Privacy Policy

Effective Date: March 14, 2026

Company: IRBTrialsLink, LLC dba New Trials Link ("Company", "we", "us", or "our")

Location: Raleigh, North Carolina

This Privacy Policy explains how IRBTrialsLink, LLC dba New Trials Link collects, uses, discloses, and safeguards your information when you visit our website (www.newtrialslink.com) and our secure clinic portal (app.irbtrialslink.com). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site.

1. Information We Collect

We collect information that identifies, relates to, describes, or could reasonably be linked to you ("Personal Information"). The types of data we collect depend on whether you are a Patient/Volunteer or a Clinical Site User.

A. For Patients & Volunteers

  • Contact Information: Name, email address, and phone number.

  • Health & Medical Data: Answers to clinical trial pre-screening questionnaires. This data is highly sensitive and is treated with the highest security standards.

  • Device & Usage Data: IP address, browser type, operating system, and interaction data. We utilize local storage on your device strictly for security purposes (e.g., to prevent automated bot submissions and limit repeated screener attempts).

B. For Clinical Site Users

  • Account Information: Professional email, clinic name, and assigned trial identifiers (NCT IDs).

  • Financial Information: Payment details. All payments are processed securely by our third-party payment processor (Stripe). We do not store your full credit card number or bank details on our servers.

2. How We Use Your Information

We use the information we collect for the following business and healthcare purposes:

  • Pre-Screening & Eligibility: To evaluate patient eligibility for specific IRB-approved clinical trials using our automated AI reasoning engine.

  • Secure Routing: To securely transmit eligible patient contact and medical data to the specific research clinic conducting the trial, only after the patient has explicitly verified their email address (Double Opt-In).

  • Security & Integrity: To protect against malicious activity. We monitor for duplicate applications and use device-level tracking to enforce a 24-hour "cooling-off" period if multiple failed attempts are detected, ensuring the integrity of clinical data.

  • Platform Operations: To maintain and improve our application, monitor usage trends, and manage clinic billing.

3. How We Share Your Information

We absolutely do not sell, rent, or trade your personal or medical data to third-party data brokers or marketing agencies. We only share information in the following strictly controlled scenarios:

  • With the Research Clinic: If a patient passes the pre-screener and verifies their email, their secure profile is forwarded to the specific clinic conducting that trial.

  • With Service Providers: We share data with trusted third-party vendors who provide infrastructure services (e.g., secure cloud hosting, our AI reasoning engine, and payment processors). These vendors are legally bound by strict data protection agreements.

  • For Legal Obligations: We may disclose your information if legally required to do so to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process.

4. Protected Health Information (PHI) & HIPAA Compliance

While New Trials Link acts as a bridge, we employ technical safeguards consistent with the Health Insurance Portability and Accountability Act (HIPAA) Security Rule:

  • Data Masking: Patient identities are masked (reduced to initials) in the clinic dashboard until the clinic explicitly unlocks the profile.

  • Encryption: All data is encrypted in transit using TLS 1.3 and at rest using AES-256 military-grade encryption.

  • Access Controls: Strict role-based access ensures only authorized clinical personnel can view decrypted patient data.

5. Cookies and Local Storage

We use minimal tracking technologies. We explicitly use Local Storage to implement our "Anti-Gaming Protocol." This places a secure timestamp on your device to prevent brute-force guessing on our clinical questionnaires. By using our screener, you consent to this necessary security feature.

6. Your Data Privacy Rights

Depending on your location, you may have the right to:

  • Request access to the Personal Information we hold about you.

  • Request the deletion of your Personal Information from our active databases.

  • Opt-out of future communications.

Note: If your data has already been securely transferred to a Research Clinic, you may need to contact the clinic directly to be removed from their internal systems.

7. Data Retention

We retain personal information only for as long as is necessary for the purposes set out in this Privacy Policy, or as required by law. Unverified patient leads or leads that fail the screening criteria are periodically purged from our system to minimize data footprint.

8. Contact Us

If you have questions or comments about this Privacy Policy, please contact our Data Privacy Officer at:

IRBTrialsLink, LLC dba New Trials Link

Raleigh, North Carolina

Email: privacy@newtrialslink.com