1. Introduction
This Privacy Policy describes how Let's Win Pancreatic Cancer (“Let's Win,” “we,” “us,” or “our”) collects, uses, and shares information in connection with the LetsWin PC Hub portal (the “Service”), a provider-facing clinical trial matching tool. By using the Service, you agree to the practices described in this policy and to our Terms of Service.
2. Information We Collect
- Account and profile information: name, email address, professional role, institution or organization, and phone number (if you provide one for notifications).
- De-identified clinical criteria: clinical attributes you enter to search for trial matches (for example, cancer stage, biomarkers, prior treatments). The Service is not intended to receive protected health information (“PHI”), and you certify at sign-in that all information you submit has been de-identified.
- Communication preferences and records: your notification settings, messaging opt-in and opt-out status with timestamps, and the content and delivery status of notifications we send you.
- Usage and device information: log data such as IP address, browser type, pages viewed, and timestamps, collected to operate and secure the Service.
3. How We Use Information
- To provide, maintain, and improve the Service, including trial match results;
- To send notifications you have requested (email, SMS, or WhatsApp);
- To manage accounts, authenticate users, and secure the Service;
- To maintain audit records, including disclaimer acknowledgements and messaging consent;
- To comply with legal obligations and enforce our Terms of Service.
4. SMS/Text Messaging
If you opt in to receive text messages from LetsWin PC Hub:
- Your phone number is used solely to send clinical trial notification alerts.
- Message frequency varies.
- Message and data rates may apply.
- Your phone number is not shared with third parties for marketing purposes.
- To opt out, reply STOP to any message. To get help, reply HELP.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except with vendors and service providers acting on our behalf solely to deliver the messages you have requested.
5. WhatsApp Messaging
If you opt in to receive notifications via WhatsApp, messages are delivered through the WhatsApp Business platform. Your phone number and message content are processed by WhatsApp (Meta Platforms, Inc.) in accordance with WhatsApp's own terms and privacy policy. You can opt out at any time in your account Settings.
6. How We Share Information
We do not sell your personal information. We share information only:
- With service providers that process data on our behalf to operate the Service — including cloud hosting and database services, messaging delivery providers (such as Twilio for SMS and WhatsApp), and email delivery providers — under obligations to use the data only to provide those services;
- For legal reasons, when required by law, legal process, or to protect the rights, safety, or property of Let's Win, our users, or others;
- In a business transfer, if Let's Win is involved in a merger, reorganization, or transfer of assets, subject to this policy.
7. Data Retention
We retain account information for as long as your account is active and as needed to operate the Service. Consent and acknowledgement records (including messaging opt-in and opt-out history) are retained for audit and compliance purposes even after account closure, to the extent required or permitted by law. We delete or de-identify information when it is no longer needed for these purposes.
8. Security
We use reasonable administrative, technical, and organizational safeguards designed to protect information we hold, including encrypted connections, authenticated access, and role-based permissions. No system is completely secure, and we cannot guarantee the absolute security of your information. The Service is not designed to store PHI — please do not submit it.
9. Your Choices and Rights
- Messaging: opt out of SMS by replying STOP to any message, or manage SMS and WhatsApp preferences in your account Settings;
- Email: manage email notification preferences in Settings;
- Access, correction, deletion: contact us at admin@thetrialhub.org to request access to, correction of, or deletion of your personal information. We will respond as required by applicable law.
10. Children's Privacy
The Service is intended for healthcare professionals and is not directed to children under 18. We do not knowingly collect personal information from children.
11. Changes to This Policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page reflects the most recent revision. Material changes will be communicated through the Service or by email.