Improving patient recruitment for clinical trials requires targeted outreach, clear communication, and an efficient screening process. Research teams can reach eligible participantsImproving patient recruitment for clinical trials requires targeted outreach, clear communication, and an efficient screening process. Research teams can reach eligible participants
Rocket Trials, LLC | Patient recruitment websites and study landing pages
[Effective date: September 2, 2026. This Privacy Policy explains how Rocket Trials, LLC collects, uses, discloses, and protects personal information when individuals visit our websites or study landing pages, respond to recruitment advertisements, complete a prescreening form, communicate with us, or otherwise use our patient recruitment services.]
Please read this Privacy Policy carefully. Participation in any prescreening process is voluntary. Submitting information to Rocket Trials does not enroll you in a clinical trial, guarantee eligibility, create a patient-provider relationship, or replace advice from a licensed healthcare professional.
1. Who We Are and Scope of This Policy
Rocket Trials, LLC (“Rocket Trials,” “we,” “us,” or “our”) provides patient recruitment, study awareness, prescreening, referral, and related services for clinical research studies. Some study landing pages or communications may use the name “Rocket Clinical.” Rocket Clinical is a brand used by Rocket Trials, LLC and is not a separate entity unless a page expressly states otherwise.
This Policy applies to personal information handled by Rocket Trials through our websites, study-specific landing pages, online forms, telephone prescreening, text messages, emails, and related recruitment activities. A research site, investigator, sponsor, contract research organization (CRO), laboratory, pharmacy, healthcare provider, advertising platform, or other organization may have its own privacy notice. This Policy does not govern those organizations’ independent practices.
2. Information We Collect
We may collect the following categories of information, depending on the study, campaign, and way you interact with us:
Contact and identity information, such as your name, email address, telephone number, city, state, ZIP code, date or year of birth, age, preferred language, and information about a parent, guardian, caregiver, or authorized representative.
Health and prescreening information, such as a diagnosis or suspected condition, symptoms, medications, treatment history, test results or ranges, healthcare history, and answers to study-specific eligibility questions. When relevant to a study, this may include sensitive demographic information such as race or ethnicity, sex, gender, pregnancy status, or disability information.
Study and referral information, such as the study or condition that interests you, the research site to which you may be referred, referral status, appointment or follow-up status, and communications about your inquiry.
Communications, including the content of emails, text messages, telephone calls, voicemails, form submissions, survey responses, and requests or feedback you send to us. Calls may be recorded only when permitted by law and with any notice or consent required by law.
Device, internet, and usage information, such as IP address, device identifiers, browser and operating-system information, approximate location derived from IP address, referring URL, campaign identifiers, UTM parameters, pages viewed, links clicked, time spent, form events, and similar activity data.
Cookie and advertising information, including information generated through cookies, pixels, tags, conversion APIs, local storage, analytics tools, and similar technologies, subject to applicable law and the settings implemented on the relevant page.
Information from other sources, including research sites, sponsors, CROs, healthcare providers, laboratories, pharmacies, referral partners, publicly available sources, and service providers, when permitted by law and relevant to recruitment or referral activities.
Please provide only information requested for the applicable study or inquiry. Do not submit medical records, Social Security numbers, financial account information, or other highly sensitive information through a general web form unless we specifically request it through an approved secure process.
3. How We Collect Information
We collect information directly from you or your authorized representative, automatically when you use our websites or landing pages, and from organizations involved in study recruitment and referrals. We may combine information from these sources when permitted by law.
4. How We Use Information
We may use personal information to:
Respond to your inquiry and communicate with you about the study you selected.
Conduct initial prescreening and assess potential alignment with study eligibility criteria.
Refer you to, or coordinate follow-up with, an appropriate research site, investigator, sponsor, CRO, or recruitment partner, and operate the prescreening and referral systems supporting that process.
Measure campaign performance, attribute referrals, generate reports, prevent duplicate submissions, and improve recruitment outreach.
Send information about other clinical research opportunities when you have requested or consented to those communications, as required by applicable law.
Comply with legal, regulatory, contractual, audit, safety, and recordkeeping obligations; protect rights and safety; and detect or prevent fraud, misuse, or security incidents.
