Privacy Policy

Last Updated: September 24, 2026

Clinical Research of West Florida, Inc. (“CRWF,” “we,” “us,” or “our”) is a clinical research organization established in 1995, dedicated to conducting clinical trials to address unmet medical needs. CRWF operates research facilities in Clearwater and Tampa, Florida. We recognize that when we handle sensitive information about any individual, including protected health information, personally identifiable information, and other personal data, we must do so responsibly, with due care to individual privacy, and in compliance with applicable laws regarding data privacy and confidentiality.

This Privacy Notice describes the types of personal information we collect and process, how that information is used and disclosed, and our commitments to the individuals whose information we handle. This Notice applies to information collected through our website (www.crwf.com), through our clinical trial operations, in connection with patient recruitment activities, and through other interactions with CRWF.

CRWF has enacted internal policies, procedures, and training programs designed to support compliance with these laws and this Notice. Our policies, procedures, and training programs are reviewed on a regular basis.

Information We Collect

The types of personal information we collect depend on how you interact with CRWF. We may collect the following categories of information:

Clinical Trial Participant Data (Protected Health Information and Personally Identifiable Information)

As a clinical research organization, CRWF conducts clinical trials on behalf of pharmaceutical and biotechnology sponsors. In connection with these trials, we collect and store protected health information (“PHI”) and personally identifiable information (“PII”) of clinical trial participants, including names, contact information, dates of birth, medical histories, diagnoses, laboratory results, biomedical samples, and other health-related data. This information is collected through our clinical trial management system, electronic data capture systems, patient intake forms, laboratory results, and informed consent processes. CRWF processes clinical and medical data in coordination with the sponsor, consistent with the terms of the applicable clinical trial agreement. To enhance privacy, consistent with GCP, subjects’ names and other direct identifiers are coded (i.e., replaced with a unique identifier that does not identify any individual) so that they are not attached to records or samples provided to sponsors for research purposes.

Patient Recruitment Data

We collect personal contact information, details regarding health and medical conditions, and areas of interest in medical research from individuals who have expressed an interest in participating in clinical trials. This information is collected through our websites, marketing campaigns, community health screening events, and direct inquiries. We use this information to match individuals with suitable clinical trials, to run general statistical analysis in support of patient recruitment, and to contact individuals regarding future testing or clinical trial opportunities. With the consent of health screening participants, we may add their information to our recruitment database. If a participant declines consent, CRWF will only share results of the screening with the participant’s physician.

Employee and Contractor Data

CRWF collects personal information from applicants seeking employment with the company, including contact details, professional qualifications, and previous employment history to inform employment decisions. CRWF conducts various background checks on applicants, including where law allows on criminal history and professional disbarment. Once employed, CRWF collects information on staff for human resource, performance, payroll, benefits enrollment, and tax purposes, including names, addresses, Social Security numbers, and compensation information. Employee data is processed through our payroll and human resources service provider. CRWF processes similar information relating to independent contractors and other third parties engaged by the company to provide products or services.

Industry Professional Information

In the course of conducting our business, CRWF interacts with employees, consultants, contractors, investigators, and other professionals employed or engaged by our clients, sponsors, and contract research organizations involved in clinical and medical research. CRWF will record and use the names, contact details, and other professional information of these individuals for legitimate business-related purposes, including project administration, financial administration, and regulatory compliance. We may use the information we obtain, including email addresses, to provide relevant information on CRWF’s services.

Website Visitor Data

CRWF collects information about visitors to our websites where this is voluntarily provided, for example where a visitor requests information on our services, expresses interest in participating in a clinical trial, or applies for a position with the company. Through the use of cookies and other tracking technologies, CRWF and third-party service providers may automatically collect certain information when you visit our websites, including your IP address, browser type, operating system, device identifiers, referring URLs, pages visited, and browsing activity. For more information on our use of tracking technologies, see the “Tracking Technologies and Cookies” section below.

Sensitive Personal Information

Certain categories of personal information that CRWF collects are classified as “sensitive” personal information under applicable state privacy laws. CRWF processes sensitive personal information only with the individual’s consent or as otherwise permitted by law, including as necessary to conduct clinical research under applicable informed consent and IRB-approved protocols, or to comply with legal and regulatory obligations. CRWF does not process sensitive personal information for purposes of inferring characteristics about individuals beyond what is necessary for the purposes described in this Notice.

