Privacy Policy

Introduction

Centricity Research (“we,” “us,” or “our”) is committed to protecting your personal and health information. We operate clinical trial recruitment and outreach services in the United States and Canada, and comply with applicable privacy laws including HIPAA in the U.S. and PIPEDA in Canada. This Privacy Policy explains what information we collect, how we use and share it, how it is stored and protected, and your rights. By using our website or providing your information to us, you consent to the practices described here.

Health Information Disclaimer: The content on our website is for informational purposes only and is not intended to be a substitute for professional medical advice, diagnosis, or treatment. Always seek the advice of a qualified health provider. Centricity Research staff will not provide personal medical advice through the website; any inquiries of a medical nature will be directed to appropriate healthcare professionals.

Information We Collect

• Contact and Personal Identifiers: Name, email, phone number, mailing address, and similar details you provide when expressing interest in a trial or business inquiry.
• Health and Demographic Information: Age, gender, medical conditions, medications, and other health details you choose to provide to determine study eligibility.
• Inquiry Details and Communications: Free-text messages and records of our email or phone communications with you.
• Business Development Leads: Professional contact information and company details for CROs, sponsors, or other partners.
• Website Usage Data: IP address, device/browser type, operating system, referring site, pages visited, and visit times collected automatically via cookies and similar technologies.
• Cookies and Tracking Technologies: Small text files to remember preferences, support analytics, and measure outreach effectiveness.

How We Use Your Information

• Clinical Trial Enrollment and Pre-Screening: Assess eligibility and match you with appropriate studies.
• Service Responses: Reply to your inquiries and provide requested information.
• Outreach and Engagement: Notify you of relevant trials or programs when you opt in, with an easy opt-out.
• Business Development: Manage relationships with sponsors, CROs, and partners.
• Website Operation and Improvement: Analyze site usage to troubleshoot and enhance performance.
• Analytics and Tracking: Use tools like Google Analytics to gather aggregated, pseudonymous reports.
• Safety and Legal Compliance: Investigate fraud, comply with laws, and report adverse events.
• Internal Operations: Conduct quality assurance, audits, training, and service development.
• Other Purposes with Your Consent: Any new use beyond those above will require your permission.

How We Share Your Information

• Research Staff and Affiliated Sites: Internal teams and site investigators to coordinate recruitment and study activities.
• Study Sponsors and CROs: Limited data sharing under study consent and regulatory requirements.
• Service Providers: Third parties like Salesforce, Alleviate Health, and analytics providers under contractually enforced safeguards.
• Business Development: Manage relationships with sponsors, CROs, and partners.
• Legal and Regulatory Disclosures: When required by law, court order, or to report public health events and adverse reactions.
• Protective or Emergency Situations: To prevent harm or investigate misuse of our services.
• Business Transactions: In mergers or acquisitions, with continued privacy obligations.
• With Your Consent: Any other sharing only with your explicit permission.

We do not sell or rent your personal information for third-party marketing.

Cookies and Tracking Technologies

We use:

• Essential Cookies for site functionality.
• Analytics Cookies to collect de-identified site usage data.
• Advertising and Social Media Cookies to measure outreach effectiveness, with no sharing of personal data.
• Functionality Cookies to remember your preferences.

You can manage or disable cookies via your browser settings, though this may affect site performance. You may also opt out of analytics tracking through browser extensions or industry opt-out tools provided by analytics and advertising networks.

Data Retention

• We retain participant inquiry data indefinitely to consider you for future studies unless you request deletion.
• Clinical trial records are kept per regulatory requirements.
• Business contact information is retained as long as the professional relationship exists.
• Analytics data is anonymized and stored for a limited period.
• We periodically review and securely delete or de-identify data no longer needed.
• You may request deletion of your personal information at any time, subject to legal or contractual obligations.

Data Security

We employ administrative, physical, and technical safeguards, including:

• Access Controls and staff training.
• Encryption in transit (HTTPS) and at rest.
• Firewalls and Network Security systems.
• De-identification of data when possible.
• Audit Trails and monitoring.
• Secure Disposal of paper and electronic records.
• Incident Response procedures, including breach notification protocols.

Cross-Border Data Transfers

Your data may be transferred between the U.S. and Canada. We ensure a comparable level of protection through uniform security measures and contractual obligations with third-party providers. You consent to such transfers by submitting your information.

Your Rights and Choices

• Access: Request a copy of your personal information.
• Correction: Ask us to amend inaccurate or incomplete data.
• Withdrawal of Consent / Opt Out: Stop future use or communications at any time.
• Deletion: Request erasure of your data when no longer needed.
• Restrictions (HIPAA): Request limits on uses or disclosures of PHI.
• Confidential Communications (HIPAA): Specify how and where we contact you.
• Accounting of Disclosures (HIPAA): Obtain a list of certain disclosures made.
• Complaints: File a privacy complaint with us or the appropriate regulator without retaliation.

To exercise these rights, contact our Privacy Officer. We may need to verify your identity and will respond within required legal timeframes.

HIPAA Compliance (U.S.)

As a HIPAA-covered entity, we follow federal rules for PHI, including permitted uses for treatment, payment, and healthcare operations, required disclosures for public health and legal compliance, and special protections for research, law enforcement, and emergencies. You have additional HIPAA-specific rights, including breach notification and the right to a paper copy of our HIPAA Notice.

PIPEDA Compliance (Canada)

In Canada, we adhere to PIPEDA’s ten fair information principles: accountability, identifying purposes, consent, limiting collection, use/disclosure/retention, accuracy, safeguards, openness, individual access, and challenging compliance. Our Privacy Officer is responsible for ensuring we meet these principles and handle complaints fairly and transparently.

Updates to this Privacy Policy

We may update this policy periodically. Material changes will be highlighted on our website or communicated directly to you. Continued use of our services after changes indicates acceptance of the revised policy.