ClinicalConnection, Inc. Privacy Policy

The revised privacy policy will be effective starting on May 01, 2025

What this policy covers

Your privacy is important to us, and so is being transparent about how we collect, use, and share information about you. This policy is intended to help you understand:

What information we collect about you

We collect information about you when you provide it to us as further described below.

Information you provide to us

We collect information about you when you provide it directly to us.

  • Contact Forms: We collect questions, queries or feedback you leave, including your email address if you fill out a contact form.
  • Member Account and Profile Information: We collect information about you when you register for an account, create or modify your profile or set preferences through the website. We keep track of your preferences when you select settings within the website. The personal information we collect from you includes: your first name, last name, email address, phone number, physical address, city, state/province, zip code/postal code, date of birth, gender, ethnicity, and your clinical trial interests when you sign up for a clinical trial notification account.
  • Interest in Participating Forms: We collect information about you when you submit your interest in an opportunity on a listing page using the Interest in Participating Form. The personal information we collect from you includes: your first name, last name, email address, phone number, city, state/province, zip code/postal code, and your clinical trial interest when you submit your information into an Interest in Participating Forms.
  • Partner Account Information: If you are using ClinicalConnection to post research opportunities or manage study listings, we collect specific business and operational information. When you register for a Partner account, we collect your company name, contact person, business profile details, phone number, email address, and billing address. We collect information for each user added to your account including: name, job title, business email address, and phone number of the individuals creating or managing listings, making payments, or otherwise interacting with our platform on behalf of your organization. We collect and store payment information to process transactions and support account administration. This may include banking details, check payment records, billing address and credit card information inlcuding: card numbers, expiration dates, security codes, and card holder name and address.
  • Create New Study Listing Forms: We collect the study or recruitment details you submit through your partner account when posting listings, including site contact information, company address, targeting radius, email addresses, protocol information, eligibility criteria, compensation, study descriptions, and any uploaded documents.

Information we collect automatically when you use the website

We collect information about you when you use our website, including browsing our website and taking certain actions within the website.

  • Your use of the website: We keep track of certain information about you when you visit and interact with our website. This information includes the features you use; frequently used search terms; and how you interact with the website.
  • Device and Connection Information: We collect information about your computer, phone, tablet, or other devices you use to access the website. We also collect information through your device about your operating system, browser type, IP address, and URLs of referring/exit pages.
  • Cookies and Other Tracking Technologies: ClinicalConnection and our third-party partners, such as our advertising and analytics partners, use cookies and other tracking technologies (e.g., web beacons, device identifiers and pixels) to provide functionality and to recognize you across different website and devices. For more information, please see our Cookies and Tracking Notice,1 which includes information on how to control or opt out of these cookies and tracking technologies.

Why we need your information and how we use information we collect

How we use the information we collect depends in part on which website you use, how you use them, and any preferences you have communicated to us. Below are the specific purposes for which we use the information we collect about you.

  • To communicate with you about clinical trials and services: By submitting your information, you consent to being contacted by ClinicalConnection and its authorized partners via email, phone, sms, mail, and from within the website. This includes communications about clinical studies and related opportunities you may be interested in.
  • To provide the website and personalize your experience: We use information about you to provide the website to you, including to authenticate you when you log in, provide customer support, and operate and maintain the website. Our website also includes tailored features that personalize your experience and improve your search results.
  • For research and development: We are always looking for ways to make our website smarter, faster, secure, integrated and useful to you. We use collective learnings about how people use our website and feedback provided directly to us to troubleshoot and to identify trends, usage, activity patterns and areas for integration and improvement of the website. We also test and analyze certain new features with some users before rolling the feature out to all users.
  • To communicate with you about the website: We use your Account and Profile Information to send service communications, technical notices, updates, security alerts, and administrative messages via email, phone, sms, mail, and from within the website. We use information provided in contact forms for responding to your comments, questions, requests, and providing customer support via email. If an opt out is available, you will find that option within the communication itself.
  • To provide services to Partners: If you are an organization using our recruitment services (“Partner”), we use the information you provide to create and manage your account, publish and support listings, promote your listings, manage marketing campaigns, process payments, issue invoices, and communicate with you about your listings and account activity.
  • Customer support: We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyze crash information, and to repair and improve the website. For Partners, this includes support related to account access, billing questions, listing accuracy, and performance optimization.
  • For safety and security: We use information about you to verify accounts and activity, to monitor suspicious or fraudulent activity and to identify violations of our policies. Payment and billing information submitted by Partners may be reviewed to prevent unauthorized use or fraudulent transactions.
  • With your consent: We use information about you where you have given us consent to do so for a specific purpose not listed above. For example, we may publish testimonials or featured customer stories to promote the website, with your permission.
  • Legal bases for processing (for EEA users): If you are an individual in the European Economic Area (EEA), we collect and process information about you only where we have legal bases for doing so under applicable data protection laws. The legal bases depend on the website you use and how you use them. This means we collect and use your information only when:
    • We need your personal information to provide you with access to and use of our website and services, including supporting and maintaining your account, delivering features, and ensuring the functionality and security of the website;
    • We process your information where it is necessary for our legitimate interests and those interests are not overridden by your data protection rights—for example, to improve our website and services, communicate with you about relevant opportunities, or prevent misuse and fraud;
    • In some situations, we rely on your explicit consent to process your personal information, such as when you submit your details to be contacted by us or our partners about specific research or service opportunities. You may withdraw your consent at any time; however, this will not affect the lawfulness of processing based on consent before its withdrawal;
    • We may also process your personal data to comply with legal and regulatory requirements

