Privacy Policy

Last updated: October 6, 2026.

The TrialAssure Privacy Policy has been updated to demonstrate our commitment to protecting private/personal information and data (“Data”) and our adherence to applicable data protection law.

International data transfers

TrialAssure is based in the United States, with an establishment in the European Union (TrialAssure B.V., Eindhoven, Netherlands). TrialAssure does not participate in the EU-U.S. Data Privacy Framework. Where personal data is transferred from the European Union, the United Kingdom or Switzerland to TrialAssure in the United States, or to our service providers, the transfer relies on Standard Contractual Clauses approved for that purpose, or on another safeguard recognized by the law of the country the data comes from, together with the technical and organizational measures described in this policy.

TrialAssure is subject to the investigatory and enforcement powers of the U.S. Federal Trade Commission.

Who is responsible for your data

For personal data collected through this website and through the TrialAssure services, the controller is TrialAssure, 6880 Commerce Blvd, Canton, MI 48187, United States. TrialAssure B.V., Flight Forum 40, Ground floor, Suite 31, 5657 DB Eindhoven, Netherlands, is our establishment in the European Union.

Where TrialAssure processes personal data contained in materials supplied by a customer — for example clinical documents or datasets submitted for anonymization or drafting — the customer is the controller and TrialAssure acts as a processor on that customer’s documented instructions, under the terms of the applicable agreement and Data Processing Agreement.

Questions about privacy can be sent to support@TrialAssure.com.

Privacy contact

Questions about this policy or about how we handle personal data, and requests to exercise your rights, go to support@TrialAssure.com. The people responsible for data protection at TrialAssure review every request and reply within 30 days.

Collected Data & Data Usage

TrialAssure collects Data from individuals who visit our website (“Visitors”) and individuals who use TrialAssure services (“Customers”).

When you request additional information about TrialAssure, contact TrialAssure via our website, or register to use TrialAssure services, TrialAssure may require you to provide contact information such as your name, company, name, title, address, phone number(s), fax number, and email address.

When purchasing TrialAssure services, financial qualification and billing information may be requested, such as billing name and address, credit card number, and the number of project team members. TrialAssure uses the collected Data to perform the requested services. For example, if you complete a web contact form, TrialAssure will use the information provided to contact you with details regarding the TrialAssure services of interest.

TrialAssure may also use the collected Data for marketing or other legitimate business purposes. For example, TrialAssure may use the collected Data to contact you to further discuss your interest in TrialAssure services, and to send information regarding our company or partners, which may include promotions and events. You may opt-out of receiving marketing communications from TrialAssure at any time by referring to the Opt-Out Policy below.

All financial and billing information collected is used solely to verify the qualifications of prospective Customers and to invoice for services provided. Financial and billing information is not used by TrialAssure for marketing or promotional purposes.

TrialAssure may also collect information about your interaction with our website. For example, TrialAssure may use technologies, such as cookies (described below), to collect information about the pages you view, the links you click and other actions you take on our site. Additionally, TrialAssure may also collect certain standard information that your browser sends to every website you visit, such as your IP address, access times, and referring website addresses. This information is primarily used to help diagnose technical problems, for administrative purposes, to compile non-identifying aggregate statistics about site usage and to improve the quality of our website and services.

If analytics cookies are on when you submit a demo or contact form, the form also carries how you first arrived at the site and a short summary of what you did during that visit (see Cookies and similar technologies on this site). If they are off, a form carries only what you type into it and the page you sent it from.

We process personal data only where a lawful basis under Article 6 of the GDPR applies. In practice that means:

Where we rely on legitimate interests, we have considered the effect on you and you may object at any time — see Your rights under data protection law.

Artificial Intelligence (AI) Policy

At TrialAssure® , we recognize the transformative potential of artificial intelligence (AI) and its impact on our products, services, and interactions with users. This Artificial Intelligence Policy outlines our principles, practices, and commitments regarding the responsible development, deployment, and use of AI technologies on our website and platform.

Ethical AI Development and Deployment

We are committed to developing and deploying AI technologies in an ethical and responsible manner, ensuring that they align with our values of integrity, transparency, and respect for human rights.

Our AI systems are designed to enhance user experiences, improve efficiency, and drive innovation while minimizing potential risks and adverse impacts.

Transparency and Accountability

We strive to be transparent about the use of AI on our website and platform, providing clear explanations of how AI technologies are utilized to deliver services and make decisions.