How We Use Your Information

CRWF uses the personal information we collect for one or more of the following purposes: (a) to conduct and manage clinical trials, including collecting informed consent, enrolling participants, monitoring study progress, and reporting results to sponsors, contract research organizations, and regulatory authorities; (b) to recruit individuals for clinical trials and to provide community health screening services; (c) for treatment, payment, and health care operations as permitted under HIPAA; (d) to communicate with clinical trial participants, health care providers, sponsors, and other industry professionals; (e) to process employment applications and manage employee and contractor relationships; (f) to operate, maintain, and improve our websites and related services; (g) to perform website analytics, tailor marketing messages, and manage advertising; (h) to comply with applicable legal obligations, regulatory requirements, and contractual commitments; and (i) to protect the rights, safety, or property of CRWF, our employees, clinical trial participants, or others.

In certain cases, we may use or process personal information on the basis of your informed consent, the performance of a contract to which you are a party, compliance with a legal or regulatory obligation, or our legitimate interests in operating and improving our clinical research business, provided such interests are not overridden by your privacy rights.

Disclosure of Personal Information

Personal information may be shared within CRWF and with third parties on a need-to-know basis to meet stated legitimate business purposes. Access to databases and systems containing personal information is restricted to authorized personnel. We may disclose your information to the following categories of recipients:

Clinical Trial Sponsors and Contract Research Organizations. We share clinical trial participant data, including PHI, with the pharmaceutical or biotechnology sponsors and contract research organizations with whom we conduct clinical trials, as required under clinical trial agreements and applicable law.

Service Providers. We engage third-party service providers to perform services on our behalf, including data hosting, information technology support, payroll processing, website management, marketing, and analytics. These service providers are required to enter into agreements obligating them to process personal information only for contracted purposes and to apply appropriate organizational and technical security safeguards. CRWF does not sell personal information.

Regulatory Authorities and Legal Obligations. We may disclose personal information to regulatory authorities, institutional review boards, ethics committees, and other governmental bodies as required by law, regulation, or clinical trial protocol. Under some circumstances, CRWF may be required by law enforcement or judicial authorities to disclose certain personal information as part of investigations or for litigation purposes.

Business Transfers. CRWF may disclose personal information to a buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of CRWF or some or all of its assets. In any such transaction, the successor entity will be required to handle your personal information in accordance with applicable law, including HIPAA with respect to protected health information.

HIPAA Compliance

CRWF is committed to complying with HIPAA and the HIPAA Privacy, Security, and Breach Notification Rules. CRWF maintains administrative, technical, and physical safeguards for protected health information as required by the HIPAA Security Rule. CRWF’s Notice of Privacy Practices, which describes the uses and disclosures of protected health information and your rights under HIPAA, is available upon request and at your CRWF study site. Clinical trial participants with questions about how their health information is used should contact the principal investigator at their CRWF site.

Breach Notification

In the event of a breach of unsecured personal information, CRWF will notify affected individuals and applicable regulatory authorities as required by law, including under the HIPAA Breach Notification Rule and the Florida Information Protection Act.

Tracking Technologies and Cookies

CRWF and third-party service providers use cookies and other tracking technologies on our websites. A cookie is a small data file placed on your device when you visit a website. We and our service providers may use the following types of cookies and tracking technologies:

• Strictly Necessary Cookies – required for the website to function and to deliver the services you request, including content delivery and security services;
• Analytics Cookies – used to collect information about how visitors use our websites, including which pages are visited most often, to help us improve site performance and user experience; and
• Marketing and Advertising Cookies – used to deliver targeted marketing messages on our websites and elsewhere on the internet based on your browsing activity.

In certain cases, virtual identities assigned through cookies may be linked to your real-world identity when you voluntarily provide named information through our websites, which allows CRWF to tailor communications to you. For a current list of the specific third-party providers and cookies used on our website, please visit our cookie preference center. You may also manage your cookie preferences at any time through the cookie preference center or by adjusting the settings in your web browser. Please note that disabling cookies may affect your ability to use certain features on CRWF websites.

Some web browsers transmit “Do Not Track” (“DNT”) signals to the websites the user visits. Because there is no universally accepted standard for how to interpret DNT signals, our website does not currently respond to or alter its practices when it receives a DNT signal.

Data Security

CRWF implements reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, disclosure, alteration, or destruction. Our security measures include, but are not limited to, endpoint detection and response tools, firewall protections, multi-factor authentication on applicable systems, encrypted data backups, and access controls that restrict access to personal information to authorized personnel on a need-to-know basis. Data is stored primarily in cloud-based environments with appropriate security controls, with certain data maintained on secured on-premise systems. While we strive to protect your personal information, no method of transmission over the Internet or method of electronic storage is completely secure. We cannot guarantee the absolute security of your information.

