- Subcontracting Administration System

Subcontracting Administration System (ScAS)
Welcome
This site is to be used by any GSK R&D contracted Third Party that intends to subcontract any of their study related clinical obligations to a subcontractor..

Subcontracting is defined as:

Any study related duty or function that is subcontracted to another party by GSK’s contracted Third Party.

NOTE: Wholly-owned affiliates of a Third party contracted by GSK are NOT considered subcontractors IF the affiliate works to the same set of SOPs and processes as the contracted Third Party.

Please read all instructions below before submitting a request.
Please complete ALL of the required fields in the form using Latin characters. If an incomplete request is submitted it may be discarded with no explanation.
Hover over the help icon to view entry guidance for each field.

Information you will need to complete the request. Please ensure you have all this information before you begin the request as you will not be able to save partly completed forms:

Contact information (email address) for all interested parties within your own company (Third Party) and your GSK contacts.
The subcontractors full legal company name and postal address where the work to support the GSK activities will be performed.
The GSK business unit (Pharmaceuticals, Vaccines, ViiV Healthcare, Global Health) that has contracted the work.
The GSK study or project number that the work will support.
The GSK purchase order number that covers the work being subcontracted.
The activity being subcontracted.
The expected end date for the subcontracted activities. (This is generally the expected end date of the study or project.)

You will also be asked to confirm the following, please ensure you are able to make these commitments on behalf of your company. Note: if you are unsure of any of these statements, please contact your Third Party selection/procurement department before proceeding.

The subcontractor has been qualified and approved for the identified scope of work according to your organization’s Third Party selection and management process, along with the date of the last qualification.
You will perform oversight of the subcontractors’ activities throughout the lifecycle of the engagement, and escalate identified issues to GSK, to ensure satisfactory performance of the subcontractor.
That all subcontractor engagement documentation (e.g., Third Party qualification, and ongoing oversight) will be archived and will be available for review / audit by GSK upon request.

Please note that GSK may request additional evidence about the Third Party review and selection activities taken (e.g. the Third Party qualification report or other assessment documentation used during the Third Party review and selection process).
Once you have submitted the request, you will receive a confirmation email.

If for any reason the submitted information is incomplete, lacking information or needs to be updated, the GSK study team will contact you for corrections/updates using the email address listed below. If you are unsure if you should use tis ScAS tool, or if you have any questions, please send an email to this address:

WW.Subcontracting-Administration@gsk.com

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GSK makes no representation that material in the site is available for use outside of the territory of the intended audience.

Last updated 15 November 2020
Your trust is important to us.
We want to make sure you understand what personal information we may collect about you when you interact with this site, how we use your personal information, and how we keep it safe.
This Privacy Notice explains:

We may change this Privacy Notice from time to time.
We encourage you to review this Privacy Notice periodically.
If you have any questions, please get in touch via one of the methods set out in the Contact us section below.

What personal information do we collect?
The personal information we collect when you interact with us via this website includes:
Information you provide us with, such as

your name and contact information;
the names and email addresses of all additional contacts entered into the form;
email communications sent to GSK;technical information, for instance through the use of cookies, such as
activity data, such as when you completed a form on this website.

Personal information we collect when we monitor other websites may include your public personal information, for example when we monitor digital conversations on public platforms to understand what people are saying about us or the pharmaceutical industry more generally. We may combine information that we have about you from various sources.

How do we use your personal information?
We may use your personal information to contact and interact with you, including to:

respond to your requests;

Operate our business, including to:

comply with demands or requests made by regulators, governments, courts and law enforcement authorities; and
investigate and take action against illegal or harmful behaviour of users.

Improve our day-to-day operations, including:

for internal purposes such as auditing, data analysis and research to help us deliver and improve our GSK digital platforms, content and services;
to monitor and analyse trends;
to improve our services and our communications to you; and
(where applicable) to ensure we have up-to-date contact information for you.

