Privacy Policy
Clinical Enrollment
Privacy Policy
Last Updated: June 16, 2026
Our Commitment to Privacy
This privacy notice for Clinical Enrollment (“Company,” “we,” “us,” or “our”) describes how and why we might collect, store, use, and share (“process”) your information when you use our services (“Services”), such as when you:
- Visit our website at 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?” below). 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 [email protected].
Summary of Key Points
This summary provides key points from our privacy notice. You can find more detail on any topic by using the table of contents below.
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 us, the choices you make, and the features you use.
Do we process any sensitive personal information? We may process health information you provide in connection with our communications about a clinical trial. We use it only for the purposes described in this notice.
How do we process your information? We process your information to provide, improve, and administer our Services, to communicate with you, for security and fraud prevention, and to comply with law. We process your information only when we have a valid legal reason to do so.
How do we keep your information safe? We use organizational and technical measures to protect your personal information. No system is completely secure, so we cannot guarantee that unauthorized third parties will never defeat our safeguards.
What are your rights? Depending on where you live, you may have rights regarding your personal information. The easiest way to exercise your rights is to contact us.
Table of Contents
- What Information Do We Collect?
- How Do We Process Your Information?
- When and With Whom Do We Share Your Personal Information?
- Cookies, Pixels, and Advertising Technologies
- How Long Do We Keep Your Information?
- How Do We Keep Your Information Safe?
- Do We Collect Information From Minors?
- Legal Bases for Use of Your Information
- What Are Your Privacy Rights?
- Do-Not-Track and Global Privacy Control Signals
- Online Advertising
- Do California Residents Have Specific Privacy Rights?
- Residents of Washington
- Other Online Services and Third-Party Features
- International Transfers
- Do We Make Updates to This Notice?
- 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 when you express interest in our Services, participate in activities on the Services, or contact us. The information we collect depends on how you interact with us and the choices you make. It may include:
- 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
Sensitive information
From time to time we may collect sensitive personal information, for example if you voluntarily provide information about your physical or mental health in connection with our appointment reminders or communications with you. We use this information only to communicate with you, to provide you additional guidance where appropriate (such as how to raise a concern with your clinical site or sponsor), or as needed to enable your clinical trial sponsor to meet regulatory obligations on adverse event reporting. By providing sensitive personal information, you consent to our processing it for the purposes set out in this notice. Please make sure the information you provide is accurate, and let us know of any changes.
Information automatically collected
In Short: Some information, such as your IP address and browser or device characteristics, is collected automatically when you visit our Services.
We automatically collect certain information when you use the Services. This information does not directly reveal your identity, but may include your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, and information about how and when you use our Services. We use it mainly to maintain the security and operation of the Services and for internal analytics and reporting. We also collect information through cookies and similar technologies, as described in Section 4.
We may use vendors to measure the effectiveness of ads shown on our behalf, and we may use analytics services such as Google Analytics that use cookies and similar technologies to help us understand how the website is used. To learn about Google Analytics and how to opt out, visit https://tools.google.com/dlpage/gaoptout.
Information collected from other sources
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 law. We use it to supplement the information we collect directly from you.
2. How Do We Process Your Information?
In Short: We process your information to provide, improve, and administer our Services, to communicate with you, for security and fraud prevention, and to comply with law.
We process your personal information for the following reasons:
- To provide our Services, such as evaluating your eligibility for a clinical trial, communicating with you, and responding to your requests.
- To send you marketing communications, in line with your preferences. You can opt out at any time, as described in Section 9.
- To measure and improve our Services, products, marketing, and your experience, including understanding how the Services are used and how our campaigns perform.
- To detect and prevent fraud and protect against security risks.
- To comply with our legal obligations and to establish, exercise, or defend our legal rights.
We may also use information for other purposes disclosed at the time of collection or with your consent.
3. When and With Whom Do We Share Your Personal Information?
In Short: We may share information in the situations described below and with the categories of third parties listed here.
We may share your personal information with third-party vendors, service providers, contractors, and agents who perform services for us and need access to the information to do that work. We have contracts in place that require them to keep the information confidential, use it only for the purposes we set, and protect it. The categories of third parties we may share personal information with are:
- Advertising networks
- Data analytics services
- Sales and marketing tools
- Social networks
- Data storage, security, web hosting, and fraud prevention providers
- Legal services
Where we work with advertising and analytics providers, they act as our service providers or processors. They are bound by contract to use your information only to perform services for us, and not for their own purposes. We do not sell your personal information, and we do not share it for cross-context behavioral advertising, other than the limited advertising measurement described in Section 4, which runs only with your consent where required and never includes your health information.
