1. Introduction

We thank you for visiting Biosample Hub. We think you will find our site easy to use and a valuable and incisive resource but we always strive to make improvements where possible. We are good listeners and positively welcome any feedback or comments that you may wish to share with us – do let us know what you think by leaving a message on our Contact Us page. If you are unclear about any of these terms please let us know and we will do our best to clarify matters.

2. Our Philosophy

Our philosophy is very simple. We believe that free communication between the requester and provider of biosamples is vital for a variety of practical, ethical and scientific reasons. Foremost amongst these is the need for biosample traceability which ensures that providers can fulfil their responsibilities as custodians and are aware of the eventual destination samples and the purpose for which they will be used. We also believe that human tissue should be acquired and supplied through non-commercial procedures and for this reason, Biosample Hub has been established as a not-for-profit company and offering full financial transparency to users.

3. Site Operation

This site is operated by Biosample Hub (“Biosample Hub”, “we”, “our” or “us”). Biosample Hub is registered in England and Wales under company number 12514786 and its registered office is at The Old School, The Quay, Carmarthen, Carmarthenshire, SA31 3LN. We are a private ‘not for profit’ company, limited by guarantee, without share capital. We have exemption from use of ‘Limited’ in our title.

4. Acceptance of Terms & Conditions

These general Terms and Conditions (“Terms”) are an agreement (“Agreement”) between you and us and covers your use of our site including use of its information, data and services provided and made available through Biosample Hub’s website (the “Website”, “site”). By using the Website, you agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms and Conditions, you must not use our site. You also confirm your acceptance and choices in our Cookie Policy.

Can we draw your attention to the indemnity that you provide under “Disclaimer & Liability” below as consequence of your use or alleged misconduct in your use of the Website.

5. Changes to Terms & Conditions

Biosample Hub reserves the right to amend these Terms and Conditions from time to time. Where we make changes that materially affect your rights or obligations, we will notify you by email at least 30 days before the changes take effect. For minor or administrative changes (such as correcting typographical errors or updating contact details), we may update the Terms without prior notice. The current version of the Terms, including the version number and date, is always available on our Website. Your continued use of the Website after any changes take effect is confirmation by you of your acceptance of the amended Terms and your agreement to comply with them.

6. Disclaimer & Liability

6.1 Third-Party Opinions

Biosample Hub does not endorse or adopt the views and opinions expressed by any group or individual on this site, unless we explicitly say otherwise. Subject to applicable law, contributors are free to share their own opinions, which may differ from those of Biosample Hub.

6.2 Directory Listings (Biobanks and Companies)

Biosample Hub does not endorse or recommend any biobank or company listed in our directory. These listings are provided for informational purposes only, and we make no representations or guarantees about the quality, reliability, or suitability of any listed biobank or company or their products and services. Information about biobanks and companies is based on data provided by those organizations or on publicly available information, and we do not independently verify its accuracy.

Users are solely responsible for verifying the information provided and determining whether a listed biobank or company meets their needs. We strongly encourage you to conduct independent research and exercise due diligence before engaging with any biobank or company from our directory. Biosample Hub will not be liable for any issues or disputes that arise from interactions between users and any listed biobank or company.

6.3 Website Content and Accuracy

All content on this Website is provided for general informational purposes only. While we strive to keep information up to date, we do not guarantee that any content is free of errors or omissions, or that it is accurate, complete, or current. You should not rely on the content on this site as the sole basis for making decisions or taking action, and any decisions you make based on the information are AT YOUR OWN RISK. The Website and its content are provided “as is” and “as available,” without any warranty (express or implied). We reserve the right to modify, update, or remove content on the site at any time without notice, and we are not responsible for any consequences if the Website (or any part of it) is changed, temporarily unavailable, or discontinued.

6.4 Limitation of Liability

To the maximum extent permitted by law, Biosample Hub will not be liable to you for any loss or damage arising from your use of the Website or your reliance on any content. This exclusion of liability applies regardless of the cause of the loss or damage. It includes, WITHOUT LIMITATION, any indirect or consequential loss or damage, as well as any loss of profits, business, revenue, anticipated savings, business opportunity, goodwill, or reputation, or any business interruption.

