1. Scope
This Privacy Policy applies to TrialNotice, our website, forms, landing pages, email communications, direct mail workflows, QR code tracking, LinkedIn and other outreach-related workflows, CRM and automation workflows, and any related services we provide.
TrialNotice provides physician referral outreach and clinical trial recruitment support for clinical trial sites, research sites, sponsors, CROs, study teams, and related organizations. We may process information about website visitors, prospective clients, clients, business contacts, referring physicians, practice contacts, study teams, vendors, and other professional contacts.
This Privacy Policy is intended to describe our general practices. It does not replace any signed agreement, statement of work, data processing agreement, business associate agreement, or other written contract between TrialNotice and a client.
2. Information we collect
Information you provide directly
We may collect information you submit through our website, forms, calls, emails, scheduling tools, intake workflows, documents, or other communications, including:
- First name, last name, email address, phone number, company name, job title, LinkedIn URL, website URL, and other business contact information.
- Information about your clinical trial site, study, enrollment location, recruitment needs, physician outreach goals, budget, timeline, systems, tools, CTMS, CRM, and workflow requirements.
- Messages, form submissions, call notes, meeting notes, files, attachments, comments, and other content you choose to provide.
- Billing, invoicing, payment, contracting, and account administration information.
Information collected from clients or business sources
In providing services, we may receive or process information supplied by clients or obtained from business, professional, public, licensed, or third-party data sources. This may include physician names, practice names, specialties, professional addresses, practice phone numbers, professional email addresses, LinkedIn URLs, NPI or taxonomy information, business identifiers, geographic information, outreach status, and engagement history.
Information collected automatically
We may collect technical and usage information when you visit our website or interact with our messages, pages, QR codes, or forms. This may include IP address, browser type, device type, operating system, referring URL, page views, timestamps, form events, click activity, QR scan events, approximate location derived from technical data, and similar analytics information.
Information from third-party tools
We may use service providers and platforms such as CRM systems, form tools, automation platforms, email infrastructure, scheduling tools, analytics tools, data enrichment tools, messaging platforms, cloud hosting providers, and other operational vendors. These tools may process information on our behalf or on behalf of our clients.
3. How we use information
We may use information for the following purposes:
- To operate, maintain, and improve our website and services.
- To respond to inquiries, form submissions, demo requests, and support requests.
- To evaluate whether our services may fit a prospective client, study, site, or outreach need.
- To plan, create, execute, manage, track, and report on physician outreach, direct mail, email, LinkedIn, SDR, social, and related recruitment-support workflows.
- To create and manage contact lists, physician outreach lists, practice lists, prospect lists, segmentation, suppression lists, and engagement records.
- To send administrative, transactional, service-related, or business communications.
- To send marketing or promotional communications where permitted by law.
- To provide CRM access, notifications, calendar integration, reporting, handoff workflows, and operational support.
- To comply with legal, contractual, regulatory, accounting, tax, fraud prevention, and security obligations.
- To enforce agreements, protect rights, resolve disputes, prevent abuse, and maintain service integrity.
4. QR codes, email, website, and outreach tracking
TrialNotice may use QR codes, tracking links, landing pages, forms, email tracking, click tracking, open tracking, reply tracking, call notes, CRM events, and other engagement signals to understand whether a recipient, prospect, physician, practice, client, or visitor engaged with outreach or website content.
Engagement data may be used to prioritize follow-up, notify a coordinator, update a CRM or CTMS workflow, generate reports, suppress contacts, improve future outreach, and support service delivery.
Tracking technologies may not always be accurate. Email open tracking may be affected by privacy tools, image blocking, security scanners, caching, forwarding, automated systems, or recipient settings. QR scans may be affected by shared devices, forwarding, proxies, or other technical factors.
6. Clinical, medical, and health-related information
TrialNotice is not a healthcare provider, medical practice, clinical investigator, sponsor, CRO, IRB, ethics committee, CTMS provider, EHR provider, or medical decision-maker. We do not provide medical advice, determine patient eligibility, diagnose conditions, enroll patients, or make clinical decisions.
Clients are responsible for ensuring that any clinical trial information, recruitment materials, patient-facing materials, physician-facing materials, consent language, referral workflows, study descriptions, eligibility statements, medical claims, and outreach approvals comply with applicable laws, regulations, IRB requirements, sponsor requirements, protocol requirements, ethics rules, privacy laws, and institutional policies.
Clients must not send TrialNotice protected health information, patient medical records, identifiable patient health information, or sensitive patient data unless a proper written agreement is in place and TrialNotice has expressly agreed in writing to receive and process that information.
If a client is a covered entity, business associate, healthcare provider, research institution, sponsor, CRO, or other regulated organization, the client is responsible for determining whether HIPAA, state health privacy laws, GDPR, research regulations, informed consent rules, or other requirements apply.
7. Privacy rights and choices
Depending on where you live and which laws apply, you may have rights to request access, deletion, correction, portability, restriction, objection, or opt-out of certain processing. You may also have the right to appeal certain decisions or lodge a complaint with a regulator.
California residents may have rights under California privacy laws, including rights to know, access, correct, delete, limit certain uses of sensitive personal information, and opt out of certain sales or sharing, if applicable. We will respond to verified requests as required by applicable law.
To exercise a privacy right, contact us at info@trialnotice.com. We may need to verify your identity or authority before responding. We may deny or limit requests where permitted by law, including where information must be retained for legal, security, fraud prevention, contract, accounting, dispute, operational, or compliance purposes.
Marketing and outreach choices
You may opt out of marketing emails by using the unsubscribe link where provided or by contacting us. Clients are responsible for honoring opt-outs, suppression requests, consent requirements, and do-not-contact obligations for campaigns they request, approve, or operate.
8. Data security, retention, and transfers
We use reasonable administrative, technical, and organizational safeguards designed to protect information. No website, server, email system, outreach platform, cloud service, vendor, or transmission method is fully secure. We cannot guarantee absolute security.
We retain information for as long as reasonably necessary for the purposes described in this Privacy Policy, including service delivery, client reporting, legal compliance, dispute resolution, tax, accounting, security, fraud prevention, backup, audit, and legitimate business purposes.
Information may be processed in the United States or other locations where we or our service providers operate. By using our website or services, you understand that information may be transferred to and processed in locations that may have different privacy laws than your location.
9. Children
Our website and services are intended for business users and are not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided information to us, contact us so we can review and delete it where appropriate.
10. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The “Last updated” date above indicates when this version was last revised. Your continued use of the website or services after changes are posted means you accept the updated policy, where permitted by law.
11. Contact us
If you have questions about this Privacy Policy or want to exercise privacy rights, contact us at:
TrialNotice
3325 S University Dr, Suite 209
Davie, FL 33328
Email: info@trialnotice.com