On what basis do we use your personal information?
Data privacy law sets out a number of different reasons on which a company may rely to collect and use your personal information.
We use your personal information for the following reasons:

For legitimate business purposes: use your personal information to make our communications with you more relevant, and to make your experience of our products and services efficient and effective. It also helps us to operate and improve our business and minimise any disruption to the services that we may offer to you.
To perform a contract to which you are a party: we may need to process your personal information to provide a product or service you request.
To comply with our legal obligations and other demands for information: It is important to us that we are able to comply with laws, regulations and guidance, as well as the other requests or demands for data as set out here. They affect the way in which we run our business and help us to make our products and services as safe as we can.
You have given your consent: At times we may need to get your consent to allow us to use your personal information for one or more of the purposes set out above. See the “Your rights regarding your personal information” section for information about the rights that you have if we process your information on the basis of your consent.

How long will we keep your personal information?
We will always keep your personal information for the period required by law and where we need to do so in connection with legal action or an investigation involving GSK. Otherwise, we keep your personal information:

as long as needed to provide you with access to services you have requested;
where you have contacted us with a question or request, for as long as necessary to allow us to respond your question or request.

We sometimes share your personal information with others and transfer it internationally
We may share your personal information with:

members of the GSK group of companies; and
the following trusted third parties:
our agents and suppliers, including those who provide us with technology services such as data analytics, hosting and technical support;
our professional advisors, auditors and business partners;
regulators, governments and law enforcement authorities; and
other third parties in connection with re-organising all or any part of our business.

Your personal information may be processed by GSK, its affiliated companies and GSK’s trusted third party suppliers outside of your home country. Data privacy laws in the countries to which your personal information is transferred may not be equivalent to, or as protective as, the laws in your home country.We will implement appropriate measures to ensure that your personal information remains protected and secure when it is transferred outside of your home country, in accordance with applicable data protection and privacy laws. These measures include data transfer agreements implementing standard data protection clauses, or GSK’s Binding Corporate Rules. You can find more information about data transfer agreements here, and more information about GSK’s Binding Corporate Rules.

Protecting your personal information
We use a variety of security measures and technologies to help protect your personal information from unauthorised access, use, disclosure, alteration or destruction in line with applicable data protection and privacy laws. For example, when we share your personal information with external suppliers, we may put in place a written agreement which commits the suppliers to keep your information confidential, and to put in place appropriate security measures to keep your information secure.
The transmission to us of information via the internet or a mobile phone network connection may not be completely secure and any transmission is at your own risk.

Your rights regarding your personal information
Data privacy laws provide you with a number of rights over your personal information.
You may be entitled to:

ask GSK for access to the personal information GSK holds about you;
request the correction and/or deletion of your personal information;
request the restriction of the processing of your personal information, or object to that processing;
withdraw your consent to the processing of your personal information (where GSK is processing your personal information based on your consent);
request for the receipt or the transfer to another organisation, in a machine-readable form, of the personal information that you have provided to GSK; and
complain to your local data protection authority if your privacy rights are violated, or if you have suffered as a result of unlawful processing of your personal information.

If you would like to exercise your rights, please let us know by getting in touch with us as set out in the Contact us section below.

What if you do not want to provide us with your personal information?
Where you are given the option to share your personal information with us, you can always choose not to do so.
If you object to the processing of your personal information, or if you have provided your consent to processing and you later choose to withdraw it, we will respect that choice in accordance with our legal obligations. This could mean that we may not be able to perform the actions necessary to achieve the purposes as set out in the section “How do we use your personal information?” above or that you are unable to make use of the services and products offered by us.

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Contact us
If you have questions or requests regarding this Privacy Notice, or if you would like to exercise your rights, please contact your local GSK company using the contact information below.
United Kingdom:
To contact GSK in the United Kingdom, call 0808-234-6680.
United States:
To contact GSK in the United States, call 1-866-475-3844

Subcontracting Administration System (ScAS)