We maintain accountability for the decisions made by AI algorithms, ensuring that they are fair, unbiased, and compliant with legal and ethical standards.

Data Privacy and Security

We prioritize the privacy and security of data processed by our AI technologies, implementing robust measures to protect against unauthorized access, disclosure, alteration, or destruction.

Your information, which includes prompts, input data, and responses, is not available to other customers or the AI model. Your information is not used to improve AI models or any third-party product or service.

Fairness and Bias Mitigation

We actively work to mitigate biases and ensure fairness in our AI systems, regularly monitoring their performance across different demographic groups and making adjustments as necessary.

Our AI algorithms are designed to promote inclusivity and diversity, avoiding discrimination based on race, gender, ethnicity, or other protected characteristics.

Human Oversight and Intervention

While AI plays a significant role in our operations, human oversight and intervention remain essential, particularly in critical or sensitive matters.

We empower our users with the ability to review, challenge, or appeal decisions made by AI technologies, providing avenues for human intervention when needed.

Continuous Improvement and Innovation

We are committed to continuous improvement and innovation in our AI technologies, striving to enhance their accuracy, efficiency, and effectiveness over time.

Feedback from users, stakeholders, and experts is actively solicited and incorporated into the development and refinement of our AI systems.

Compliance with Regulations and Standards

We adhere to applicable laws, regulations, and industry standards governing the use of AI, including data protection, privacy, and non-discrimination laws.

Our AI technologies are designed to support compliance with regulations such as GDPR, HIPAA, and other relevant data protection and privacy laws.

User Education and Empowerment

We provide educational resources and guidance to our users to promote understanding of AI technologies and their implications for privacy, security, and user experiences.

Users are encouraged to engage with us to learn more about how AI is utilized on our website and platform and how it benefits them.

By using our website https://trialassure.com/ and platform, you agree to the terms of this Artificial Intelligence Policy. If you have any questions or concerns about our use of AI technologies or this policy, please contact us at info@trialassure.com.

We reserve the right to update this AI Policy periodically to reflect changes in our practices, technological advancements, or regulatory requirements. Updated versions will be posted on our website, and we encourage you to review them regularly.

Automated decision-making

We do not make decisions about you based solely on automated processing that produce legal effects for you or otherwise significantly affect you. AI is used within our platform to propose — to detect identifiers, to draft document sections, to score re-identification risk — and a qualified specialist reviews and signs off before anything is released. Where automated processing supports a decision, a person remains accountable for it, and every transformation is logged and attributable. The Trust Center sets out how that oversight is enforced.

Cookies

When you interact with the TrialAssure website or software service, we may use cookies to help make your experiences easy and meaningful. “Cookies” are a technology employed by many other websites and are small data files stored on your computer. Cookies cannot be used to run programs or deliver viruses to your computer.

Standing alone, cookies do not identify you personally. They merely recognize your browser. Unless you choose to identify yourself to TrialAssure, either by responding to a promotional offer, completing a contact or interest form or registering for an account, you remain anonymous to TrialAssure.

There are two types of cookies, session cookies and persistent cookies. Session cookies exist only during an online session. They disappear from your computer when you close your web browser or turn off your computer. Persistent cookies remain on your computer after you’ve closed your browser or turned off your computer. They include information such as a unique identifier for your browser.

TrialAssure may use persistent cookies to identify the fact that you are a TrialAssure Customer or prior TrialAssure website Visitor (whichever the case may be). TrialAssure is particularly careful about the security and confidentiality of the information stored in persistent cookies. For example, TrialAssure does not store account numbers or passwords in persistent cookies. Users can disable their web browsers’ ability to accept cookies and will still be able to browse the TrialAssure website.

This is the complete list of what this website stores in your browser, including “local storage” and “session storage”, which work like cookies. In the European Economic Area, the United Kingdom, Switzerland, Canada, Brazil and China, only the items under Strictly necessary are used until you make a choice in the cookie banner. Everywhere else, analytics and marketing cookies are on from your first visit until you turn them off; if your browser sends a Global Privacy Control signal, we treat it as turning them off. We tell which applies from your browser’s time zone. You can change or withdraw your choice at any time with Cookie preferences in the site footer; withdrawing analytics or marketing consent deletes the items in that group.

Strictly necessary (always on)

Analytics (see above for when these are on)

Marketing (see above for when these are on)

Services that receive data from this site

These providers process data on our behalf under their data processing terms. Transfers outside the European Union, the United Kingdom and Switzerland are protected as described in this policy.

