eClinPro Privacy Policy
As your trusted Electronic Clinical Trial Management System, eClinPro takes the protection of your information seriously. This Policy explains what information is collected through our Services, how it is used and protected, and who is responsible for it.
Who This Policy Covers, and Who Owns Your Data
eClinPro provides its platform to clinical trial sites, sponsors, and other organizations ("Companies"). If you are using eClinPro as an employee, contractor, or study participant connected to a Company, that Company — not eClinPro — owns and controls your information. Each Company has its own administrator responsible for configuring the platform for its organization, including which features (such as the integrations described below) are enabled for its users.
eClinPro acts as a service provider and, where applicable under HIPAA, as a Business Associate to each Company under a signed agreement. eClinPro's support personnel may access information as needed to maintain and support the Services, but does not use it for any purpose outside providing the Services to the Company. We also rely on select service providers to operate the Services; we require these providers to protect information consistent with this Policy and applicable law, including Business Associate Agreements where required under HIPAA.
Information We Collect
Under the Health Insurance Portability and Accountability Act (HIPAA) of 1996, protected health information (PHI) is considered to be individually identifiable information relating to the past, present, or future health status.
Information collected through your use of eClinPro may fall under this classification, and may include medical records and demographic information. We collect information both actively — information you or your Company provide to us directly — and passively, through your ordinary use of the Services. In all cases, we use and disclose this information to support the operation of the Services for your Company, consistent with the agreement between eClinPro and that Company.
We may use or disclose information without prior authorization only where permitted or required by law, including for:
- Health oversight.
- Abuse or neglect.
- Public health issues.
- Food and drug administration requirements.
- Communicable diseases.
- Legal proceedings.
- Law enforcement.
- Military activity and national security.
- Criminal activity; prison inmates.
- Coroners, funeral directors, and organ donation.
- Medical research.
- Workers' compensation.
Third-Party Integrations
eClinPro offers integrations with third-party services to support your workflow. Some integrations are opt-in, where you choose to connect your own account (such as Calendar Integration); others involve your Company sharing limited information on your behalf to enable a specific function, such as stipend payments, as described below.
Calendar Integration
This feature is not active across the platform by default. Your Company's administrator must first enable calendar integration for your organization. Once enabled, if you personally choose to link your calendar from your profile, we access a limited set of information, strictly to keep your schedule in sync between eClinPro and your linked calendar:
- Your free/busy availability status.
- The ability to create, update, and delete calendar events that mirror your eClinPro schedule, on the calendar you link.
The permission we request technically allows broader access to your calendar, but eClinPro is designed to only read your free/busy availability and to only create, modify, or delete the events it created on your behalf. We do not read, modify, or delete any of your other existing calendar events.
Events synced through this feature are visible only to you within eClinPro. Other eClinPro users only ever see your general availability (free/busy), never the details of your linked calendar's events. We do not share this information with any third party, and we do not use it for any purpose beyond keeping your schedule in sync.
Access tokens connecting your account to your linked calendar are stored encrypted. We do not store the content of your calendar events anywhere in eClinPro; we retain only the minimal reference needed to recognize events we created, so we can keep them updated. If you unlink your calendar, we delete this reference and your access token. Information obtained through this integration is never used to create, train, or improve any AI/ML model, and eClinPro's AI features do not have access to it.
Stipend and Payment Processing
If your Company uses our integration with a third-party payment service to issue electronic stipend or reimbursement payments, your Company may send limited contact information — your email address or phone number — to that service so it can set up an account for you to receive payment. Your Company is responsible for providing any consent or notice required for this sharing, consistent with its own informed consent and participant communication processes. eClinPro does not process, store, or have access to your payment card details or financial account information; account setup and payment are handled directly by the payment service under its own privacy and security practices, which we encourage you to review.
Advertising and Recruitment Integration
If your Company uses our integration with third-party advertising and social media platforms to support patient recruitment, contact information submitted by interested individuals through online recruitment advertisements — such as a name, email address, or phone number — may be received by eClinPro to populate recruitment records within the Services. This information is used only to support recruitment for the study it relates to.
Data Retention and Deletion
We retain information for as long as necessary to provide the Services to your Company, consistent with our agreement with that Company and applicable legal, regulatory, and recordkeeping requirements. When information is no longer needed for these purposes, we delete or de-identify it in accordance with our data retention procedures. Specific retention periods may vary by Company agreement and applicable study requirements.
How We Protect Your Information
We maintain administrative, technical, and physical safeguards designed to protect your information, including encryption of data at rest through our infrastructure providers, and access controls that limit who within eClinPro and your Company can view your information based on role. In the event of a breach affecting your information, eClinPro is committed to notifying affected parties within 72 hours of becoming aware of the incident, consistent with applicable legal requirements and our agreements with Companies.
International Data Transfers
If your information is transferred internationally in connection with the Services — for example, where a Company's sponsor or affiliates are located outside the United States — we take steps designed to ensure appropriate safeguards are applied to that information consistent with applicable data protection law.
Your Rights and Choices
You have the right to contact us to request changes to your information records, including updating communication preferences or the individuals authorized to act on your behalf. The request must be clearly explanatory of the exact changes being requested.
Depending on your location and applicable law, you may have additional rights, which may include the right to access, correct, delete, or receive a copy of your information, or to object to certain uses. To exercise these rights, please contact your Company's administrator in the first instance, as they control your information; eClinPro will support your Company in responding to your request as required under our agreement with them.
You may set your preferred communication channels at any time; we will ask for your consent on any type of communication options you select.
Cookies and Similar Technologies
We use only strictly necessary cookies required for the Services to function, such as maintaining your session and remembering your preferences and filters within the platform. We do not use cookies for advertising or cross-site tracking purposes.
Children's Information
eClinPro's Services are provided to Companies for use by their authorized personnel and study participants as configured by that Company. Where a clinical study involves minors, participation and the handling of that minor's information is governed by the sponsoring Company's own informed consent and research ethics procedures, not directly by eClinPro.
State and Other Jurisdictional Rights
Depending on your state or country of residence, you may have additional privacy rights under applicable law. Please contact us using the information below to make a request, and we will respond consistent with applicable requirements.
Changes to This Policy
We reserve the right to change this Policy and will inform you before changes take effect, consistent with applicable law and our agreements with Companies.
Compliance
For inquiries or complaints regarding our Privacy Policy you can contact us at:
- eClinPro, LLC.
- 1581 W 49TH ST #231,
- HIALEAH,
- 33012
- Tel: +1 (786) 705-2045
- Email: contact@eclinpro.com