6.5 Indemnification

You agree to indemnify, defend, and hold harmless Biosample Hub and its officers, employees, and agents from any and all losses, liabilities, claims, damages, expenses, or costs (including reasonable legal fees) that are asserted by any third party and arise out of your wilful misconduct or gross negligence in your use of the Website. This means you will compensate and defend Biosample Hub and its personnel if any third-party claim is brought against us due to your deliberate or seriously careless actions in your use of the site.

7. No Guarantee of Sample Availability

While we strive to provide a comprehensive platform for connecting requesters and providers of biosamples, we cannot guarantee that users will find the specific samples they are searching for through our services. Availability of biosamples is dependent on various factors beyond our control, including the participation of providers and the current inventory of samples. Therefore, Biosample Hub makes no warranties or representations, express or implied, regarding the availability, quantity, or suitability of biosamples listed on our platform.

8. Automated Matching Service (MatchEngine)

Biosample Hub offers MatchEngine, an automated matching service that helps connect sample requests with biobanks. By using this service, you acknowledge and agree to the following terms:

8.1 Algorithmic Matching

MatchEngine uses rule-based algorithms to score and rank potential matches between sample requests and biobanks. These scores are calculated using defined criteria including disease category alignment, sample type availability, and biobank responsiveness. Match scores are provided for informational purposes only and do not constitute endorsements or recommendations of any biobank.

8.2 Data Sources and Accuracy

Match scores are based on data provided by users and biobanks, which we do not independently verify. You are solely responsible for evaluating the suitability of any biobank and conducting your own due diligence before entering into any arrangement.

8.3 Automated Communications

When you use MatchEngine to contact biobanks, emails are sent on your behalf through our platform. You are responsible for the accuracy of information contained in your requests and for any commitments or representations made in subsequent communications with biobanks.

8.4 Portal Access and Security

Access to your MatchEngine portal is provided via a unique, secure link containing an access token. You are responsible for:

• Keeping your portal access link confidential
• Not sharing your access link or token with unauthorised persons
• Notifying us immediately if you believe your access has been compromised
• Ensuring that only authorised personnel within your organisation use your portal access

Access tokens expire after a set period for security purposes. If your token expires, please contact us to request a new access link.

8.5 Subscription Requirement

Access to MatchEngine features, including the biobank directory, your request dashboard, messaging, and match results, requires an active subscription. If your subscription lapses, access to these features will be paused until your subscription is renewed. For full details of subscription terms, please refer to Section 15 below.

8.6 Video Calls

Video calls arranged in connection with Biosample Hub’s services are not recorded by default. No party may record such a call without prior written agreement from all participants.

9. AI-Powered Expert Assistant

Biosample Hub offers an Expert Assistant feature that uses artificial intelligence to provide guidance on topics such as Material Transfer Agreements, shipping logistics, and regulations. By using this feature, you acknowledge and agree to the following terms:

9.1 Nature of AI-Generated Content

The Expert Assistant uses artificial intelligence to generate responses to your questions. This guidance:

• Is generated by artificial intelligence based on a knowledge base
• Is for general informational purposes only
• Does not constitute legal, regulatory, medical, or professional advice
• May contain errors, omissions, or outdated information
• Should be independently verified with qualified professionals before acting upon

9.2 Professional Advice

You should always consult with your legal, compliance, regulatory, or other professional advisors before making decisions based on information provided by the Expert Assistant. Biosample Hub accepts no liability for actions taken based on AI-generated guidance.

9.3 Logging and Review

Questions submitted to the Expert Assistant and the responses provided are logged to improve our services and may be reviewed by our team for quality assurance and safety purposes. Please refer to our Privacy Policy for further details on how we handle your data.

10. Copyright Restrictions

Biosample Hub is the owner of all intellectual property rights in this site, and in the material published on it, including but not limited to the MatchEngine automated matching service, its algorithms, scoring methodology, and user interface, and the Expert Assistant knowledge base.

Should you wish to use any content on our site for commercial purposes you must contact us and obtain a licence to do so from us or our licensors.

