Privacy notice

Who is responsible for your data

• Your account. Inclivio decides how the details of your researcher or participant account are used, and is responsible for them.
• Study data. Records a research team puts into a project, including participants' records, belong to that team. They decide what to collect and why, and are responsible for it, including getting consent. Inclivio only stores and processes it to run the service for them. If you're a participant, contact the research team first about your study data.

What we collect

When you create an account

• your first and last name, email address, and whether it's verified;
• your password, which Firebase Authentication stores in hashed form. Inclivio never sees it;
• whether it's a researcher or participant account, and when it was created.

When you run a study

• project names, sites, groups and randomization settings, and the reusable schemes you save;
• the members of each project, their email addresses, and which sites they can see;
• participant records: the study ID you give, the optional first and last name, their stratification factor values, site, assigned group, who enrolled them and when;
• the links and invitations you create for participants to join, including any email address an invitation is for;
• API keys, which are stored hashed, along with their last few characters and when each was created and last used.

When you join a study as a participant

• the studies your account has joined, and whether through a link or an invitation;
• your participant record in each study, as above, including your email address. The research team can see it. You can't see which group you're in, and neither your account's list of studies nor anything else shown to you says.

Automatically

• Technical logs. Google, which hosts Randomizer, records requests and errors, which can include IP addresses, browser details and account IDs.
• API abuse protection. Requests to the API with a missing or wrong key are counted by IP address, in memory, for about a minute, to block guessing.
• Browser storage. To keep you signed in and remember a few settings. The cookie policy lists it all.

Randomizer has no analytics, advertising or tracking scripts, and doesn't build profiles of you.

How we use it

• to run the service: sign you in, store your projects, randomize and enroll participants;
• to send account emails, such as address verification and password resets. We don't send marketing email;
• to keep the service secure, enforce rate limits, and investigate abuse;
• to find and fix problems;
• to meet legal obligations and enforce the terms.

Where laws like the GDPR apply, we rely on performing our contract with you to run the service, on our legitimate interests in keeping it secure and working, and on legal obligations where they apply. Research teams are responsible for the lawful basis for participant data they enter.

Who we share it with

Inclivio doesn't sell personal data or share it for advertising. It's shared only:

• within a project, with its members, as far as their access allows. A member limited to some sites sees only participants at those sites;
• with service providers who run Randomizer for us: Google, through Firebase Authentication, Cloud Firestore, Cloud Functions and Firebase Hosting, and Google Fonts, which receives your IP address and browser details when your browser loads the fonts. Their handling is covered by Google's privacy policy;
• when the law requires it, or to protect the rights, safety or property of Inclivio, our users or others;
• in a business transfer, such as a merger or sale, to whoever takes over the service, under this notice.

Where it's stored

Data is stored and processed on Google Cloud, in the United States and wherever else Google and its subprocessors operate. If you use Randomizer from outside the US, your data is transferred there, where data protection laws may differ from yours.

How long we keep it

• Account details: until the account is deleted.
• Project data, including participant records: until the project is deleted. Deleting a project deletes everything in it. Test participants are removed when test mode ends.
• Schemes: until you delete them. Revoked API keys: deleted when revoked.
• Logs and backups: as long as Google keeps them, which is usually 30 days or less.

To delete your account, email support@inclivio.com. Records of you in other teams' projects belong to those teams; ask them to delete them.

Security

Data is encrypted in transit and at rest by Google. Access is limited by account, project and site, randomization runs on the server, and API keys and passwords are stored hashed. No system is perfectly secure, though, and Inclivio can't guarantee yours. Since the service isn't built for sensitive data, the best protection is not to put any in.

Your choices and rights

Depending on where you live, you may have the right to access, correct, delete or get a copy of your personal data, to object to or restrict how it's used, and to withdraw consent. To use any of these, email support@inclivio.com. We'll confirm who you are and reply within the time the law allows, usually 30 days. We won't treat you differently for asking.

For study data, we'll pass your request to the research team, who decide on it. You also have the right to complain to your local data protection authority.

Children

Accounts are for people 18 or older, and Randomizer isn't directed at children. Research teams that enroll minors are responsible for the consent the law and their ethics approval require, and should record them by study code only. If you think a child has made an account, email us and we'll delete it.

Changes to this notice

We may update this notice. The date at the top shows when it last changed. If a change is significant, we'll try to tell you, for example by email or in the app.

Contact

Inclivio, Washington State, USA. support@inclivio.com