    If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time by contacting us or by using the opt-out mechanisms provided, but this will not affect any processing that has already taken place. Please note that in some cases, withdrawing consent may limit your ability to access certain features or receive certain communications related to the services which may mean no longer using the website.


How we share information we collect

ClinicalConnection’s mission is to connect individuals with research and other related opportunities. While we do not host or conduct research studies ourselves, we may share your information with approved third parties, such as research sites and study sponsors, so they can contact you regarding opportunities you’ve expressed interest in. This sharing is an essential part of our service. By entering your information, agreeing to the Privacy Policy and submitting your information, you are providing explicit consent for ClinicalConnection to use and share that information for the purposes outlined below.

We do not sell your personal information to advertisers or unrelated third parties. The information we share is limited to what is needed to support your expressed interest in research or related opportunities. We are not in the business of selling information about you to advertisers or other marketing third parties.

When you complete forms online or otherwise provide us information in connection with the Service, you agree to provide accurate, complete and true information. You agree not to use a false or misleading name or a name that you are not authorized to use. If we, in our sole discretion, believe that any such information is untrue, inaccurate or incomplete, we may refuse you access to the Service and pursue any appropriate legal remedies.

  • Sharing with Partners: When you submit a form to express interest in a study or opportunity through our website, you are providing consent for ClinicalConnection to share the information you provide (such as your name, contact details, and study interests) with selected third-party partners, such as study sites and sponsors. By submitting your information, you consent to being contacted directly by our partners via email, phone, or text message using the methods you’ve provided and solely in connection with the opportunity you indicated interest in. We require these third parties to handle your information responsibly and to use it only for purposes related to your inquiry or interest in their research opportunity.
  • Sharing with Vendors and Service Providers: We may share information with third-party vendors and service providers who help us operate and maintain the website. These vendors are granted access only to the information necessary to perform specific tasks on our behalf and are expected to use it solely for those purposes.
  • Sharing to Meet Legal Obligations or Protect Rights: We reserve the right to disclose your information as necessary to comply with applicable laws, regulations, or legal processes, or to protect our rights, property, or the safety of our users and others. This includes responding to valid legal requests from public and government authorities.
  • No Sharing Between Website Users: We do not share your personal information with other users of our website.
  • Consent-Based Communications: ClinicalConnection.com respects your privacy. We will only use the contact information you provide, including your mobile number, email address, mailing address, or phone number, to communicate with you through the appropriate channels. Your mobile number will not be shared or used for any other purpose beyond delivering relevant messages related to your inquiry or participation. By submitting your information through ClinicalConnection, you consent to be contacted by ClinicalConnection and/or its participating partners via email, phone, sms, mail, and from within the website regarding relevant research or related opportunities. These partners may contact you directly using the communication channels you provided when submitting your information. You may opt out of receiving communications at any time by following the instructions in the messages you receive or contacting us directly.

How we store and secure information we collect

Information storage and security

We use data hosting service providers in the United States to host the information we collect, and we use technical measures to secure your data. While we implement safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot guarantee that data, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others. We will respond to requests about this within a reasonable timeframe.

How long we keep information

How long we keep information we collect about you depends on the type of information, as described in further detail below. We will only retain your personal information for as long as it is needed for the purposes set out in this document or the law requires us to. After such time, we will either delete or anonymize your information or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.