Third-Party Sites

Pages within TrialAssure’s website and software service may contain links to other/external websites. TrialAssure is not responsible for the privacy practices or the content of these websites. When visiting these sites, TrialAssure encourages you to verify and understand their privacy policies prior to providing any private Data. When accessing a linked site, you may be disclosing your private Data; it is your responsibility to keep such information private and confidential.

TrialAssure recognizes potential liability in cases of onward transfer to third parties. TrialAssure will not transfer any personal information to a third party without first ensuring that the third party is bound to provide an equivalent standard of protection, whether by an adequacy finding, Standard Contractual Clauses, or a written agreement to that effect.

Sharing of Collected Data

Except in the cases where TrialAssure explicitly states otherwise, at the time we request information, or as provided for in the TrialAssure Master Subscription Agreement, TrialAssure does not disclose to third parties your personally identifiable Data except as follows: TrialAssure may share your Data with Agents who process Data only on behalf of TrialAssure and for TrialAssure purposes (as used here, “Agents” are persons or companies who act on behalf of or under the direction of TrialAssure). TrialAssure may share your Data as required by law or in the interest of protecting or exercising TrialAssure or others’ legal rights (e.g., without limitation, relating to requests from law enforcement officials and relating to court proceedings). TrialAssure may share or transfer your Data relating to a prospective or actual sale, merger, transfer, or other reorganization of all or parts of TrialAssure business. TrialAssure may also share Data with third parties involved in the normal business operations; for example, with contract research organizations (CROs), study sponsors, or others that are involved in study management as commonly done in our industry. TrialAssure reserves the right to fully use and disclose any Data that is not in personally identifiable form (such as site usage statistics that do not identify you individually by name).

TrialAssure may also use a third-party intermediary to manage the credit card processing. This intermediary is solely a link in the distribution chain, and is not permitted to store, retain, or use the Data provided, except for the sole purpose of credit card processing.

TrialAssure will not disclose personally identifiable Data to any third party unless it first either ascertains that the third party is subject to the EU General Data Protection Regulation (GDPR) or another adequacy finding, or enters into Standard Contractual Clauses or a written agreement with such third party requiring that the third party provide at least the same level of privacy protection as is required by this policy.

Opt-Out Policy

Newsletter. We send the Transparent Thinking newsletter only to people who sign up for it and tick the consent box on the sign-up form; the box is never ticked in advance. Every newsletter includes an unsubscribe link, and unsubscribing takes effect immediately.

TrialAssure offers Visitors and Customers a means to choose how we may use the Data provided. If, at any time after providing TrialAssure with Data, you change your mind about receiving commercial information from TrialAssure or about sharing your Data with third parties, send a request specifying your new choice to support@TrialAssure.com.

Customers can not opt-out of receiving emails from TrialAssure that are directly related to their use of TrialAssure services such as email notifications, or service notifications.

Correcting & Updating Data

TrialAssure is dedicated to maintaining accurate and up to date Customer Data. If you need to update Data and/or billing information or to have your information deleted please email support@TrialAssure.com or call the data protection line on +1 855 667 9444. TrialAssure will respond to your correction or update request within 30 days from the date of your request.

Customer-Provided Data & Data Services

Where Customers are contracting TrialAssure services to process Customer-provided Data, TrialAssure will comply with all GDPR principles relating to processing of personal Data as defined in GDPR Chapter 2, Articles 5-11.

Customers are responsible to ensure processing requests are permitted based on Data Subject Consent and adhere to the lawfulness of processing defined in GDPR Chapter 2. TrialAssure will also comply with all other rules and regulations in processing of Customer-provided data as appropriate (i.e. EMA Policy 0070, HIPAA).

TrialAssure will not review, share, distribute, print, or reference any such Data except as defined in the TrialAssure Master Subscription Agreement, or as may be required by law. Individual records may at times be viewed or accessed only for resolving a problem, support issue, or suspected violation of the Master Subscription Agreement, or as may be required by law.

Customers are responsible for maintaining the confidentiality and security of their user registration and password. Customer-provided Data retention and destruction is managed per the appropriate Customer agreement and must comply with applicable legal and regulatory requirements.