We may also share your personal information in these situations:
- Business transfers. We may share or transfer your information in connection with a merger, sale of assets, financing, acquisition, or similar transaction.
- Business partners. We may share your information with our business partners only to offer you our products, services, or promotions, and they must keep it confidential.
- Adverse event reporting. We may share your information with clinical sponsors when needed to enable them to meet regulatory obligations on adverse event reporting.
We may also disclose information where required by law or legal process, in response to government requests, to protect our rights, to address security or prevent harm, in connection with an investigation of suspected illegal activity, or with your consent. We may aggregate or de-identify information so that it can no longer be linked to you, and we may use and share that information for any purpose.
4. Cookies, Pixels, and Advertising Technologies
In Short: We use cookies and similar technologies to collect information, and we run advertising measurement in a way that keeps your health information out of it.
We use cookies, pixels, and similar technologies, including the Meta pixel and Google tags, on the general and informational areas of our website. We use them to understand how visitors find us and to measure the performance of our advertising campaigns. When you submit a form on our website, we record a conversion event showing that a form was completed, so that we can measure how well our advertising is working.
We have set up our advertising measurement to protect your health information. We do not place advertising, analytics, or session-recording technologies on our screening or eligibility pages. We do not use advanced matching. We do not send your name, email address, telephone number, screening responses, or any information about your health condition to advertising platforms. We do not use your information to create custom audiences or lookalike audiences, and we do not upload your contact information to any advertising platform.
Where the law requires it, we ask for your consent before we place non-essential cookies or advertising technologies on your device, and you may withdraw that consent at any time through our cookie-preferences tool. Most web browsers accept cookies by default. You can usually set your browser to remove or reject cookies, though this may affect some features of the Services.
5. How Long Do We Keep Your Information?
In Short: We keep your information only as long as needed for the purposes described in this notice, unless a longer period is required by law.
We keep your personal information only as long as necessary for the purposes set out in this notice, unless a longer retention period is required or permitted by law, such as for tax, accounting, or other legal requirements. No purpose in this notice will require us to keep your personal information for longer than five years. When we no longer have a business need to process your information, we will delete or anonymize it, or, if that is not possible, securely store it and isolate it from further processing until deletion is possible.
6. How Do We Keep Your Information Safe?
In Short: We aim to protect your personal information through organizational and technical security measures.
We have put in place reasonable technical and organizational security measures to protect the personal information we process. No transmission over the internet and no storage technology can be guaranteed to be completely secure, so we cannot promise that unauthorized third parties will never defeat our security. Transmission of personal information to and from our Services is at your own risk, and you should access the Services within a secure environment.
7. Do We Collect Information From Minors?
In Short: We do not knowingly collect information from or market to children under 18 years of age.
Our Services are intended for a general adult audience and are not directed at anyone under 18. We do not knowingly collect personal information from or market to children under 18. By using the Services, you confirm that you are at least 18, or that you are the parent or guardian of a minor and consent to that minor’s use of the Services. If we learn that we have collected personal information from someone under 18 without verified parental or guardian consent, we will take reasonable steps to delete it. If you believe we may have collected such information, contact us at [email protected].
8. Legal Bases for Use of Your Information
The legal bases we rely on to process your information are:
- Performance of a contract we have entered into or are about to enter into with you.
- Our legitimate interests, where they are not overridden by your interests and rights.
- Compliance with a legal or regulatory obligation.
- Your consent, where we rely on it to process your information in a particular way.
9. What Are Your Privacy Rights?
In Short: You may exercise certain rights regarding your personal information.
Withdrawing your consent
If we rely on your consent to process your personal information, you may withdraw it at any time by contacting us using the details in Section 17. Withdrawing consent does not affect the lawfulness of processing before the withdrawal, or processing carried out on other lawful grounds.
Opting out of marketing communications
You can unsubscribe from our marketing emails at any time by clicking the unsubscribe link in the emails we send, or by contacting us using the details in Section 17. We will remove you from our marketing list. We may still send you service messages that are needed to administer the Services or respond to your requests.