  • Account information: We retain your account information until you delete your account. We also retain some of your information as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support business operations and to continue to develop and improve our website. Where we retain information for website improvement and development, we take steps to eliminate information that directly identifies you, and we only use the information to uncover collective insights about the use of our website, not to specifically analyze personal characteristics about you.
  • Information you share on the website: If your account is deactivated or disabled, some of your information and the content you have provided will remain in order to allow third parties that you have granted explicit permission to continue to view your information. For example, we continue to display your contact information to said third parties.
  • Marketing information: If you have elected to receive marketing emails from us, we retain information about your marketing preferences unless you specifically ask us to delete such information. We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created.

How to access and control your information

You have certain choices available to you when it comes to your information. Below is a summary of those choices, how to exercise them and any limitations. We will respond to requests about this within a reasonable timeframe.

Your Choices:

You have the right to request a copy of your information, to object to our use of your information (including for marketing purposes), to request the deletion or restriction of your information, or to request your information in a structured, electronic format. Below, we describe the tools and processes for making these requests.

Your request and choices may be limited in certain cases: for example, if fulfilling your request would reveal information about another person, or if you ask to delete information which we or your administrator are permitted by law or have compelling legitimate interests to keep. Where you have asked us to share data with third parties you will need to contact those third-party service providers directly to have your information deleted or otherwise restricted. If you have unresolved concerns, you may have the right to complain to a data protection authority in the country where you live or where you feel your rights were infringed.

  • Access and update your information: Our website and related documentation give you the ability to access and update certain information about you from within the website. For example, you can access your profile information from your account and search for trials using keyword searches in the website. You can update your profile information within your profile settings and modify content that contains information about you using the editing tools associated with that content.
  • Delete your information: Our website and related documentation give you the ability to delete certain information about you from within the website. Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.
  • Request that we stop using your information: In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we don't have the appropriate rights to do so. For example, if you believe a website account was created for you without your permission or you are no longer an active user, you can request that we delete your account as provided in this policy. Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time. You can also opt-out of our use of your information for marketing purposes by contacting us, as provided below. When you make such requests, we may need time to investigate and facilitate your request. If there is a delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honored or the dispute is resolved.
  • Opt out of communications: You may opt out of receiving promotional communications from us by using the unsubscribe link within each email or by contacting us as provided below to have your contact information removed from our promotional email list or registration database. Even after you opt out from receiving promotional messages from us, you will continue to receive transactional messages from us regarding our website.
  • Turn off Cookie Controls: Relevant browser-based cookie controls are described in our Cookies & Tracking Notice.1
  • Send "Do Not Track" Signals: Some browsers have incorporated "Do Not Track" (DNT) features that can send a signal to the website you visit indicating you do not wish to be tracked. Because there is not yet a common understanding of how to interpret the DNT signal, our website does not currently respond to browser DNT signals. You can use the range of other tools we provide to control data collection and use, including the ability to opt out of receiving marketing from us as described above.
  • Data portability: Data portability is the ability to obtain some of your information in a format you can move from one service provider to another (for instance, when you transfer your mobile phone number to another carrier). Depending on the context, this applies to some of your information, but not to all of your information. Should you request it, we will provide you with an electronic file of your basic account information.

How we transfer information we collect internationally

International transfers of information we collect

We collect information globally and primarily store that information in the United States. We transfer, process and store your information outside of your country of residence, to wherever we, ClinicalConnection or our third-party service providers operate for the purpose of providing you the website. Whenever we transfer your information, we take steps to protect it.

  • International transfers to third parties: Some of the third parties described in this privacy policy, which provide website to us under contract, are based in other countries that may not have equivalent privacy and data protection laws to the country in which you reside.

Other important privacy information

Our policy towards children

The website is not directed to individuals under 18. We do not knowingly collect personal information from children under 18. If we become aware that a child under 18 has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact us.

Changes to our Privacy Policy

We may change this privacy policy from time to time. We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice by adding a notice on the website homepages, login screens, or by sending you an email notification. We encourage you to review our privacy policy whenever you use the website to stay informed about our information practices and the ways you can help protect your privacy.

If you disagree with any changes to this privacy policy, you will need to stop using the website and deactivate your account(s), as outlined above.

Contact Us

Your information is controlled by ClinicalConnection, Inc. If you have questions or concerns about how your information is handled, please direct your inquiry2 to ClinicalConnection Inc., as set forth below or.


Footnotes:

1https://www.clinicalconnection.com/cookies

2https://www.clinicalconnection.com/contact-us