Create aggregated or de-identified information that does not reasonably identify you, and use that information for analytics, service improvement, reporting, or research-recruitment planning as permitted by law.
5. Prescreening Is Not Enrollment or Medical Advice
Online or telephone prescreening is only a preliminary review. Study eligibility is determined by the research site’s qualified personnel under the applicable protocol. You may be asked to complete additional screening, provide medical records, undergo examinations or testing, and sign an informed consent form before participating. Rocket Trials does not diagnose or treat medical conditions through a recruitment landing page, and no information on our pages should be treated as medical advice. For medical concerns, contact a qualified healthcare professional; for an emergency, call 911 or your local emergency number.
6. How We Disclose Information
We may disclose personal information to the following categories of recipients for the purposes described in this Policy:
Research organizations, including research sites, investigators, sponsors, CROs, site networks, and authorized recruitment partners, to evaluate your interest, determine potential eligibility, arrange follow-up, or support study recruitment.
Service providers and contractors that support hosting, secure data storage, communications, call-center services, form processing, analytics, cybersecurity, professional advice, and other business operations. They may process information only for authorized purposes and subject to contractual or legal obligations, where required.
Advertising and analytics providers, when enabled on a page, for limited campaign measurement, attribution, security, and optimization. We do not intend to transmit the contents of health prescreening responses to advertising platforms. We configure and govern these technologies based on the page, data involved, client instructions, contracts, and applicable law.
Government authorities, regulators, courts, law enforcement, or other parties when required by law or when reasonably necessary to protect rights, safety, or security; investigate misconduct; enforce agreements; or respond to lawful process.
A successor or transaction participant in connection with an actual or proposed merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, subject to appropriate confidentiality and legal protections.
Other parties at your direction or with your consent.
When a research organization receives your information, that organization may become independently responsible for its use of the information and may provide you with its own privacy notice, authorization, or informed consent materials.
7. Cookies, Analytics, and Advertising Technologies
Our pages may use necessary cookies and similar technologies to operate forms, maintain security, remember preferences, prevent fraud, and support basic functionality. Depending on the page and applicable consent settings, we may also use analytics or advertising technologies to understand visits, measure whether an advertisement led to a landing-page action, and improve campaign performance.
These technologies may collect device and usage information and may disclose that information to their providers. Health-related browsing and prescreening information can be sensitive. Accordingly, the presence of a privacy notice does not itself authorize a disclosure of protected health information or other regulated health data. Where required, we use consent mechanisms, contractual restrictions, technical controls, and data-minimization practices appropriate to the page and our role.
You may be able to manage non-essential cookies through a cookie-preference tool on the relevant page, your browser settings, or device controls. Blocking cookies may affect page functionality. You may also use industry or platform privacy controls, but those controls are provided by third parties and may not apply to every technology we use.
Some browsers offer a Do Not Track (DNT) setting. Because there is not currently a uniform standard governing DNT signals, our pages may not respond to DNT. This is different from legally recognized opt-out preference signals, such as Global Privacy Control, which we will process where required by applicable law and technically supported by the relevant page.
8. Communications and Your Choices
We may contact you by telephone, email, or text message about the study for which you expressed interest, to respond to your request, or to coordinate a referral. We will send communications about other studies only when permitted by law and consistent with the choices or consent presented to you.
Consent to receive marketing or automated communications is not a condition of purchasing goods or services or of being considered for a clinical trial. Message frequency may vary, and message and data rates may apply. You may opt out of marketing emails by using the unsubscribe link, opt out of text messages by replying STOP, or tell a caller that you do not want further calls. We will honor legally valid revocation requests within the time required by applicable law. We may still send non-marketing messages necessary to respond to a request, confirm an opt-out, protect security, or comply with law.
Where we rely on your consent to process personal information, you may withdraw that consent at any time by using the applicable opt-out method or contacting us. Withdrawal does not affect processing that occurred before the withdrawal or processing permitted on another lawful basis.
