Call & Text Consent Policy

How consent is collected

TrialWeave does not directly advertise to consumers and does not control third-party recruitment websites or ad landing pages. Individuals provide consent through clinical trial recruitment forms operated by Clinical Research Organizations (CROs) and their authorized marketing partners. Those forms include a clear, explicit disclosure that names TrialWeave or the CRO as the sender and states that the individual agrees to receive SMS text messages and automated calls for clinical trial screening and scheduling.

These forms collect the individual's phone number and require the individual to affirmatively agree, for example via an unchecked checkbox, to receive SMS text messages and automated calls about screening eligibility, appointment confirmations, reminders, rescheduling assistance, and related trial logistics.

Consent is collected only for the stated sender and use case. It is not transferred or sold to other parties for unrelated marketing.

Consent requirements for all leads processed by TrialWeave

TrialWeave only processes leads when the CRO (or its authorized partner) confirms that:

• The individual provided their phone number through a recruitment form.
• The disclosure explicitly states that SMS text messages and automated calls will be sent by TrialWeave or the CRO.
• The disclosure describes the same use case as the messages that follow, including screening, scheduling, confirmations, reminders, rescheduling support, and directions.
• The individual provided affirmative opt-in consent, for example by checking a consent checkbox.
• The consent language is presented prominently at the point of collection and is not hidden in a privacy policy or terms.
• Consent records are retained and can be provided for verification.

Example disclosure language (used by CRO partners)

Opt-in language template (for partner forms)

Use the following language next to an unchecked consent checkbox at the point of collection, placed near the phone number field. This consent should be separate from any privacy policy or terms agreement.

What messages and calls are used for

TrialWeave sends only transactional and conversational communications related to clinical trial participation logistics, including:

• Screening and eligibility outreach initiated by the individual
• Appointment confirmations after a site visit is scheduled
• Appointment reminders (for example: 1 week before and 1 day before)
• Rescheduling assistance initiated by the individual (for example: replying “RESCHEDULE”)
• Directions to the site (may include a Google Maps link or similar service)
• Secure scheduling links (may include a TrialWeave scheduling link)
• Other trial logistics updates tied to screening or scheduling

TrialWeave does not send marketing or promotional SMS messages.

Message frequency

Message frequency varies by scheduling activity and is limited to confirmation, reminders, and rescheduling support.

Opt out and help

You can opt out at any time by replying STOP.
For help, reply HELP.

For more details about how we handle personal information, see our Privacy Policy.