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Privacy Policy

Our Commitment to Privacy

Last updated August 4, 2025

This privacy notice for Clinical Enrollment (“Company,” “we,” “us,” or “our“), describes how and why we might collect, store, use, and/or share (“process“) your information when you use our services (“Services“), such as when you:

  • Visit our website at http://www.clinicalenrollment.com, or any website of ours that links to this privacy notice; and
  • Engage with us in other related ways, including any sales, marketing, or events.

This privacy notice does not apply to third-party online resources to which this website may link, frame, or otherwise reference. 

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. By accessing or using our Services, you agree to this privacy notice.  We may update this privacy notice from time to time (see Do We Make Updates to This Notice).  Your continued use of the Services after we make changes is deemed to be acceptance of those changes, so please check the privacy notice periodically for updates. If you have any questions or concerns, please contact us at bryan@clinicalenrollment.com.

Summary of Key Points

This summary provides key points from our privacy notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for. You can also click here to go directly to our table of contents.

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with Clinical Enrollment and the Services, the choices you make, and the products and features you use. Click here to learn more.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so. Click here to learn more.

In what situations and with which types of parties do we share personal information? We may share information in specific situations and with specific categories of third parties. Click here to learn more.

How do we keep your information safe? We have organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Click here to learn more.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information. Click here to learn more.

How do you exercise your rights? The easiest way to exercise your rights is to contact us. We will consider and act upon any request in accordance with applicable data protection laws.

Want to learn more about what Clinical Enrollment does with any information we collect? Click here to review the notice in full.

TABLE OF CONTENTS

1. WHAT INFORMATION DO WE COLLECT?

2. HOW DO WE PROCESS YOUR INFORMATION?

3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?   

4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

5. HOW LONG DO WE KEEP YOUR INFORMATION?

6. HOW DO WE KEEP YOUR INFORMATION SAFE?

7. DO WE COLLECT INFORMATION FROM MINORS?

8. LEGAL BASES FOR USE OF YOUR INFORMATION

9. WHAT ARE YOUR PRIVACY RIGHTS?

10. CONTROLS FOR DO-NOT-TRACK FEATURES

11. ONLINE ADVERTISING

12. DO CALIFORNIA RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

13. OTHER ONLINE SERVICES AND THIRD-PARTY FEATURES 

14. INTERNATIONAL TRANSFERS

15. DO WE MAKE UPDATES TO THIS NOTICE?

16. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact or communicate with us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

  • names
  • phone numbers
  • email addresses
  • mailing addresses
  • job titles
  • company
  • responses to screening surveys or forms 
  • records and copies of your correspondence, if you communicate with us
  • other personal information you choose to provide to us

Sensitive Information.  Occasionally, we may obtain sensitive personal information about you, for example, if you voluntarily provide information about your physical or mental health in connection with our appointment reminders or communications with you. In this case, we will use such information only to communicate with you and, if applicable, to provide you additional guidance (such as how to escalate your concerns to your clinical site or sponsor), or as necessary to enable your clinical trial sponsor to comply with regulatory obligations on adverse event reporting. By providing us with your sensitive personal information, you consent to us processing this information for the purposes set out in this Privacy Policy or any collection notice provided to you. 

Please ensure that any information you provide to us in connection with the Services is true, complete, and accurate, and please notify us of any changes to such personal information.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies. For more information on the use of cookies, please see section 4 below and our Cookie Notice. 

The information we collect includes:

  • Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called “crash dumps”), and hardware settings).
  • Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.

We may also use vendors to measure the effectiveness of ads displayed on our behalf in response to keyword searches on third party search engines. These vendors may use automated technologies (such as pixels) on our website to identify site visitors who clicked on such ads on these third-party search engines. 

In addition, we may use third-party analytics services on our website, such as Google Analytics. The analytics providers that administer these services use cookies and other automated technologies to help us analyze your use of our website.  The information collected through these automated technologies (including IP addresses) may be disclosed to these analytics providers who use the information, for example, to evaluate use of the website. To learn more about Google Analytics and how to opt out, please visit https://tools.google.com/dlpage/gaoptout.