Security & Breach Notification

TrialAssure has placed commercially reasonable security measures in place to protect the integrity, availability, and confidentiality of Data. These measures include policies, procedures, employee training, and physical access and logical security controls. In addition, when accessing the TrialAssure software systems, Data transmitted to TrialAssure servers are secured using standard security protocols and mechanisms such as TLS encryption to ensure data confidentiality and integrity.

If individual personal Data is acquired, or is reasonably believed to have been acquired, by an unauthorized person and applicable law requires notification of affected individuals, TrialAssure will issue a notification of the breach by email or fax or, if TrialAssure is unable to contact the individual by these means, then by U.S. mail.

Notice will also be sent to Customers when a breach affects Customer-provided Data, and to legal and law enforcement authorities as required under current laws and regulations. Any measures necessary for TrialAssure or legal and law enforcement to determine the scope of the breach and to assure or restore the integrity of the data system will be taken.

TrialAssure may delay notification to Customers and/or individuals if TrialAssure or a law enforcement agency determines that the notification will impede a criminal investigation, unless and until TrialAssure or the agency determines that notification no longer compromises an investigation.

Data minimization

Data which permits identification of Data Subjects will be minimized to only the Data required to perform contracted services and processing activities to which Data Subjects have consented. All data will be anonymized to the extent possible. Data permitting identification of Data Subjects will be retained only for the period defined in the applicable agreement(s).

How long we keep personal data

We keep personal data only for as long as it is needed for the purpose it was collected for. Because retention depends on the relationship and on legal duties that differ by jurisdiction, we set out the criteria we apply rather than a single fixed period:

Where personal data is kept for longer, it is because it has been anonymized, or because it is processed solely for archiving in the public interest, scientific or historical research, or statistical purposes in accordance with Article 89(1) of the GDPR, with appropriate safeguards in place.

Data Subject’s rights

If you are in the European Union, the United Kingdom or Switzerland, you have the following rights over your personal data. They apply regardless of whether we hold the data as a controller or, where a customer has supplied it, on that customer’s instructions — in the latter case we will refer your request to that customer and support them in answering it.

To exercise any of these rights, contact support@TrialAssure.com. We respond within 30 days. There is no charge, and we may need to verify your identity before acting so that we do not disclose data to the wrong person. Access, correction, amendment or deletion may be limited where the burden or expense would be disproportionate to the risk to your privacy, or where it would infringe the rights of someone else.

You also have the right to complain to a data protection supervisory authority. You can complain to the authority in the country where you live or work, or where you believe the problem occurred. For our EU establishment that authority is the Dutch Data Protection Authority (Autoriteit Persoonsgegevens); in the United Kingdom it is the Information Commissioner’s Office. You are not required to raise the matter with us first, though we would prefer the chance to put it right.

California privacy rights

If you are a California resident, the California Consumer Privacy Act, as amended by the California Privacy Rights Act, gives you the following rights over personal information we hold about you:

We do not sell personal information for money. Analytics and marketing cookies, which may constitute “sharing” under California law, operate only where you have consented through the cookie banner, and you can decline them or withdraw consent at any time using Cookie preferences in the site footer — that is also how you exercise the right to opt out. To make any other request, or to use an authorized agent, contact support@TrialAssure.com. We will verify your identity before responding and will not treat you differently for asking.

Children’s data

Our website and services are directed to organizations and to the professionals who work in them, not to children. We do not knowingly collect personal data from anyone under 16. If you believe a child has provided us with personal data, contact support@TrialAssure.com and we will delete it.

Dispute Resolution

Within the scope of this privacy notice, if a privacy complaint or dispute cannot be resolved through TrialAssure’s internal processes, TrialAssure refers unresolved complaints to VeraSafe, an independent dispute resolution provider, at no cost to you.

Subject to the terms of that program, VeraSafe will provide appropriate recourse free of charge to you. To file a complaint, please submit the required information to VeraSafe here: https://www.verasafe.com/privacy-services/dispute-resolution/submit-dispute/

Enforcement

TrialAssure commits to resolve complaints about our collection or use of your personal Data. EU and Swiss individuals with inquiries or complaints regarding the TrialAssure Privacy Policy should first contact TrialAssure at:

TrialAssure
Attn: Privacy
6880 Commerce Blvd.
Canton, MI 48187
Phone (Canton, MI): 734-245-0140
Email: Support@TrialAssure.com

Updates to the TrialAssure Privacy Policy

TrialAssure reserves the right to change this Privacy Policy and notify users of any changes by posting a prominent notice on the privacy section of our website.