We do not share mobile telephone numbers, text-message opt-in records, or text-message consent information with third parties or affiliates for their own marketing or promotional purposes. We may disclose this information to service providers that help us deliver communications, provide customer support, maintain consent records, or comply with law, subject to appropriate restrictions.
9. No Sale of Health Information
Rocket Trials does not sell personal health information for money. We also do not use the contents of health prescreening responses to build advertising profiles or target unrelated advertising. Certain state laws define “sale” or “sharing” more broadly than an exchange for money and may treat some advertising or analytics disclosures as a sale or sharing. Where those laws apply, we provide the required notice and choices, which may include a “Your Privacy Choices” or similar link and recognition of legally required opt-out preference signals.
10. HIPAA and Other Health Privacy Laws
The Health Insurance Portability and Accountability Act of 1996 (HIPAA) does not apply to every organization or every item of health information. In some engagements, Rocket Trials may act for a HIPAA-covered entity or business associate and handle protected health information under a business associate or subcontractor agreement. In other engagements, information collected directly by Rocket Trials may not be protected by HIPAA, although other federal or state privacy, consumer-protection, communications, or breach-notification laws may apply.
If you become a patient or clinical-trial participant at a research site, the site’s HIPAA Notice of Privacy Practices, informed consent form, authorization, and study-specific privacy materials may govern information handled by the site. This Privacy Policy does not replace those documents.
11. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, including recruitment follow-up, referral tracking, campaign reporting, consent and opt-out records, dispute resolution, security, contractual commitments, and legal or regulatory obligations. Retention periods vary based on the type of information, the study, our role, client instructions, applicable agreements, and law. When information is no longer needed, we take reasonable steps to delete, de-identify, or securely dispose of it, subject to backup, archival, litigation-hold, and legal-retention requirements.
12.Information Security
We maintain reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, acquisition, loss, misuse, alteration, or disclosure. These safeguards may include access controls, encryption where appropriate, workforce training, vendor oversight, logging, monitoring, and incident-response procedures. No website, transmission method, or storage system is completely secure, and we cannot guarantee absolute security. If you believe your interaction with us is no longer secure, contact us promptly using the information in Section 17.
13. Children and Minors
Our general recruitment services are not directed to children under 13, and we do not knowingly collect personal information directly from a child under 13 without verifiable permission or another lawful basis. Some studies may include adolescents or children. For those studies, a parent or legal guardian should submit information for a minor unless the applicable page and law expressly permit otherwise. We may request information reasonably necessary to confirm the adult’s relationship or authority. Study participation remains subject to the research site’s parental permission, assent, informed-consent, and other requirements.
If you believe a child provided personal information to us without appropriate authorization, contact us so we can review and take appropriate action.
14. Your Privacy Rights
Depending on where you live and subject to legal exceptions, you may have rights to request access to or a copy of personal information, correction of inaccurate information, deletion, restriction or limitation of certain uses, portability, or information about categories of collection and disclosure. You may also have a right to opt out of certain sales, sharing, targeted advertising, or profiling, and to appeal a denied request. We will not discriminate against you for exercising a privacy right.
To submit a request, use the contact information in Section 17 and state that you are making a privacy request. We may need to verify your identity and authority before acting. An authorized agent may submit a request where permitted by law, but we may require proof of authorization and identity verification. We will respond within the time required by applicable law. If we cannot fulfill a request, we will explain the basis when required.
Where applicable law provides a right to appeal, you may appeal our decision by contacting us and stating that you are appealing a privacy-request decision. We will review and respond as required by law. If an appeal is denied, you may have the right to contact your state attorney general or other privacy regulator.
Depending on your state, you may also request the categories of third parties, or in some cases the specific third parties, to which we disclosed personal information. Any response remains subject to verification, legal exceptions, and protections for the rights and information of others.
15. Additional Information for Canadian Residents
If you are located in Canada, this section provides additional information about how Rocket Trials, LLC (“Rocket Trials,” “we,” “us,” or “our”) handles your personal information.
Applicable Canadian Privacy Laws
Our collection, use, disclosure, retention, and protection of personal information relating to individuals in Canada may be governed by the Personal Information Protection and Electronic Documents Act (“PIPEDA”) and/or applicable provincial privacy and health-information laws.