Information collected from others

From time to time, we may collect information about you from other sources, including publicly available sources or third parties such as clinical sites, to the extent permitted by applicable law. We use this information to supplement the information we collect directly from you and to improve and enhance our Services.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

  • To provide our Services.  We may process your information to provide you with access to and to administer our Services, such as by evaluating your eligibility for a potential clinical trial, communicating with you, and responding to any inquiries or requests you may have. 
  • To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes, if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any time. For more information, see “WHAT ARE YOUR PRIVACY RIGHTS?“ below).
  • To deliver targeted advertising to you. We may process your information to develop and display personalized content and advertising tailored to your interests, location, and more.
  • To evaluate and improve our Services, products, marketing, and your experience. We may process your information when we believe it is necessary to identify usage trends, determine the effectiveness of our promotional campaigns, and to evaluate and improve our Services, products, marketing, and your experience.
  • To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
  • To determine the effectiveness of our marketing and promotional campaigns. We may process your information to better understand how to provide marketing and promotional campaigns that are most relevant to you.
  • Detecting and preventing fraud and protecting against security risks, such as monitoring network activity logs, detecting security incidents, and otherwise protecting against malicious, deceptive, fraudulent, or illegal activity. 
  • To comply with our legal obligations. We may process your information to comply with our legal obligations, respond to legal requests, and exercise, establish, or defend our legal rights.

We may also use the information we obtain about you for other purposes disclosed at the time your information is collected or with your consent. 

3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In Short: We may share information in specific situations described in this section and/or with the following categories of third parties.

Vendors, Consultants, and Other Third-Party Service Providers. We may share your personal information with third-party vendors, service providers, contractors, or agents (“third parties“) who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. These third parties are bound by contractual obligations to keep personal information confidential and use it only for the purposes for which we disclose it to them. They also commit to protect the information they hold on our behalf and to retain it for the period we instruct. The categories of third parties we may share personal information with are as follows:

  • Ad Networks
  • Data Analytics Services
  • Sales & Marketing Tools
  • Social Networks
  • Data storage, security, web hosting, fraud prevention 
  • Legal services 

We also may need to share your personal information in the following situations:

  • Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, restructuring,  acquisition of all or a portion of our business to another company, divestiture, or other corporate change.
  • Business Partners. We may share your information with our business partners solely for the purpose of offering you our products, services, or promotions. Business Partners are prohibited from using your personal information except for such purposes and are required to maintain the confidentiality of your information. 
  • Adverse Event Reporting. We may share your information with clinical sponsors when required to enable such sponsors to comply with regulatory obligations regarding adverse event reporting. 

In addition, we may disclose information about you: (i) if we are required to do so by law or legal process (such as a court order or subpoena); (ii) in response to requests by government agencies, such as law enforcement authorities; (iii) to establish, exercise or defend our legal rights; (iv) to protect, defend, or enforce our policies, terms, or agreements; (v) when we believe disclosure is necessary or appropriate to address security or prevent physical or other harm or financial loss; (vi) in connection with an investigation of suspected or actual illegal activity; or (vii) otherwise with your consent. 

Aggregate Information. We may aggregate and/or de-identify information collected through our Services so that such information can no longer be linked to you or your device. We may use and share aggregated and de-identified information with third parties for any purpose. 

4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.

5. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than 5 years.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

6. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process against accidental, unlawful or unauthorized destruction, loss, alteration, access, disclosure or use. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

7. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect personal information from or market to children under 18 years of age.

Our Services are intended for a general audience and are not intended for or targeted at individuals under age 18. We do not knowingly or intentionally solicit or collect personal information from or market to children under 18 years of age. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected without verification of parental or guardian consent, we will deactivate the account and take reasonable measures to promptly delete such personal information from our records. If you become aware of any personal information we may have collected from children under age 18, please contact us at help@clinicalenrollment.com.

The legal bases for using your information as set out in this privacy notice are as follows:

  • Where we need to perform the contract we are about to enter into or have entered into with you for the Services;
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
  • Where we need to comply with a legal or regulatory obligation; 
  • Where we have your consent to process your information in a certain way. 

9. WHAT ARE YOUR PRIVACY RIGHTS?

In Short:  You may exercise certain rights related to your personal information.

Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section “HOW CAN YOU CONTACT US ABOUT THIS NOTICE?“ below.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, replying “STOP” or “UNSUBSCRIBE” to the SMS messages that we send, or by contacting us using the details provided in the section “HOW CAN YOU CONTACT US ABOUT THIS NOTICE?“ below. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services. For additional information about our use of cookies, please see our Cookie Notice.   

