Privacy Policy

Scope of this Privacy Policy

This privacy policy describes the processing of information provided or collected on the sites and applications where this privacy policy is posted. This notice applies to users of ClinIntell’s services, including webinar registrants, data application site and demo requests.

1. Types of information we collect

We collect two basic types of information– personal information and anonymous information. In particular, we collect:

• Information you provide: Registration information you provide when you create an account, register for a webinar or express an interest in obtaining information about our products or services or otherwise when you contact us and provide information, such as your first name and last name, email addresses, job titles, phone numbers and company name.
• Information automatically collected: We automatically collect certain information when you visit, use, or navigate our sites or products, including your device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location. Like many businesses, we also collect information through cookies and similar technologies.
• Information collected from other sources: we may obtain information about you from other sources, such as public databases, joint marketing partners, affiliate programs, data providers, and from other third parties. This information includes company name, job titles, email addresses, phone numbers, intent data (or user behavior data), Internet Protocol (IP) addresses, social media profiles, social media URLs, and custom profiles, for purposes of targeted advertising and event promotion.

All personal information that you provide to us must be true, complete, and accurate.

2. USE OF OUR INFORMATION BY CLININTELL INC.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

• To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
• To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
• To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
• To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any time.
• To deliver targeted advertising to you. We may process your information to develop and display personalized content and advertising tailored to your interests, location, and more.
• To determine the effectiveness of our marketing and promotional campaigns. We may process your information to better understand how to provide marketing and promotional campaigns that are most relevant to you.

3. USE OF COOKIES AND OTHER TRACKING TECHNOLOGIES

A cookie is a small file that is placed on your computer’s hard drive with your permission. Cookies are used to collect information on your browsing preferences so that web applications can tailor their operations to meet your needs, likes, and dislikes.

ClinIntell uses an implied consent policy. This means that we use cookies and assume that you are OK with this. If however, you are not, you must delete our cookies after visiting our site or use an anonymous browsing session when visiting our site.

ClinIntell uses cookies for advertising purposes. Both to target ads to individuals that have been to the site, and to understand the performance of advertising campaigns. These cookies may be utilized for Google, LinkedIn and other advertising platforms.

ClinIntell uses cookies to track aggregate behavior on https://clinintell.com. This data helps ClinIntell understand how to improve the site so that users have a better experience, and that more value is provided to the user. This data is used to make design and content changes on the site.

ClinIntell uses cookies to track the website activity of users that have filled out forms on https://clinintell.com. This data is used to understand how individual contacts are interacting with the content of the site so that ClinIntell can create more content, edit existing content, and make website changes. Any personally identifiable data is never shared or sold to third parties.

You can always choose to accept or decline cookies. Many browsers automatically accept cookies for you. If you would like to decline cookies you can usually update your preferences within your browser settings. Do note that you may lose access to certain areas of a website or not be able to take advantage of a website’s full functionality once you disable cookies. For more information on changing your cookie settings, visit www.aboutcookies.org or www.allaboutcookies.org.

Type of Cookies on https://clinintell.com‍

• Google Analytics
• Microsoft Clarity
• HubSpot
• CallRail

4. HOW LONG WE KEEP YOUR INFORMATION

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). We'll retain data to ensure that we're complying with privacy requests and legal requirements.

5. HOW DO WE KEEP YOUR INFORMATION SAFE?

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

We maintain administrative, technical, and physical safeguards designed to protect personal information and PHI, including (as applicable):

• Encryption of data in transit using TLS 1.2+ and encryption of PHI at rest (e.g., AES‑256 or equivalent).
• Role‑based access controls and least‑privilege principles for systems handling PHI.
• Multi‑factor authentication (MFA) for administrative access.
• Regular vulnerability scanning, periodic penetration testing, and patch management.
• Audit logging and monitoring of access to PHI.
• Data backup and secure disposal procedures.
• An incident response plan that includes notification procedures to affected covered entities and regulators as required by law.

If ClinIntell holds HIPAA‑relevant certifications or attestations (for example, SOC 2 Type II), we will identify those certifications on request.

We retain personal information, including PHI when applicable, only as long as necessary to provide our services, comply with legal obligations, resolve disputes, enforce agreements, and as otherwise required by law. Typical retention periods include

• Account and customer records (including PHI): retained while the account is active and for up to 7 years after account termination unless a different period is required by contract or law.
• Marketing leads, webinar registrants, and communications: retained for up to 3 years unless you request deletion.
• Audit logs and security logs: retained for at least 1 year (longer if required for security or contractual reasons).
• Backups: retained according to our backup schedule (commonly up to 90 days) and purged securely thereafter.

You can request deletion or return of PHI in accordance with your BAA and this Privacy Policy. Note that we may retain residual copies as required for legal compliance and fraud prevention; such copies will be isolated and protected.

6. DO WE COLLECT INFORMATION FROM MINORS?

We do not knowingly solicit data from or market to children under 18 years of age. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data, we may have collected from children under age 18, please contact us at DataProtection@clinintell.com.

7. YOUR PRIVACY RIGHTS

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here.

If you are located in Switzerland, the contact details for the data protection authorities are available here.

Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below.

However, please note that this will not affect the lawfulness of the processing before its withdrawal, nor when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can contact us at info@clinintell.com.

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.

If you have questions or comments about your privacy rights, you may email us at info@clinintell.com.

8. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy policy.

