Privacy Policy for Clinical Site Users

Doctor handshaking with a couple at the hospital

Effective Date: January 1, 2024

[En español]

 

SiteRx Privacy Policy

 

This Privacy Policy describes the types of information SiteRx, Inc. (“SiteRx,” “we,” “us,” or “our”) will receive about you in connection with conducting review and analysis to help determine your potential eligibility to participate in current and/or prospective studies (“Studies”) by clinical research sponsors (“Sponsors”), as well as how we use such information and any additional information you authorize us to obtain from you or your healthcare provider(s), what choices are available to you regarding collection, use, and distribution of such information, our efforts to protect such information, and with whom such information may be shared. We also assist the Sponsors, its vendors and service providers, and clinical research sites to facilitate the recruitment of individuals to participate in the Studies.


Information Shared with Us During Review Process

During the review process, we may receive identifiable information about you and your health on behalf of a Sponsor that is limited and necessary to provisionally evaluate your potential eligibility for participation in the Studies. As a reminder, such information may include your:

  • Name
  • E-mail address
  • Phone number
  • Address
  • IP address
  • Identification Number
  • Location Data (e.g., ZIP or postal codes)
  • On-line Identifier
  • Sensitive personal information that may include one or more factors specific to physical, psychological, genetic, mental, economic, cultural or social identity of a natural person, such as your: medical conditions and its severity, medical test results, age, height & weight, lifestyle/habits (e.g., exercise, smoking), prior medical procedures, medical symptoms, ethnicity, existing participation status or willingness to participate in a clinical trial, choice of physician or medical clinic, requested or actual appointment date and time, etc.


Uses and Disclosures of Your Personal Information 

To facilitate your screening process for the Studies by clinical research sites, SiteRx will use the identifiable information about you and your health from your medical records provided by you, or if applicable, received by us from your physician(s). If we requested your medical records on your behalf, the HIPAA Authorization Form/Request for Medical Records that you signed authorizes your physician(s) and/or their agents and representatives to disclose your medical records to us.

SiteRx will use and disclose the identifiable information about you and your health provided to us by a Sponsor or its vendors and service providers, and the identifiable information about you and your health that is included in your medical record (collectively, your “Personal Information”) for a variety of purposes that are limited and necessary to the delivery of services to the Sponsor and the operation of our business.

SiteRx may use and disclose your Personal Information to:

  • To each applicable Study site to facilitate your eligibility determination, screening and participation as a research subject in the Studies, so the site may conduct screening, informed consent and research enrollment activities;  
  • Provide our services to Sponsors and generally manage and administer our business, including required legal and regulatory compliance, and records retention processes;
  • Develop and improve our services;
  • Contact and communicate with you via land line phone, cell phone, email, or text message (with your consent cell and data charges may apply);
  • Respond to circumstances permitted or required by law, including defending and bringing legal actions; or
  • Ensure the safety, security and integrity of our services, operations, and business.

SiteRx may also combine your Personal Information with information we obtain from other sources, such as public records or websites, or other third parties. SiteRx reserves the right to remove the identifiers from your Personal Information to create information that does not identify you. This information may be used by SiteRx for data aggregation and data analytics, to improve our products and services, or for other lawful purposes.

SiteRx may disclose your Personal Information to third party service providers, such as IT support services, customer service providers, and other services providers that support us and the Sponsor and facilitate the services we and they provide to you. These companies are authorized to use your Personal Information only as necessary to provide these services to us and the Sponsor.

SiteRx may disclose your Personal Information to a third party in the event of a reorganization, merger, sale, joint venture, assignment, transfer, or other disposition of all or any portion of our business, assets, or stock (including in connection with any bankruptcy or similar proceedings). You will be notified via email and/or a prominent notice on our website, of any change in ownership.  

SiteRx may disclose your Personal Information as we believe to be necessary or appropriate, including: (a) as permitted by applicable law; (b) to comply with legal process; (c) to respond to requests from public and government authorities; (d) to enforce our terms and conditions; (e) to protect our operations; (f) to protect our rights, privacy, safety, or property, and/or that of our affiliates, you, or others; and (g) to allow us to pursue available remedies or limit damages that we may sustain. We may also disclose your Personal Information to other third parties with your prior consent.

By submitting your contact information, such as email or phone, to us, you agree to receive communications, including electronic or text messages, from us or clinical trial representatives about this clinical trial related to Studies for with you may be potentially eligible. You may unsubscribe from these phone/electronic/text communications at any time by contacting us at privacy@siterx.com.

 

Use of SiteRx’s Services by Minors

Use of our services is not generally directed to individuals under the age of 18, and we request that these individuals not provide personal information and/or sensitive data to us through our service providers unless identified as appropriate by a Sponsor in the protocol criteria. However, the Sponsor may be specifically seeking this age group for a Study. In such Studies, parental consent may be required as part of the pre-screening process. If personal information related to individuals under the age of 18 is identified and deemed inappropriate, reasonable steps will be taken to delete the information.

 

Security

SiteRx uses reasonable measures to protect your Personal Information, such as using physical, technical, and administrative security safeguards to reduce the risks of loss, misuse, unauthorized access, disclosure, or alteration. For example, we limit access to your Personal Information to authorized employees, service providers, contractors, and other individuals/entities who need access to perform services as described in this Privacy Policy. However, no data transmission over the Internet or data storage system can be guaranteed to be 100% secure.

 

 

Retention Period

We retain your personal information for the period necessary to fulfill the purposes for which it was collected and processed, as outlined in this Privacy Policy, including to satisfy any legal and regulatory obligations, resolve disputes and enforce our terms of service and policies, unless a longer retention period is required or allowed by law or to otherwise fulfill a legal obligation. Upon expiration of the applicable retention period we securely destroy Personal Information in accordance with applicable laws and regulations.

 

Your Access to Other Websites

This site may contain links or references to other websites to which this Privacy Policy does not apply. We encourage you to read the Privacy Policy of every website you visit.

 

California Privacy Rights

If you are a resident of California, you may be entitled to certain rights with respect to your PII.  You can learn more information by visiting the SiteRx Privacy Policy for California Residents.

 

Updates to This Privacy Policy

Because of changes in the law and the changing nature of technology, SiteRx’s privacy practices may change from time to time. Accordingly, we reserve the right to update or modify this Privacy Policy at any time without prior notice. If and when we make changes to our privacy practices that are deemed material under applicable legal standards, SiteRx will post the changes on this page to notify you of the changes. We may also choose to notify you of changes to this Privacy Policy in other ways. Such changes to the Privacy Policy will become effective when posted and as dated. We encourage you to check for updates frequently by clicking on this Privacy Policy link.

 

Contacting Us

If you have any questions about this Privacy Policy, please contact us at privacy@siterx.com.