereinafter, “MEDSIR”), with registered office at Pere IV 128, 3rd floor and tax identification number B65778946, and contact email dpo@medsir.org.

2. Purposes of the processing

2.1. Personal data will be processed for the following main purposes:
• Managing participation in the Oncology Clinical Trial Ideas Contest, including receipt and evaluation of proposals, communications with participants, and management of the award and use of the prize where applicable.
• Complying with legal obligations applicable to MEDSIR, including tax and accounting obligations arising from the award of the prize and, where applicable, transparency obligations in relation to healthcare professionals.
• Assessing, at a later stage, the possibility of exploring collaborations in projects for clinical studies.
2.2. Additionally, and only where the participant gives consent by ticking the relevant box, personal data may be processed in order to:
• Send informational and marketing communications relating to scientific activities, clinical trials, publications, events and services of MEDSIR.
• Publish, for information and Contest dissemination purposes, the winner’s name and surname, institutional affiliation, country and proposal title on MEDSIR’s website, social media and other corporate channels, and use the winner’s image in photographs or videos taken in connection with the Event, in accordance with the Contest terms and conditions.

3. Categories and source of personal data

3.1. The categories of personal data processed will generally be those provided by the participant through the website form or in subsequent communications, including:
• Identification data: name and surname.
• Professional data: institutional affiliation, title/role, country, specialty or area of work.
• Contact details: professional email address and, where applicable, contact telephone number.
• Information relating to the submitted proposal: title, summary and high-level content of the clinical trial idea, excluding patient personal data and confidential third-party information.
3.2. Participants undertake that all personal data provided are truthful, accurate, complete and kept up to date.
3.3. Participants must not include personal data of patients or other third parties in their proposals. If such data are identified, MEDSIR may delete them and/or exclude the proposal from the Contest.

4. Legal basis for processing

4.1. The legal bases for processing personal data are as follows:
• Performance of the legal relationship arising from participation in the Contest, pursuant to Article 6(1)(b) GDPR, for the purposes described in section 2.1.
• Compliance with legal obligations applicable to MEDSIR, pursuant to Article 6(1)(c) GDPR, in particular tax, accounting and, where applicable, transparency obligations vis-à-vis healthcare professionals and their institutions.
• MEDSIR’s legitimate interests, pursuant to Article 6(1)(f) GDPR, in assessing, after the Contest, the possibility of exploring collaborations with the participants of the Contest in potential projects for clinical studies, based on their professional profile and the high-level information contained in their proposals.
• The participant’s consent, pursuant to Article 6(1)(a) GDPR, for the additional purposes described in section 2.2, namely marketing communications and use of identification data and, where applicable, image for dissemination purposes.
4.2. Participants withdrawing their consent would only prevent MEDSIR from processing personal data based on consent and only after withdrawal.

5. Data retention period

5.1. Personal data will be retained for as long as necessary to manage the Contest, assess proposals, communicate the outcome and, where applicable, manage the award and use of the prize, as well as for the periods required to address any claims related to the Contest.
5.2. Once those periods have elapsed, the data will remain duly blocked for the applicable statutory limitation periods relating to civil, commercial, tax and data protection liabilities, after which they will be deleted or anonymized.
5.3. Where MEDSIR relies on its legitimate interests to assess the possibility of exploring collaborations in potential projects for clinical studies with the Contest participants, professional contact details and high level information about the proposals will not be retained for longer than justified by the opening of specific discussions with a participant or by the execution of a separate agreement (for example, a confidentiality agreement), in which case the retention periods provided for in such agreement will apply.
5.4. Where the participant has consented to receive informational and marketing communications, their data will be retained until such consent is withdrawn.

6. Recipients and international transfers

6.1. As a general rule, personal data will not be disclosed to third parties except:
• To public administrations, authorities, professional bodies and courts where required by applicable law or necessary to respond to claims or official requests.
• To service providers strictly necessary for prize management, such as travel agencies, hotels or Event organizers, to the extent they need access to the participant’s data for booking transportation, accommodation or registration.
6.2. Where participants are Healthcare Professionals, certain data relating to the award of the prize may be disclosed to their institution, sector associations or entities responsible for transparency registers where required by applicable law or by sectoral codes that are binding on the recipient or its institution. Where MEDSIR is not directly subject to a legal obligation to make a named disclosure and transparency requirements arise primarily from internal rules or codes applicable to the participant or their institution, MEDSIR will, as required by the participant or their institution, channel the information through the institution so that it can comply with its own transparency obligations.
6.3. Some of the above recipients may be located outside the European Economic Area. In such cases, MEDSIR will implement appropriate safeguards in accordance with Articles 44 et seq. GDPR, including, where appropriate, the European Commission’s standard contractual clauses.

7. Security measures

7.1. MEDSIR will implement appropriate technical and organizational measures to ensure a level of security appropriate to the risk, including access controls, secure connections and safeguards against unauthorized access, loss, destruction or alteration of information.
7.2. Access to participants’ data will be limited to personnel and collaborators who need to know such data for the purposes described in this policy and who are subject to confidentiality obligations.

8. Rights of participants

8.1. Participants may exercise at any time, in accordance with applicable law, the following rights:
• Right of access.
• Right to rectification.
• Right to erasure.
• Right to object.
• Right to restriction of processing.
• Right to data portability.
8.2. In addition, where the legal basis for processing is consent, participants have the right to withdraw such consent at any time. Where the legal basis for processing is MEDSIR’s legitimate interests, participants have the right to object at any time, in which case MEDSIR would only keep processing their personal data if overriding legitimate interests or other legal basis concur.
8.3. Rights may be exercised by sending a written communication dpo@medsir.org or to the postal address indicated in section 1, stating “Contest Participation – Data Protection” and providing proof of identity.
8.4. If a participant considers that the processing of their personal data infringes applicable law, they may lodge a complaint with the competent supervisory authority. In Spain, the competent supervisory authority is the Spanish Data Protection Agency (www.aepd.es).

9. Mandatory nature of the data

9.1. Data marked as mandatory in the participation forms are necessary in order to manage participation in the Contest.
9.2. Failure to provide such data, or providing incomplete or inaccurate data, may prevent participation from being processed or, where applicable, the prize from being managed.

10. Updates to the Privacy Policy

10.1. MEDSIR may update this Privacy Policy where necessary to adapt it to changes in law, case law, industry practice or the legitimate interests of the company.
10.2. The current version will be available at all times on the Contest website, together with the date of the latest update.