Privacy Policy

Effective Date: September 2024

At TrialX Inc (“Company,” “we,” “us,” or “our”), we take your privacy seriously. This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our services (“Services”), including visiting our websites (e.g., trialx.com) or engaging with us through sales, marketing, or events. We aim to be transparent in how we handle your data and provide you with the rights and control over your personal information as required by law.

If you have any questions about this Privacy Policy or your privacy rights, please contact us at MyData@trialx.com.

Table of Contents

1. What Information Do We Collect?
2. How Do We Use Your Information?
3. What Legal Bases Do We Rely on to Process Your Information?
4. Our Role as a Data Controller or Data Processor
5. Cookies and Other Tracking Technologies
6. International Data Transfers
7. Data Retention
8. Sharing of Personal Data
9. Your Privacy Rights
10. Children’s Privacy
11. Security Measures
12. California Privacy Rights
13. Updates to This Privacy Policy
14. How to Contact Us

1. What Information Do We Collect?

We collect personal information depending on your interactions with our Services. The types of data we collect include:

• Personal Identifiers: Name, email address, phone number, and other contact information.
• Account Information: Login credentials, usernames, and account settings.
• Health Information: For clinical trial participants, we may collect health-related data, subject to your explicit consent.
• Automatically Collected Data: Device information (such as IP address), browser type, operating system, and usage data through cookies and similar technologies.
• Location Data: With your consent, we may collect geolocation data from your device.
• Job Application Information: If you apply for a job, we collect information such as your resume, employment history, and education details.

We do not process sensitive personal data unless explicitly required for the operation of clinical trials and with your consent.

2. How Do We Use Your Information?

We process personal information for the following purposes:

• Service Provision: To provide access to our platform, support clinical trial operations, and manage user accounts.
• Customer Support: To respond to inquiries, troubleshoot issues, and provide technical support.
• Clinical Trial Operations: For processing data related to trial participants, including managing trial progress and ensuring data compliance with research protocols.
• Analytics and Platform Improvement: To monitor usage patterns and improve our Services through aggregated data analysis.
• Marketing and Communication: With your consent, we may send you updates about our Services and relevant marketing communications.
• Legal Compliance and Security: To comply with legal obligations and protect against fraudulent activities or data breaches.

3. What Legal Bases Do We Rely on to Process Your Information?

For individuals in the European Economic Area (EEA) or United Kingdom (UK), we process your personal information based on the following legal grounds:

• Consent: Where we ask for your explicit consent to process certain personal data (e.g., health data in clinical trials).
• Contractual Necessity: Processing data to fulfill our contractual obligations, such as providing you access to our platform or services.
• Legitimate Interests: For purposes such as improving our services, safeguarding data, and conducting analytics, where these interests are not overridden by your privacy rights.
• Legal Obligations: Where necessary to comply with legal or regulatory requirements.

4. Our Role as a Data Controller or Data Processor

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

• Data Controller: We act as a Data Controller when we collect data directly from individuals (e.g., for marketing or website usage) or when processing data for our own purposes.
• Data Processor: We act as a Data Processor when processing data on behalf of our customers (e.g., clinical trial sponsors or research sites) who are the Data Controllers.

5. Cookies and Other Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to:

• Remember user preferences and settings.
• Provide tailored experiences.
• Collect information about site usage and performance (e.g., through Google Analytics).

You can control cookies through your browser settings, and we provide opt-out mechanisms where applicable.

6. International Data Transfers

We operate globally, and your personal data may be transferred to regions outside your home country, including the United States, the European Union, and other jurisdictions. We ensure that any cross-border data transfers comply with applicable laws, such as using Standard Contractual Clauses (SCCs) or relying on adequacy decisions by data protection authorities.

For users in the EEA, UK, or Switzerland, we comply with legal requirements regarding international data transfers, including safeguards under GDPR.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy, including to meet legal, regulatory, or contractual obligations. When data is no longer required, we securely delete or anonymize it.

For clinical trial data, retention periods may vary depending on regulatory requirements, customer agreements, or the nature of the trial.

8. Sharing of Personal Data

We may share personal data with the following categories of third parties:

• Subprocessors: Companies that provide services on our behalf, such as cloud hosting, analytics, and marketing platforms.
• Clinical Trial Sponsors: For the purpose of fulfilling contractual obligations related to trial management.
• Legal Authorities: To comply with legal obligations or in response to lawful requests by public authorities.
• Business Transfers: In connection with business transactions such as mergers or acquisitions, where personal data may be part of the transferred assets.

All third parties are required to comply with our privacy and security standards.

9. Your Privacy Rights

Depending on your location, you have certain rights regarding your personal information:

• Right to Access: You can request access to your personal data and information about how it is processed.
• Right to Rectification: You have the right to correct inaccurate or incomplete data.
• Right to Erasure: You can request that we delete your personal data, subject to legal limitations.
• Right to Restrict Processing: You can ask us to limit the processing of your personal data in certain circumstances.
• Right to Data Portability: You may request a copy of your data in a structured, machine-readable format.
• Right to Object: You can object to the processing of your data for certain purposes, such as direct marketing or automated decision-making.

To exercise your rights, please contact us at MyData@trialx.com. We will respond to your request in accordance with applicable laws.

10. Children’s Privacy

We do not knowingly collect personal information from individuals under the age of 16. If we become aware that we have inadvertently collected such data, we will take steps to delete it. If you believe that we have collected data from a child under 16, please contact us at MyData@trialx.com.

11. Security Measures

We use a combination of physical, technical, and organizational measures to safeguard your information, including encryption technologies, regular security audits, and threat detection systems. Our security practices follow the principle of least privilege, ensuring that only authorized personnel have access to your data. We regularly monitor, assess, and improve our security infrastructure to stay ahead of potential threats and ensure compliance with industry standards.

12. California Privacy Rights

If you are a California resident, you are entitled to request:

• Information about the categories of personal data we collect, use, and share.
• The right to access and delete personal data, subject to certain exceptions.
• The right to opt out of the sale of your personal data (though we do not sell personal data).

To exercise your California privacy rights, please contact us at MyData@trialx.com.

13. Updates to This Privacy Policy

We may update this Privacy Policy periodically. When we do, we will revise the “Effective Date” at the top of this policy and, where necessary, notify you of significant changes. We encourage you to review this policy regularly to stay informed about how we protect your information.

14. How to Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at:

Email: MyData@trialx.com
Mailing Address: TrialX Inc, [Insert Office Address]
Phone: +1 212 537 6944

You may also submit requests to review, update, or delete your personal information at: https://www.trialx.com/about#contact