Access/Update/Delete: You have the right to request access to the personal information we collect from you, correct, change or update that information, or delete it.  To request to review, update, or delete your personal information, please submit a request form by clicking here. 

Additional legal rights: 

In accordance with the laws of certain jurisdictions, you may have certain rights and choices regarding the personal information we collect and maintain about you and how we communicate with you. Where the European Union General Data Protection Regulation (“GDPR”) or similar legal requirements apply to the processing of your personal information, especially when you access this website from a country in the European Economic Area (“EEA”) or in a jurisdiction with similar legal protections, you may have the following additional rights:

  • The right to restrict our use of your personal information; 
  • The right to object to our use of, or certain types of disclosures, of your personal information; 
  • The right to request the transfer of your personal information we hold about you to a third party;
  • The right to receive your personal information in a usable format and transmit it to a third party (also known as the right of data portability);
  • The right to lodge a complaint with your local data protection authority.  In the EEA, you can find those at: https://www.edpb.europa.eu/about-edpb/about-edpb/members_en. If you are located in Switzerland, the contact details for the data protection authorities are available here: https://www.edoeb.admin.ch/edoeb/en/home.html.

If you have questions or comments about your privacy rights, you may email us at help@clinicalenrollment.com.

We will consider all requests and provide our response within the time period required by applicable law. Please note, however, that certain information may be exempt from such requests in some circumstances, which may include if we need to keep processing your information for our legitimate interests or to comply with a legal obligation. We may request you provide us with information necessary to confirm your identity before responding to your request. To submit a request, please contact us at help@clinicalenrollment.com 

10. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.

11. ONLINE ADVERTISING

We allow select third party advertising technology partners to place cookies or other tracking technologies on the browser of your device to collect information about you as discussed above.  These third parties may use this information to serve relevant content and advertising to you as you browse the internet and access their own cookies or other tracking technologies on your browser to assist in this activity.  If you are interested in more information about these online advertising activities, and how you can generally control cookies from being put on your computer to deliver tailored advertising, you may visit https://optout.networkadvertising.org/ or https://optout.aboutads.info/ or WebChoices: Digital Advertising Alliance of Canada’s Consumer Choice Tool for Web (or if located in the European Union, by clicking here: http://www.youronlinechoices.eu/) to opt-out of receiving tailored advertising from companies that participate in these programs.  

We do not control these opt-out links or whether any particular company chooses to participate in these opt-out programs. We are not responsible for any choices you make using these mechanisms or the continued availability or accuracy of these mechanisms. Please note that if you use these mechanisms, you may still see advertising on the Internet, but it will not be tailored to you based on your online behavior over time.

12. DO CALIFORNIA RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

In Short: Yes, if you are a resident of California, you are granted specific rights regarding access to your personal information.

California Civil Code Section 1798.83, also known as the “Shine The Light” law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. We do not disclose your personal information to third parties for their own direct marketing purposes. 

If you are under 18 years of age, reside in California, and have a registered account with Services, you have the right to request removal of unwanted data that you publicly post on the Services. To request removal of such data, please contact us using the contact information provided below and include the email address associated with your account and a statement that you reside in California. We will make sure the data is not publicly displayed on the Services, but please be aware that the data may not be completely or comprehensively removed from all our systems (e.g., backups, etc.).

13. OTHER ONLINE SERVICES AND THIRD-PARTY FEATURES 

For your convenience and information, the Services may contain links or references to other services, and may include third-party features such as apps, tools, widgets and plug-ins. These online services and third-party features may operate independently from us. The privacy practices of the relevant third parties, including details on the information they may collect about you, is subject to the privacy statements of these parties, which we strongly suggest you review. To the extent any linked online services or third-party features are not owned or controlled by Clinical Enrollment, we are not responsible for these third parties’ information practices.

14. INTERNATIONAL TRANSFERS

Your information is maintained and processed by us and our third-party service providers in the United States, and may also be maintained, processed, and stored in other jurisdictions that may have different data protection law than those in your country of residence. In the event that your information is transferred in these ways, please note that we comply with applicable legal requirements governing the transfer of information across borders. By using the Services, you agree to and acknowledge these transfers. 

15. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this privacy notice from time to time. The updated version will be indicated by an updated “Last Updated” date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

16. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at help@clinicalenrollment.com or by post to:

Clinical Enrollment 

105 Monticello Ave Suite 101

Charlottesville, VA 22902

United States