Website Privacy Policy Effective Date: 04/29/2026 This Privacy Policy explains how TRIALSNEST LLC, doing business as TrialsNest ("TrialsNest," "we," "us," or "our"), collects, uses, shares, and protects information when you use our website, app, portals, and related services.
This Privacy Policy applies to general personal information and website/app information. Where information is protected health information under HIPAA, our use and disclosure may also be governed by HIPAA, applicable Business Associate Agreements, and our HIPAA Privacy & Security Notice.
Information We Collect
We may collect the following categories of information:
Account and Contact Information Name Email address Phone number Address or general location Date of birth or age range Username, account credentials, and authentication information Role, organization, site, sponsor, or study affiliation Health and Study Interest Information Study interest forms Prescreening responses Medical condition interests Demographic information relevant to study criteria Health history or medication information you choose to provide Documents you upload for study review Appointment information Communication history with study staff Communications Messages sent through the platform Email and SMS communication records Support requests Call notes or outreach logs where used by authorized staff Technical and Usage Information IP address Device and browser information Log data Pages visited Referral pages Session information Security and audit logs Cookies or similar technologies where permitted Payment or Billing Information If applicable, payment or billing information may be collected by us or by our payment processor. Do not enter payment card information into non-payment fields.
How We Use Information
We may use information to:
Provide, operate, maintain, and improve TrialsNest.
Create and manage accounts.
Match or route study interest forms to authorized study teams.
Support prescreening, recruitment, scheduling, and study coordination.
Communicate with you about your account, study interest, appointments, documents, and support requests.
Send SMS/text messages if you opt in.
Generate dashboards, reports, audit logs, and operational analytics.
Protect security, prevent fraud, and enforce policies.
Comply with legal, regulatory, contractual, audit, and compliance obligations.
De-identify or aggregate information for analytics, product improvement, and reporting where permitted.
How We Share Information
We may share information with:
Clinical Research Sites and Study Teams If you express interest in a study or submit prescreening information, we may share relevant information with authorized site staff, coordinators, investigators, or study teams.
Sponsors and Research Organizations Where permitted, we may share information with sponsors, contract research organizations, or authorized research partners for recruitment, reporting, study operations, and compliance. Individual-level information will only be shared where permitted by consent, authorization, contract, law, or applicable study requirements.
Service Providers and Vendors We may use service providers for hosting, cloud infrastructure, authentication, email, SMS, analytics, security, storage, support, and other operations. Vendors must handle information according to contract terms and applicable law. Where required by HIPAA, we will use Business Associate Agreements.
SMS/Text Messaging Consent Data TrialsNest does not sell, rent, share, or transfer mobile information, SMS opt-in data, or SMS consent status to third parties or affiliates for promotional or marketing purposes. We may share SMS-related information with service providers, phone companies, messaging platforms, and other vendors only as needed to provide and operate the text messaging service.
Legal, Safety, and Compliance Purposes We may disclose information to comply with law, legal process, regulatory obligations, audits, investigations, security incidents, enforce our agreements, prevent harm, or protect rights and safety.
Business Transfers If TrialsNest is involved in a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction, subject to appropriate protections.
HIPAA and PHI
TrialsNest may act as a Business Associate to covered entities or other business associates when we create, receive, maintain, or transmit PHI on their behalf. In those cases, we handle PHI according to HIPAA, our Business Associate Agreements, and applicable law.
Depending on how the Service is used, some information you provide directly to TrialsNest may not always be PHI under HIPAA. Even when information is not PHI, we treat health-related information carefully and apply privacy and security controls designed for sensitive information.
Cookies and Tracking Technologies
We may use cookies or similar technologies to operate the website, remember preferences, improve performance, measure usage, and protect security. On pages or portals that may involve PHI or sensitive health information, TrialsNest should not use advertising pixels, retargeting pixels, or analytics tools that disclose PHI to vendors without appropriate authorization and compliance review.
Google Analytics, if enabled, should be limited to public marketing pages after analytics consent and configured without advertising signals, ad personalization, or sensitive workflow tracking.
See our Cookie Policy for more details.
SMS/Text Messages
If you opt in to SMS/text messages, we may send study-related, account-related, appointment-related, or support-related texts. Message frequency varies. Message and data rates may apply. Reply STOP to opt out and HELP for help. For SMS help, you may also contact support@trialsnest.com or call +1 407-906-5809.
SMS is not always a secure form of communication. Do not send emergency information or highly sensitive medical details by SMS.
Your Choices
You may:
Update account information.
Request access to certain personal information.
Request correction of inaccurate information.
Request deletion where legally and contractually permitted.
Opt out of marketing emails.
Reply STOP to opt out of SMS messages.
Contact us about privacy questions.
Some records may be retained as required by law, contract, audit obligations, study obligations, security obligations, or legitimate business purposes.
Data Retention
We retain information for as long as necessary to provide the Service, comply with law, meet contractual obligations, support audits, resolve disputes, enforce agreements, and maintain security. PHI and study records may be subject to site, sponsor, IRB, regulatory, or contractual retention requirements.
Data Security
We use administrative, technical, and physical safeguards designed to protect information. These may include encryption, access controls, authentication, logging, monitoring, vendor review, least-privilege access, and incident response procedures.
No system is perfectly secure. You are responsible for protecting your account credentials and notifying us promptly of suspected unauthorized access.
Children's Privacy
TrialsNest is not intended for use by children under [13/16/18] without appropriate parent, guardian, site, or legally authorized representative involvement. If a study involves minors, additional consent, assent, parental permission, and study-specific procedures may apply.
State Privacy Rights
Depending on where you live, you may have additional privacy rights under state law. These may include rights to access, correct, delete, or receive a copy of personal information, and to opt out of certain uses. To exercise rights, contact privacy@trialsnest.com.
TrialsNest does not sell personal information as traditionally understood. If any use of advertising cookies, retargeting, or third-party tracking is considered a "sale" or "sharing" under applicable law, we will provide required notices and opt-out rights.
International Users
TrialsNest is intended primarily for users in the United States unless otherwise stated. If you access the Service from outside the United States, you understand that information may be processed in the United States.
Changes to This Policy
We may update this Privacy Policy from time to time. The updated version will be posted with a new effective date.
Contact
Privacy questions may be sent to:
TRIALSNEST LLC 2875 S Orange Ave STE 500 #6096 Orlando, FL 32806-5471 privacy@trialsnest.com