The law that applies may depend on factors such as the province in which you reside, the location of the applicable research site, the organizations involved in the study or recruitment process, the nature of the information, and whether personal information is transferred across provincial or national borders.
Nothing in this section is intended to limit any rights available to you under applicable Canadian privacy law.
Personal Information We Collect
For purposes of this section, “personal information” generally means information about an identifiable individual.
Depending on the clinical research study and recruitment activity, we may collect personal information such as your name, contact information, date or year of birth, age, location, preferred language, and other identifying or demographic information.
We may also collect sensitive personal information when relevant to determining potential eligibility for a clinical research study, including information regarding your health conditions, diagnoses, symptoms, medications, treatment history, laboratory or test information, healthcare history, disability, pregnancy status, sex, gender, race or ethnicity, and responses to study-specific eligibility questions.
We recognize that health information and certain demographic information can be particularly sensitive and apply safeguards appropriate to the nature and sensitivity of the information.
Purposes for Collection, Use, and Disclosure
We identify the purposes for collecting personal information at or before the time it is collected.
Depending on the circumstances, we may collect, use, or disclose your personal information to: determine whether you may meet preliminary eligibility criteria for a clinical research study; communicate with you regarding a study in which you expressed interest; contact you to complete or clarify prescreening information; identify an appropriate participating research site; facilitate a referral to a research site, investigator, sponsor, contract research organization (“CRO”), site network, or other authorized organization involved in study recruitment; coordinate study-related follow-up or scheduling; operate and improve our patient recruitment and referral services; prevent duplicate referrals, maintain appropriate records, and support recruitment reporting; comply with applicable legal, regulatory, contractual, security, audit, and recordkeeping obligations; and contact you about other clinical research opportunities when you have provided consent or when otherwise permitted by applicable law.
We limit our collection of personal information to information reasonably necessary for the purposes identified to you and for purposes otherwise permitted by applicable law.
Consent
Where consent is required, Rocket Trials seeks consent appropriate to the nature and sensitivity of the personal information and the purposes for which it will be collected, used, or disclosed.
When you provide personal and health information through a clinical-trial prescreener, telephone prescreening process, or similar recruitment process, we may ask you to provide express consent to the collection, use, and disclosure of that information for the purposes presented to you.
We will seek to provide information reasonably necessary for you to understand what personal information is being collected, why it is being collected, how it will be used, and the types of organizations to which it may be disclosed.
Consent to be contacted regarding other or future clinical research opportunities may be requested separately where appropriate and is not required solely to be considered for the specific study about which you initially contacted us, unless otherwise permitted by applicable law.
You may withdraw your consent to future collection, use, or disclosure of your personal information, subject to reasonable notice and any legal, regulatory, contractual, or other applicable restrictions. Withdrawal of consent will not affect processing that occurred lawfully before your consent was withdrawn.
If withdrawing consent would affect our ability to continue processing your inquiry or referral, we will explain the consequences of withdrawal where appropriate.
Disclosure to Research Organizations
If your prescreening information indicates that you may potentially qualify for a clinical research study, we may disclose relevant personal information to the research site and, depending on the structure of the study and recruitment program, to an investigator, sponsor, CRO, site network, or other authorized recruitment partner.
These organizations may use the information to further evaluate your eligibility, contact you regarding the study, arrange additional screening, schedule an appointment, or otherwise support the clinical research process.
Once your information is received by another organization, that organization may have its own legal obligations and privacy practices and may provide you with additional privacy notices, informed-consent documents, or other information regarding its handling of your personal information.
Service Providers and Accountability
Rocket Trials may use service providers and contractors to perform services on our behalf, including hosting, secure data storage, communications, call-center services, form processing, cybersecurity, analytics, and other operational services.
We remain accountable for personal information under our control and use contractual, administrative, technical, and organizational measures designed to require service providers handling such information on our behalf to protect it and use it only for authorized purposes.
Processing and Storage Outside Canada
Rocket Trials is based in the United States. Personal information collected from individuals in Canada may therefore be transferred to, stored in, accessed from, or otherwise processed in the United States.
