Privacy Policy

1) Information we collect

A. Information you provide (or that is provided about you)

Depending on how you interact with the Services, we may collect information such as:

• Contact information (for example: name, phone number, email address)
• Scheduling information (for example: appointment availability, appointment confirmations)
• Communication preferences and opt-out status
• Message content from SMS replies (for example: “RESCHEDULE”, “STOP”, “HELP”)
• Other information submitted through recruitment or scheduling flows operated by our partners

B. Information collected automatically

When you visit our website, we may collect technical information such as:

• IP address, device type, browser type, and operating system
• Pages visited and referring/exit pages
• Approximate location inferred from IP address
• Cookies and similar technologies (see “Cookies” below)

C. Information from partners

TrialWeave may receive information from CROs, research sites, and authorized marketing partners who collect recruitment inquiries from individuals who request to be contacted about clinical trials.

2) How we use information

We use personal information to:

• Support clinical trial screening and scheduling communications
• Confirm appointments and send reminders
• Facilitate rescheduling when requested by the individual
• Provide directions and logistics information related to site visits
• Operate, maintain, secure, and improve the Services
• Prevent fraud, abuse, or security incidents
• Comply with legal obligations and enforce our agreements

3) SMS text messages and automated calls

TrialWeave may send SMS text messages and place automated calls related to clinical trial screening and scheduling workflows, including appointment confirmations, reminders, and rescheduling support.

Consent

TrialWeave does not directly advertise to consumers and does not control third-party recruitment websites or ad landing pages. Consent to receive SMS messages and automated calls is obtained through recruitment forms operated by CROs and their authorized partners. TrialWeave only processes leads when partners confirm that appropriate opt-in consent has been collected and that the opt-in language matches the messaging use case.

Partner opt-in disclosures must:

• Explicitly state that the individual agrees to receive SMS text messages and automated calls.
• Identify TrialWeave or the CRO as the sender.
• Describe the same use case as the messages that follow, including screening, scheduling, confirmations, reminders, rescheduling support, and directions.
• Include basic compliance details such as message frequency varies, message and data rates may apply, and the STOP and HELP keywords.
• The consent language is presented prominently at the point of collection and is not hidden in a privacy policy or terms.
• Consent is not a condition of purchase.

TrialWeave does not purchase or rent marketing lists, and consent is not transferred to unrelated third parties for marketing.

Opt-out

You may opt out of SMS messages at any time by replying STOP. After opting out, you may receive a final confirmation message acknowledging your opt-out. For help, reply HELP.

Message frequency and costs

Message frequency varies by scheduling activity and is limited to transactional and conversational communications related to appointment coordination. Message and data rates may apply depending on your carrier and plan.

4) How we disclose information

We may disclose personal information in the following circumstances:

• With CROs, sponsors, and research sites: to support clinical trial screening, scheduling, and coordination activities.
• Service providers: to operate the Services (for example: cloud hosting, analytics, customer support tools, communications providers).
• Legal and safety: to comply with law, respond to lawful requests, protect rights and safety, and prevent fraud or abuse.
• Business transfers: if we are involved in a merger, acquisition, financing, reorganization, or sale of assets (subject to appropriate safeguards).

5) Data retention

We retain personal information for as long as necessary to provide the Services, meet contractual requirements with our partners, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods may vary depending on the type of data and the applicable partner workflow.

6) Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7) Cookies and similar technologies

We may use cookies and similar technologies to operate our website and understand usage. You can control cookies through your browser settings. Disabling cookies may affect certain site features.

8) Your choices and rights

Depending on your location and applicable law, you may have rights to request access, correction, deletion, or restriction of certain personal information. You may also object to certain processing.

To submit a request, contact us using the details below. We may need to verify your identity before fulfilling a request.

9) Children’s privacy

The Services are not directed to children under 13, and we do not knowingly collect personal information from children under 13.

10) International users

If you access the Services from outside the United States, your information may be transferred to and processed in the United States or other locations where we or our service providers operate.

11) Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The “Effective date” at the top indicates when this policy was last updated. Material changes will be posted on this page.

12) Contact us

If you have questions about this Privacy Policy or our data practices, please contact us: