Privacy Policy

This Privacy Policy explains how HealthSurveys Online, an independent research-access service, operates healthsurveys-online.com and processes information submitted through the site. This draft is provided for launch preparation and should be reviewed by qualified legal counsel before publication.

Who We Are

HealthSurveys Online is the operator of healthsurveys-online.com. For GDPR purposes, HealthSurveys Online acts as the data controller for personal information collected through this site. Privacy inquiries and rights requests can be sent to privacy@healthsurveys-online.com. If the service is offered to EU residents and HealthSurveys Online has no EU establishment, counsel should confirm whether an EU representative is required.

What We Collect

• Information you submit, including name, email, phone number, address, date of birth, demographic information, and health-related survey responses.
• Information collected automatically, including IP address, user agent, device details, cookie identifiers, analytics events, referral sources, and UTM parameters.
• Information from third parties, including ad-platform conversion tools such as Meta Conversions API or Google enhanced conversions when consent permits their use.

How We Use Information

We use information to evaluate potential eligibility, connect individuals with research opportunities, contact users about studies, improve the service, comply with legal obligations, prevent fraud, and maintain site security.

Legal Bases for Processing

Where GDPR applies, we rely on consent for marketing communications and non-essential cookies, legitimate interests for service operation, fraud prevention, and basic analytics, and explicit consent under Article 9 for health-related special category information submitted through surveys.

Health Information Handling

Health-related survey responses are sensitive personal information and may be special category data under GDPR. HealthSurveys Online is not a HIPAA covered entity for pre-enrollment screening, but applies comparable safeguards including encryption in transit and at rest, access controls, retention limits, and employee training. If information is shared with a clinical research site or sponsor and a participant enrolls, that information may become PHI under the receiving entity's HIPAA obligations.

Contact Consent

By providing a mobile number and opting in to SMS, users consent to receive text messages from HealthSurveys Online and research partners, including messages sent through automated systems. Message and data rates may apply, frequency varies, reply STOP to opt out, and HELP for help. SMS consent is not a condition of participation.

By providing an email address, users consent to receive transactional and study-related emails. Marketing emails include an unsubscribe link. By providing a phone number, users consent to calls from HealthSurveys Online or research partners regarding studies, including prerecorded messages where permitted by law. Consent is not a condition of participation and can be withdrawn by request.

Sharing of Information

We may share information with research sites, study sponsors, service providers operating under appropriate contractual safeguards, analytics and advertising vendors where consent permits, and legal authorities when required. We limit sharing to what is reasonably necessary for the stated purpose.

Cookies and Tracking

We use cookies and similar technologies for core site function and for analytics and marketing, including tags managed through Google Tag Manager (such as Google Analytics and advertising pixels). You can manage cookies through your browser settings.

Your Rights

EU and UK residents may request access, rectification, erasure, restriction, portability, objection, withdrawal of consent, and complaint to a supervisory authority. GDPR requests are generally answered within one month. California residents may request to know, delete, correct, opt out of sale or sharing, limit the use of sensitive personal information, and exercise rights without discrimination. Residents of Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, and other states may have similar rights under applicable state privacy laws.

Data Retention

We retain submission data for as long as needed to evaluate eligibility, support study operations, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods may vary by study. Data associated with closed studies is deleted or de-identified when it is no longer needed, subject to legal and contractual requirements.

International Transfers

If information is transferred from the EU or UK to another country, we use appropriate safeguards such as Standard Contractual Clauses, adequacy decisions, or other lawful transfer mechanisms.

Security

We use administrative, technical, and organizational safeguards designed to protect personal information, including encryption, access controls, and breach response procedures. No system can be guaranteed perfectly secure.

Children

The site is not directed to children under 18, and we do not knowingly collect information from minors.

Automated Decision-Making

Eligibility logic may use rules-based screening. It is not intended to be solely automated decision-making with legal or similarly significant effect under GDPR Article 22. The screener team should confirm this remains accurate before launch.

Changes to This Policy

We may update this policy from time to time. Material changes will be posted on this page with a revised effective date.

Contact Us

Privacy inquiries and rights requests can be sent to privacy@healthsurveys-online.com.