We may also use service providers that process information in the United States or other jurisdictions.
When personal information is processed outside Canada, it may be subject to the laws of the jurisdiction in which it is processed, including lawful access requirements applicable to courts, law-enforcement agencies, national-security authorities, or other governmental authorities.
Where required, Rocket Trials uses contractual, administrative, technical, and organizational safeguards designed to provide an appropriate level of protection for personal information transferred to service providers or processed outside Canada.
You may contact our Privacy Office using the information below if you have questions about our use of service providers outside Canada or our handling of cross-border personal information.
Retention and Disposal
We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected and to satisfy applicable legal, regulatory, contractual, security, dispute-resolution, audit, and recordkeeping requirements.
Retention periods may vary depending on the study, type of information, status of a referral, consent or opt-out records, our contractual obligations, and applicable law.
When personal information is no longer required, we take reasonable steps to securely delete, destroy, anonymize, or de-identify it, subject to applicable backup, archival, legal-hold, and record-retention requirements.
Safeguards
We maintain administrative, technical, physical, and organizational safeguards designed to protect personal information against loss, theft, unauthorized access, use, disclosure, copying, modification, or disposal.
The safeguards we use are intended to reflect the sensitivity, amount, format, and storage of the personal information involved and may include access controls, encryption where appropriate, workforce training, vendor oversight, logging, monitoring, secure communications, and incident-response procedures.
Because health and medical information can be highly sensitive, we apply safeguards intended to reflect that sensitivity.
Privacy Incidents and Breaches
Rocket Trials maintains procedures for identifying, investigating, documenting, and responding to suspected or confirmed privacy and security incidents.
Where required by applicable Canadian privacy law, we will notify affected individuals, applicable privacy regulators, and/or other organizations of a breach of security safeguards and will maintain records of breaches as required by law.
Access and Correction
Subject to applicable law and legal exceptions, you may request access to personal information that Rocket Trials holds about you.
You may also request information regarding how your personal information has been used and, where applicable, the organizations or categories of organizations to which it has been disclosed.
If you believe personal information we maintain about you is inaccurate or incomplete, you may request that we correct or update it.
We may need to verify your identity before fulfilling a request. Certain information may be withheld where permitted or required by applicable law. If we are unable to provide access or make a requested correction, we will provide an explanation where required by law.
Withdrawal of Consent
Where our processing of your personal information depends on consent, you may request to withdraw that consent by contacting us.
Withdrawal may prevent Rocket Trials from continuing to evaluate your potential eligibility, communicate with you about the study, or facilitate your referral to a research site.
Withdrawal does not necessarily require deletion of information that Rocket Trials is legally or contractually required or permitted to retain.
Questions and Complaints
Rocket Trials has designated a Privacy Office responsible for overseeing our privacy practices and responding to privacy questions, requests, and complaints.
If you have a question or concern regarding our handling of your personal information, please contact:
Rocket Trials, LLC
Privacy Office
Email: info@rockettrials.com
We will review and respond to privacy complaints in accordance with applicable law.
If you are not satisfied with our response, you may have the right to submit a complaint to the Office of the Privacy Commissioner of Canada or to the applicable provincial or territorial privacy regulator, depending on the law and circumstances applicable to your personal information.
Changes Affecting Canadian Personal Information
If we materially change the purposes for which Canadian personal information is collected, used, or disclosed, we will provide additional notice and obtain additional consent where required by applicable law.
16. Third-Party Links and Services
Our pages may link to clinical research sites, ClinicalTrials.gov, social media platforms, maps, scheduling tools, or other third-party services. Rocket Trials does not control those services and is not responsible for their privacy or security practices. Review the privacy notice of any third party before providing information.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technologies, legal obligations, or practices. We will post the revised Policy and update the effective date. If required by law, we will provide additional notice or obtain consent before a material change applies to information previously collected.
18. Contact Us
For questions, privacy requests, complaints, or communication preferences, contact:
Rocket Trials, LLC
Privacy Office
Email: info@rockettrials.com
Website: www.rockettrials.com
