Privacy policy

Privacy policy

How TrialFill, LLC handles the information you share on trialfill.com. Last updated October 17, 2026.

The short version

We collect only what you choose to send us through our forms, plus standard, anonymous website analytics. We use it to reply to you and to improve the site. We never sell it.

We never receive participant screener responses. Our recruitment campaigns send interested people to the study team's own screener or interest form, such as an institutional REDCap, Qualtrics, or FormAssembly form. Those responses go directly to the study team. TrialFill does not see, collect, or store them.

What we collect

When you contact us or request a recruitment plan, the form on our Start a Study page asks for your name and email, and optionally your role, organization, website, study details, recruitment area, timeline, number of participants, budget range, and a message. Only name and email are required. Please do not include protected health information or any participant's personal information in the form.

When you download the recruitment plan template, we collect your name, email, and optionally your organization, so we can send you the template.

When you browse the site, we use Google Analytics to understand how visitors use it, such as which pages are viewed, how long visits last, the general location (city or region), device and browser type, and how visitors found the site. Google Analytics uses cookies to do this. We do not use this information to identify you personally.

How we use it

  • To reply to your inquiry and prepare the recruitment plan you asked for
  • To send the template you requested and, occasionally, a short note about clinical trial recruitment. Every email lets you opt out, or you can email us and we will stop.
  • To understand which pages are useful and improve the site

How it is handled and shared

Form submissions are delivered to TrialFill by email through Postmark, our email delivery provider. Analytics data is processed by Google. These providers handle data on our behalf under their own privacy and security terms.

We do not sell, rent, or trade your information. We do not share it with anyone else except when required by law.

Your choices

  • You can ask us to tell you what information we hold about you, correct it, or delete it by emailing ryan@trialfill.com.
  • You can block or delete cookies in your browser settings, or opt out of Google Analytics with Google's browser add-on.

Retention

We keep inquiry emails for as long as needed to respond and to keep a record of our working relationship, and delete them on request.

Children

This website is intended for research professionals. It is not directed to children, and we do not knowingly collect information from anyone under 18.

Changes to this policy

If we change this policy, we will update the date at the top of this page.

Contact

Questions about this policy or your information: email ryan@trialfill.com or call 205-901-7724. TrialFill, LLC, Pensacola, Florida.