Privacy · policy

Privacy Policy

Effective Date: May 10, 2026

1. Introduction

AccuraTrials LLC ("we," "us," or "our") operates the AccuraTrials electronic data capture platform at accuratrials.com and app.accuratrials.com. This Privacy Policy describes how we collect, use, store, and protect information from visitors to our marketing website and users of our clinical trial platform.

2. Information We Collect

2.1 Website Visitors

When you visit accuratrials.com or submit a demo request form, we may collect:

  • Name, email address, and organization name (from contact forms)
  • Role and study type (from demo request forms)
  • Browser type, IP address, and pages visited (via server logs)

2.2 Platform Users

When your organization uses the AccuraTrials EDC platform, we process:

  • User authentication credentials (email, encrypted password)
  • Audit trail records (username, timestamp, action, IP address)
  • Session metadata (device fingerprint, login/logout times)
  • Clinical trial data entered by your organization's authorized users

2.3 Clinical Trial Data

Clinical trial data (including subject data, CRF entries, queries, and electronic signatures) is entered and managed by your organization. We act as a data processor on behalf of your organization (the data controller). We do not access clinical data except as necessary to operate and maintain the platform.

3. How We Use Information

We use collected information to:

  • Respond to demo requests and sales inquiries
  • Provide and maintain the AccuraTrials platform
  • Enforce access controls and security measures
  • Maintain audit trails required for regulatory compliance
  • Send service-related communications (system updates, security alerts)
  • Improve platform functionality and performance

We do not sell your personal information. We do not use clinical trial data for advertising or marketing purposes.

4. Data Security

We implement industry-standard security measures including:

  • Encryption in transit (TLS 1.2+) and at rest (AES-256)
  • Role-based access controls with 39 granular permissions
  • Session management with idle timeouts and device fingerprinting
  • Tamper-evident, hash-chained audit trails for all data modifications
  • Regular security assessments and infrastructure monitoring
  • Encrypted backups with key rotation

5. Data Retention

Website inquiry data is retained for up to 24 months after your last interaction. Clinical trial data is retained according to your organization's configured retention policies and applicable regulatory requirements (typically 15+ years for FDA-regulated studies). Audit trail records are retained permanently and cannot be deleted.

6. Data Sharing

We do not share your data with third parties except:

  • Infrastructure providers necessary to operate the Service (cloud hosting, database services)
  • When required by law, regulation, or valid legal process
  • With your organization's explicit written consent

7. HIPAA Compliance

For organizations subject to HIPAA, AccuraTrials supports Protected Health Information (PHI) handling through field-level PHI designation, role-scoped access controls, and comprehensive access audit trails. Business Associate Agreements (BAAs) are available upon request.

8. GDPR Compliance

For users in the European Economic Area, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion of your data (subject to regulatory retention requirements)
  • Object to processing of your data
  • Request data portability

To exercise these rights, contact us at jgui@accuratrials.com. Note that clinical trial audit trail data cannot be deleted due to regulatory requirements (21 CFR Part 11, ICH E6 GCP).

9. Cookies and Tracking

Our marketing website uses essential cookies for session management. We do not use third-party advertising trackers. The platform application uses authentication cookies and session tokens necessary for secure operation.

10. Children's Privacy

The Service is not directed at individuals under 18 years of age. We do not knowingly collect personal information from children. Clinical trial subject data involving minors is entered by authorized clinical staff, not by minors themselves.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. We will notify platform users of material changes via email or in-app notification.

12. Contact

For privacy-related questions or to exercise your data rights, contact:

AccuraTrials LLC
Madison, Wisconsin, United States
jgui@accuratrials.com