Text messages
If you provide your phone number and agree to receive text messages, we use text messages only for communications about the specific clinical trial you are engaging with, such as appointment reminders, scheduling, and status updates. We do not send marketing text messages under this consent. You can stop these messages at any time by replying STOP, or reply HELP for help. Message and data rates may apply.
Access, update, or delete
You may request access to the personal information we hold about you, ask us to correct or update it, or ask us to delete it. To make a request, contact us at [email protected]. We may ask you for information to confirm your identity before we respond. Certain information may be exempt from these requests in some circumstances, for example where we need to keep it to meet a legal obligation.
Additional rights in certain jurisdictions
Where the European Union General Data Protection Regulation (GDPR) or similar law applies, you may also have the right to restrict our use of your information, to object to certain uses or disclosures, to request transfer of your information to a third party, to receive your information in a usable format, and to lodge a complaint with your local data protection authority. If you have questions about your privacy rights, email us at [email protected].
10. Do-Not-Track and Global Privacy Control Signals
Some browsers and browser extensions can send a Global Privacy Control (GPC) signal or a similar signal. Where the law requires it, we treat a GPC signal as a valid request to opt out of the sale or sharing of your personal information and of targeted advertising for that browser or device. There is not yet a common standard for older Do-Not-Track (DNT) signals, so we may not respond to DNT signals that do not meet a recognized opt-out standard. If a standard is adopted that we must follow, we will describe it in an updated version of this notice.
11. Online Advertising
We do not place advertising technologies on our screening or eligibility pages, and we do not use custom or lookalike audiences. On our general and informational pages, we allow select advertising partners to use cookies or similar technologies to measure and serve advertising. If you want to control cookies used for tailored advertising, you can visit https://optout.networkadvertising.org/ or https://optout.aboutads.info/, or, if you are in the European Union, http://www.youronlinechoices.eu/, to opt out of tailored advertising from companies that participate in those programs. We do not control these opt-out tools or whether a particular company participates in them. If you use these tools, you may still see advertising, but it will not be tailored to you based on your online activity over time.
12. Do California Residents Have Specific Privacy Rights?
In Short: Yes. If you are a California resident, you have specific rights regarding your personal information.
California Civil Code Section 1798.83, the “Shine the Light” law, lets California residents request, once a year and free of charge, information about the categories of personal information we disclosed to third parties for their direct marketing purposes, and the names and addresses of those third parties. We do not disclose your personal information to third parties for their own direct marketing purposes. We do not sell your personal information. To opt out of sharing for targeted advertising, you can use the Global Privacy Control described in Section 10.
If you are under 18, reside in California, and have a registered account, you can request that we remove data you have posted publicly on the Services. To request removal, contact us using the details below and include the email address associated with your account and a statement that you reside in California. We will remove the data from public display, though it may remain in our backup systems.
13. Residents of Washington
Our screening is not available to residents of Washington. We do not knowingly collect consumer health data from residents of Washington. If you live in Washington, please do not submit health information through our Services. If you believe we have collected health information from a Washington resident, contact us at [email protected] and we will delete it.
14. Other Online Services and Third-Party Features
The Services may contain links to other services and may include third-party features such as apps, tools, widgets, and plug-ins. These services and features may operate independently of us. The privacy practices of the relevant third parties are governed by their own privacy statements, which we suggest you review. We are not responsible for the information practices of third parties we do not own or control.
15. International Transfers
We and our third-party service providers maintain and process your information in the United States, and your information may also be maintained, processed, and stored in other jurisdictions that may have data protection laws different from those in your country of residence. Where your information is transferred in this way, we follow applicable legal requirements for cross-border transfers. By using the Services, you acknowledge these transfers.
16. Do We Make Updates to This Notice?
In Short: Yes. We will update this notice as needed to stay compliant with relevant laws.
We may update this privacy notice from time to time. The updated version will be shown by a revised “Last Updated” date and takes effect as soon as it is accessible. If we make material changes, we may notify you by posting a notice or by contacting you directly. We encourage you to review this notice regularly.
17. How Can You Contact Us About This Notice?
If you have questions or comments about this notice, email us at [email protected] or write to us at:
Clinical Enrollment105 Monticello Ave, Suite 101
Charlottesville, VA 22902
United States