Your Privacy Rights

Depending on your state of residence, you may have certain rights with respect to your personal information under applicable state privacy and data protection laws. To the extent required by applicable law, CRWF will honor the following rights:

• Right to Know/Access – the right to request information about the categories and specific pieces of personal information CRWF has collected about you, the sources from which it was collected, the purposes for collection, and the categories of third parties with whom it was shared;
• Right to Delete – the right to request that CRWF delete your personal information, subject to certain exceptions (including where retention is required by law, regulation, or for ongoing clinical trial obligations);
• Right to Correct – the right to request correction of inaccurate personal information;
• Right to Opt Out of Sale or Sharing – the right to opt out of the sale of your personal information or its sharing for cross-context behavioral advertising. CRWF does not sell personal information. To the extent CRWF shares personal information with third-party analytics or advertising providers, you may exercise your right to opt out by contacting us as described below;
• Right to Non-Discrimination – CRWF will not discriminate against you for exercising any of your privacy rights; and
• Right to Data Portability – where required by applicable law, the right to receive your personal information in a portable and readily usable format.

To exercise any of these rights, please contact us at research@crwf.com or write to us at Clinical Research of West Florida, Inc., 2147 NE Coachman Road, Clearwater, FL 33765. We will respond to verifiable requests within the timeframes required by applicable law (generally within 45 days of receipt, which may be extended by an additional 45 days where reasonably necessary). We may request additional information to verify your identity before processing a request. We also accept requests submitted by authorized agents on your behalf, provided the agent provides adequate verification of authority to act for you. If we decline a request, we will provide you with an explanation of the basis for the denial.

If you are dissatisfied with our response to your request, you may appeal our decision by contacting us at research@crwf.com with the subject line “Privacy Rights Appeal.” We will review and respond to your appeal within the timeframe required by applicable law. If your appeal is denied, we will provide you with information on how to contact the applicable regulatory authority, if any, to submit a complaint.

Notice and Consent

At the point of data collection, CRWF will provide notice to individuals in clear and conspicuous language about how their information will be used, disclosed, and transferred; what choices they have in relation to how their data is handled; what informational rights they have under applicable law or under this Notice; and who to contact with any questions or complaints. These privacy notices are tailored to specific situations of data collection. Depending on the medium, notice may be given in person, by email, post, telephone, or by posting on our website. In many situations, including where mandated by applicable law and where it is a matter of good practice, CRWF will seek the consent of individuals to collect, use, and disclose their data consistent with the relevant privacy notice. Consistent with GCP and applicable data privacy regulations, CRWF will collect necessary informed consents of study subjects on behalf of its clients. CRWF will use and disclose personal information without consent where required by law and judicial order.

Data Quality and Retention

Data quality and accuracy are fundamentally important to CRWF. Crucial to the integrity of clinical research is the accuracy of data relating to study subjects, particularly where attached to biomedical samples. Consistent with regulatory requirements, CRWF employs a professional quality assurance program. Our privacy notices provide individuals reasonable means of validating, correcting errors in, and updating their information. CRWF retains personal information in accordance with applicable contractual, legal, and regulatory requirements. Clinical trial data is retained for the period required by the applicable study protocol, sponsor agreement, and regulatory requirements, which may extend for many years following the conclusion of a trial. Other personal information is retained only as long as necessary to fulfill the purposes for which it was collected or as required by law.

Children’s Online Privacy

Our websites are not directed to individuals under the age of 13, and we do not knowingly collect personal information from children under 13 through our websites. If we learn that we have collected personal information from a child under 13 without parental consent, we will take steps to delete that information promptly. Note that CRWF may enroll minors in clinical trials where permitted by applicable law, applicable study protocols, and with appropriate parental or guardian consent and institutional review board approval; the collection and use of health information in that context is governed by the informed consent process and applicable clinical trial regulations, not by this Notice.

Third-Party Links

CRWF websites may contain links to websites operated by third parties. These linked websites are not under the control of or endorsed by CRWF, and this Notice does not apply to those websites. We recommend that you review the privacy policy of each linked website before providing any personal information.

Accessibility

CRWF is committed to ensuring that this Notice is accessible to individuals with disabilities. If you require this Notice in an alternative format, such as large print, Braille, or audio, please contact us at research@crwf.com or at the address listed in the “Contact Us” section below, and we will make reasonable efforts to accommodate your request.

Changes to This Notice

This Notice is not a contract, and it does not create any legal rights or obligations beyond those established by applicable law. CRWF reserves the right to modify or amend this Notice at any time. When we make material changes, we will update the “Last Updated” date at the top of this Notice and post the revised Notice on our website. We encourage you to review this Notice periodically. Your continued use of our websites or services following any changes constitutes your acceptance of the updated Notice.

Contact Us

If you have any questions about this Notice or wish to exercise any of your privacy rights, please contact CRWF’s Privacy Officer at research@crwf.com, write to us at Clinical Research of West Florida, Inc., Attn: Privacy Officer, 2147 NE Coachman Road, Clearwater, FL 33765, or visit our contact page at www.crwf.com/contact.