11. Links to Other Websites

The Website contains links to and content from other internet sites and resources. We have no control over such content and you agree that, without limitation, Biosample Hub is not responsible for such content. We can not endorse products or services offered by third parties through such content.

12. Restrictions on Your Use of the Site

You must not misuse our site by knowingly introducing any material that contains viruses, Trojan horses, worms, logic bombs, time-bombs, keystroke loggers, spyware, adware or other harmful programs or material that is malicious or technologically harmful. You must not attempt to gain unauthorized access to our site, the server on which our site is stored or any server, computer or database connected to our site. You must not attack our site via a denial-of-service attack or a distributed denial-of-service attack.

Please be aware that by breaching this provision, you would commit a criminal offence under the Computer Misuse Act 1990. We will report any breach to the relevant law enforcement authorities and we will co-operate with those authorities by disclosing your identity to them. In the event of such a breach, your right to use our site will cease immediately.

13. Sponsors to Biosample Hub

“Sponsors” in these Terms refers to organisations that sponsor the Biosample Hub platform itself, for example by providing financial support or promotional partnership, and whose details may appear on our Sponsors page. It does not refer to biobanks, companies submitting sample requests, or sponsors of clinical trials or research studies. Sponsors are subject to the same disclaimers and limitations of liability, including jurisdiction, and as to indemnity to Biosample Hub for any breaches, as are applied to other users of the Biosample Hub platform. In particular, Sponsors must ensure that any representations they make on the platform are accurate and fair and not exaggerated or misleading.

14. Member Newsletter

Biosample Hub sends a periodic newsletter by email to the registered representatives of member biobanks and member companies. The newsletter contains platform news and updates, including changes to the service, guidance and resources relevant to your use of the platform. Representatives of member biobanks may also receive a digest of open sample requests currently seeking biobanks.

You may stop receiving the newsletter at any time, using the unsubscribe link in any newsletter email or the unsubscribe control offered by your email client. Unsubscribing applies to you individually and does not affect colleagues at your organisation. Unsubscribing stops the newsletter only: you will continue to receive emails relating to sample requests, matches and the administration of your account, as these are necessary to the operation of the platform. How we process personal data in connection with the newsletter, and the lawful basis on which we rely, are described in our Privacy Policy.

Biosample Hub is not liable for any loss or damage, howsoever arising, from recipients’ use of or reliance upon contents in the newsletters and makes no warranty as to its accuracy and completeness of information. Recipients must carry out their own due diligence before placing any reliance on any information or contents provided. All disclaimers and limitations of liability, including jurisdiction, as applied to users of the Biosample Hub platform apply equally to recipients of the platform’s newsletter.

15. Membership & Subscriptions

Biosample Hub provides access to its platform and services through paid membership subscriptions. By subscribing to any membership tier, you agree to the following terms.

15.1 Service Tiers

Biosample Hub offers different membership tiers, each providing access to specific platform features and a defined number of sample requests per subscription period. Details of the current service tiers, their features, and applicable fees are available on our Fees & Services page. Biosample Hub reserves the right to modify the available tiers, features included in each tier, and applicable fees at any time, provided that any changes to fees will be communicated to existing members with reasonable notice before their next renewal date.

15.2 Subscription Term and Renewal

Each subscription runs for a period of twelve (12) months from the subscription start date. Subscriptions are renewed annually on a fixed anniversary basis, meaning that the renewal date remains the same each year regardless of when payment is received. Biosample Hub will send renewal reminders in advance of the renewal date to the contact email address associated with your membership.

15.3 Payment

Membership fees are denominated in euros (EUR). Payment is due before the renewal date. Accepted payment methods will be communicated with your renewal reminder. You are responsible for ensuring that payment is made before your renewal date to avoid any interruption to your access.

15.4 Grace Period and Suspension of Access

If payment is not received by the renewal date, a short grace period will apply during which your access to the platform will continue without restriction. If payment has not been received by the end of this grace period, your access to platform features will be paused. While your access is paused:

(a) You will not be able to browse the biobank directory, view your dashboard, use the messaging system, view match results, or submit new requests.

(b) Any biobank engagements that were in progress at the time of suspension will be closed. Biobanks who were awaiting a response will be notified that the enquiry is no longer active. No data will be lost or deleted — if your membership is subsequently renewed, Biosample Hub may reactivate relevant engagements at its discretion.

