Privacy policy

Last updated: October 30, 2026. TrialFlow is a B2B patient recruitment agency supporting independent research sites in the US and Canada. This policy explains how we handle information through our website and recruitment services.

What we collect

When you request a forecast or contact us, we collect your name, site name, email, optional phone number, study or condition, location, criteria notes, and contact-consent choice. This business inquiry form is not a patient intake form. Please do not include patient names, medical records, or other identifiable health information.

When people respond to a study recruitment campaign, we may collect contact details, study-specific prescreen answers, and consent information on behalf of the research site. The campaign form explains its purpose and requests consent. A referral does not establish eligibility or enrollment; the research site makes those decisions.

How we use information

We use business inquiry information to prepare your forecast, respond to questions, communicate about our services, and manage our relationship with your site. If you consent, we may contact you by phone, text, or email about your forecast. Message and data rates may apply. Consent is not a condition of purchase. You can ask us to stop contacting you or reply STOP to a text.

We use recruitment lead information to prescreen against the relevant study criteria, follow up with the person as consented, and send referrals to the research site running that study. We also use campaign results to report on performance.

Meta lead ads

When you submit a Facebook or Instagram lead ad form, Meta sends the form responses and associated campaign details to us or the research site. We use that information for the study described in the ad and the contact you consented to. Meta also handles information under its own privacy policy. You may contact us to ask which research site received your information.

Who receives information

We do not sell personal data. We share information only as needed with the relevant research site and service providers that help us deliver forms, email, follow-up, hosting, and analytics, or where required by law. Our forecast form uses FormSubmit to deliver your submission by email. Those providers process information under their own terms and applicable agreements. Service providers may process information in the US, Canada, or other countries where they operate.

Website analytics and cookies

Where advertising pixels are configured, our cookie controls let you accept or decline those pixels. You can also manage cookies through your browser. Please do not enter patient information into the forecast form.

Retention and security

We retain business inquiries only as long as reasonably needed to respond, provide services, maintain necessary business records, and meet legal obligations. Recruitment information is retained according to the research site's instructions, applicable agreements, and legal requirements, then deleted or de-identified when no longer needed. We use reasonable safeguards and limit access to people who need it, but no online service or email system can guarantee complete security.

Your choices and requests

You can ask to access, correct, or delete your information, withdraw contact consent, or ask about retention by emailing hello@trialflowrec.com. We may need to verify your identity and coordinate with the relevant research site. Some records may need to be retained by law. For information held by a research site, you may also contact that site directly.

Contact and changes

For privacy questions, contact hello@trialflowrec.com. If we change this policy, we will update this page and its date.