9. CALIFORNIA RESIDENTS’ RIGHTS

California Civil Code Section 1798.83, also known as the "Shine The Light" law, the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA) permits our users who are California residents to have the following rights:

• Right to know: the categories and specific pieces of personal information we have collected about you, the sources, purposes, and categories of third parties with whom we shared or sold personal information in the past 12 months.
• Right to delete: request deletion of personal information we maintain about you, subject to certain exceptions.
• Right to opt out: opt out of the sale or sharing of your personal information for targeted advertising. ClinIntell does not sell personal information for monetary consideration. However, we may share personal information with third parties for cross‑context behavioral advertising (sharing). To opt out of the sale or sharing of your personal information for targeted advertising, contact us as detailed below.
• Right to correct: request correction of inaccurate personal information.
• Right to limit: limit the use and disclosure of sensitive personal information (where applicable).
• Right to non‑discrimination: we will not discriminate against you for exercising your privacy rights.

To submit a request, email info@clinintell.com. For requests submitted by an authorized agent, we require written proof of authorization and will verify the identity of the consumer.

Verification and response timeline: We will acknowledge receipt of a verifiable request within 10 business days and will respond to verifiable consumer requests within 45 calendar days, unless we extend for a single additional 45‑day period and provide notice.

CCPA Privacy Policy

The California Code of Regulations defines a "resident" as:
(1) every individual who is in the State of California for other than a temporary or transitory purpose and
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(2) every individual who is domiciled in the State of California who is outside the State of California for a temporary or transitory purpose All other individuals are defined as "non-residents."

If this definition of "resident" applies to you, we must adhere to certain rights and obligations regarding your personal information.

What categories of personal information do we collect?

We have collected the following categories of personal information in the past twelve (12) months: identifiers/ contact information, personal information, geolocation data, professional or employment-related information.

We may also collect other personal information outside of these categories instances where you interact with us in person, online, or by phone or mail in the context of:

• Receiving help through our customer support channels;
• Participation in customer surveys or contests; and
• Facilitation in the delivery of our Services and to respond to your inquiries.

HIPAA / Protected Health Information (PHI)

ClinIntell processes certain Protected Health Information (PHI) as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA) when acting on behalf of HIPAA-covered entities. We enter into Business Associate Agreements (BAAs) with covered entity customers and with subcontractors that will have access to PHI. Under those agreements we will:

• Limit the use and disclosure of PHI to the minimum necessary to provide agreed services.
• Implement administrative, physical, and technical safeguards required by the HIPAA Privacy, Security, and Breach Notification Rules, including access controls, authentication, audit logging, and encryption of PHI in transit and at rest.
• Report to the covered entity any use or disclosure of PHI not permitted by the BAA or HIPAA of which we become aware, including breaches of unsecured PHI, without unreasonable delay and no later than the timeframe required by the applicable BAA.
• Ensure that any subcontractors or service providers that create, receive, maintain, or transmit PHI on our behalf agree in writing to the same restrictions and conditions that apply to ClinIntell under applicable BAAs.
• Cooperate with covered entities to fulfill HIPAA-required obligations such as access, amendment, and accounting of disclosures to the extent ClinIntell maintains the PHI requested.

If you submit PHI to ClinIntell under a BAA, you represent that you have obtained all necessary consents and authorizations required by applicable law. ClinIntell will only process PHI as necessary to provide contracted services and in accordance with the executed BAA and this Privacy Policy.

If you are a covered entity and would like to obtain a standard BAA with ClinIntell, please contact us at info@clinintell.com and we will provide a copy for signature.

How do we use and share your personal information?

More information about our data collection and sharing practices can be found in this privacy policy.

You may contact us by email at info@clinintell.com, or by referring to the contact details at the bottom of this document.

If you are using an authorized agent to exercise your right to opt out we may deny a request if the authorized agent does not submit proof that they have been validly authorized to act on your behalf.

Will your information be shared with anyone else?

We may disclose your personal information with our service providers (marketing CRM) pursuant to a written contract between us and each service provider. Each service provider is a for-profit entity that processes the information on our behalf.

We may use your personal information for our own business purposes, such as for undertaking internal research for technological development and demonstration. This is not considered to be "selling" of your personal information.

ClinIntell Inc. has not disclosed or sold any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months. ClinIntell Inc. will not sell personal information in the future belonging to website visitors, users, and other consumers.

We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

Your rights with respect to your personal data

Right to request deletion of the data — Request to delete
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You can ask for the deletion of your personal information. If you ask us to delete your personal information, we will respect your request and delete your personal information, subject to certain exceptions provided by law, such as (but not limited to) the exercise by another consumer of his or her right to free speech, our compliance requirements resulting from a legal obligation, or any processing that may be required to protect against illegal activities.

Right to Non-Discrimination for the Exercise of a Consumer’s Privacy Rights
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We will not discriminate against you if you exercise your privacy rights. Verification process.
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Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. These verification efforts require us to ask you to provide information so that we can match it with information you have previously provided us. For instance, depending on the type of request you submit, we may ask you to provide certain information so that we can match the information you provide with the information we already have on file, or we may contact you through a communication method (e.g., phone or email) that you have previously provided to us. We may also use other verification methods as the circumstances dictate.

We will only use personal information provided in your request to verify your identity or authority to make the request. To the extent possible, we will avoid requesting additional information from you for the purposes of verification. However, if we cannot verify your identity from the information already maintained by us, we may request that you provide additional information for the purposes of verifying your identity and for security or fraud-prevention purposes. We will delete such additionally provided information as soon as we finish verifying you.

10. DO WE MAKE UPDATES TO THIS NOTICE?

We may update this privacy policy from time to time. The updated version will be indicated by an updated "Revised" date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy policy, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy policy frequently to be informed of how we are protecting your information.

11. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may contact our Data Protection Officer (DPO), Steve Petrillo, by email at steve.petrillo@clinintell.com, by phone at (206) 446- 3040, or by post to:

ClinIntell Inc. Steve Petrillo
101 East Kennedy Blvd.
Suite 1250
Tampa, Florida 33602

12. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it in some circumstances. To request to review, update, or delete your personal information, please submit a request to info@clinintell.com.