Privacy Policy

This Privacy Policy describes how Layrek ("Layrek", "we", "us") collects, uses and shares information through TrialWindow, a clinical research workflow platform, including the website at trialwindow.com and any associated workspace.

This policy does not cover the volunteer records, medical information and research documents that your organization stores in TrialWindow. Those records belong to the research site or study sponsor that entered them, and that organization decides how they are used. You should contact that organization for information about your volunteer or study records.

Account information. When a staff member is invited to TrialWindow, we collect their name and work email address. We also collect sign-in activity, such as the date and time of each sign-in, for the audit records required by 21 CFR Part 11.

Workspace content. Staff members upload and create documents, records, reports and other content inside their workspace. We store and process this content only to operate TrialWindow for that organization.

Contact information. If you email us, we collect your name, email address and the content of your message so we can respond.

Technical information. Like most websites, we collect basic technical information such as browser type and pages visited to keep the service secure and working.

We use the information we collect to operate, maintain and secure TrialWindow; to provide access to invited users; to keep the audit trails and electronic signature records the system is built to produce; to communicate with users about their account and the service; and to comply with our legal obligations.

We do not sell personal information, and we do not use workspace content to train artificial intelligence models or for any marketing or advertising purpose.

Service providers. We share limited information with providers that host and support the service — for example, our cloud hosting provider — so it can operate. These providers work under written agreements, including data protection and security obligations.

Email delivery. We use a transactional email provider to send notifications such as signature requests and reminders. Only the information needed to deliver the message is shared.

Legal requirements. We may disclose information if required by law, regulation, subpoena or court order, or to protect the rights, property and safety of Layrek, our users or the public.

Research records. We never share, publish or disclose your organization's research records, volunteer records or documents except as needed to host the service, or at your organization's instruction.

TrialWindow is used by clinical research sites to manage volunteer information, which may include protected health information (PHI). When Layrek performs services for a site that involve PHI, we act as that site's business associate and we commit in writing to safeguard that information in accordance with HIPAA.

Within a workspace, volunteer contact details and identifiers are stored separately from other study data and are visible only to staff members the site has granted permission to see them. Audit records track who filed, viewed and signed records.

We protect information with encryption in transit and at rest, unique individual accounts, permission controls enforced by the database, automatic session timeouts, audit trails and file fingerprints. No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security.

If a security incident affects your workspace content, we will notify the affected organization as required by law.

We keep information for as long as an organization uses TrialWindow and for any period required by applicable regulations. If an organization ends its service, its workspace content can be exported, and we delete the stored content within a reasonable period after account closure, except where we must keep records to satisfy legal or regulatory obligations.

Staff members may request access to, correction of, or deletion of their own personal information by contacting us at the address below. If you are a research volunteer, please contact the research site or study team that manages your record — that organization controls its content in TrialWindow.

TrialWindow uses essential cookies and browser local storage to keep you signed in and to remember your preferences. We do not use advertising or tracking cookies.

We may update this Privacy Policy from time to time. When we do, we will post the updated policy on this page and revise the date below. Continued use of TrialWindow after changes take effect means you accept the updated policy.

Questions about this Privacy Policy can be directed to:

Layrek — Attn: TrialWindow Privacy

10505 E. 91st Street, Suite 202, Tulsa, OK 74133

info@layrekclinical.com