(c) Your account and all associated data will be preserved. Upon receipt of payment, your access will be restored in full and you will be able to continue from where you left off.

Biosample Hub reserves the right to determine the duration of the grace period at its discretion and to amend it from time to time.

15.5 Additional Requests

Members on eligible tiers may purchase additional sample requests beyond the number included in their annual subscription, subject to availability and at the prevailing rate. Additional requests are subject to the same terms and conditions as requests included in the subscription.

15.6 Non-Renewal and Cancellation

Either party may choose not to renew the subscription by providing written notice to the other party before the renewal date. Renewal reminders sent by Biosample Hub will include a reminder of this right. If you choose not to renew, your access to the platform will continue until the end of the current subscription period, after which it will be paused in accordance with Section 15.4. No refunds will be issued for unused portions of a subscription term.

15.7 Upgrading or Changing Tier

You may request a change of service tier at any time by contacting us. Any change of tier, including applicable fees and timing, will be agreed in writing between you and Biosample Hub before taking effect.

16. Other important terms

16.1 Special Terms for Specific Website Features

Certain features of the Website are subject to specific terms and limitations set out in dedicated sections of these Terms and Conditions. In particular, the automated matching service (MatchEngine) is described in Section 8, the AI-powered Expert Assistant in Section 9, and Membership & Subscriptions in Section 15. All feature-specific terms that currently apply are contained within this document. If in future we introduce feature-specific terms on separate pages of the Website, those terms will be considered part of these Terms and Conditions (as if fully set out herein), and we will notify you in accordance with Section 5.

16.2 Use of Submitted Information

Information you submit through the Website falls into two categories:

(a) Operational data, including sample requests, member profile information, communications with biobanks, and any other data submitted in the course of using the platform’s services. This information is treated as confidential and is used solely for the purpose of operating the platform and providing the services described in these Terms. It is not shared with third parties except as necessary to fulfil a matched engagement (and only following your active consent at the relevant stage of the engagement process), or as set out in our Privacy Policy. We may also use operational data in anonymised or aggregated form to provide platform members with market-level analysis (for example, summaries of request activity by disease category and sample type). No individual member or company is identified in such analysis.

(b) Feedback and suggestions, meaning ideas, comments, or suggestions you voluntarily submit to us about the platform itself (for example, via our Contact Us page or in correspondence with our team). By submitting such feedback, you grant us a non-exclusive, royalty-free licence to use it for the purpose of improving the platform and its services.

For the avoidance of doubt, operational data submitted under (a) is not covered by the licence granted under (b). We will not use your operational data for any purpose other than operating the platform, providing the services, and producing anonymised analysis as described above, and we will not publish or share it without your consent except as expressly set out in these Terms or our Privacy Policy.

16.3 Use of Member Names and Logos

Biosample Hub will not use any member’s company name, trading name, or logo for publicity, marketing, or promotional purposes without the prior written consent of that member. This does not restrict Biosample Hub from using a member’s name where reasonably necessary for the operation of the platform (for example, in communications with biobanks as part of the staged engagement process described in Section 8).

16.4 Privacy and Data Protection

We manage and protect your personal data in accordance with the GDPR and other relevant laws. Please refer to our Privacy Policy for details on how we handle your data.

16.5 Severability

If any provision of these Terms and Conditions is found to be illegal, invalid, or unenforceable in a particular jurisdiction, that provision will be severed (removed) for that jurisdiction. The illegality or unenforceability of that provision will not affect the validity and enforceability of the remaining provisions, which will continue in full force and effect.

16.6 Governing Law and Jurisdiction

These Terms and Conditions (including any disputes or claims arising out of or related to them, whether contractual or non-contractual) are governed by English law. The courts of England and Wales have exclusive jurisdiction over any dispute or legal proceeding related to these Terms. This includes any obligations to mediate or engage in alternative dispute resolution before court proceedings, if applicable at the time a dispute arises.

16.7 Contact Us for Clarification

If you have any questions or need clarification about these Terms and Conditions, please contact us through our Contact Us page.